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FINANCIAL SERVICES

The Invoice Coding Block - Coding, Signing, & Submitting

  • WHY ARE CODING BLOCKS NECESSARY?

    • The invoice coding block is a label that is attached to all invoices to summarize all the important information regarding payment of the invoice.

    • Identifies the department where the expenditure will be charged.
    • Signature(s) on the coding block certifies that goods/services have been received and authorizes accounts payable to pay the invoice.

     

  • WHEN TO ATTACH A CODING BLOCK
    • If an invoice was mailed directly to the department, the department must attach and complete a coding block before sending the invoice to Accounts Payable.
    • If Accounts Payable receives the invoice directly from the vendor, they will affix the coding blocks to invoices before faxing them to the department.
  • WHERE TO ATTACH A CODING BLOCK?

    • Please attach the coding block label to the front of the invoice if space permits. If there is not enough blank space on the front of the invoice to attach the label without covering important text, fold the invoice over and attach the label to the back of the invoice.

     

  • WHO CAN SIGN THE CODING BLOCK?
    • Accounts Payable verifies that each invoice is signed by an employee authorized to sign for the department number that appears on the coding block and that the signature matches an authorized signature on file. See definitions 9 and 10 below.

     

  • WHERE/WHEN TO SEND THE INVOICE?
    • To the Accounts Payable Office within five working days of receipt.

     

  • HOW TO COMPLETE THE CODING BLOCK?
  • Printing the Labels:  Code Block Form   
  • Type of label:  The Accounts Payable Office uses AVERY 5163

If you need assistance contact the Financial Services Help Line or call the Help Line at 410-704-5599.

 

See the following example of a coding block. Note that Items 1-10 are required information. Definitions of these items are detailed below following the coding block.

INVOICE#                 (1) INVOICE DATE            (2)
PO#                             (3) Partial/Complete         (4)
Dept/Grant#    (5) Account#   (6) Initiative#   (7) Amount   (8)
       
       
Dept Approval:  (9)                                                                       

Dept Approval:

(10)

 

Description of Coding Block Fields 1-9:

  1. INVOICE #
    • Leave blank for Accounts Payable Office to fill in.
  2. Invoice Date
    • Leave blank for Accounts Payable Office to fill in.
  3. Purchase Order Number
    • Number assigned if goods or services were ordered using the requisition and purchase order process.
  4. Partial/Complete (use for Purchase Orders only)
    • Enter the payment type:
      • Partial payment (another invoice will be received)
      • Complete payment (final invoice)
  5. Dept/Grant
    • The 5-digit PeopleSoft Department number or 7-digit PeopleSoft Grant/Project number where the expenditure is to be charged
  6. Account#
    • The 6-digit PeopleSoft Account number that classifies the type of expense.
  7. Initiative # (Not a required field)
    • The 5-digit PeopleSoft Initiative number used to track expenses related to a specific activity within a department
  8. Amount
    • Enter the invoice total. Exclude sales tax.
  9. Department Approvals
    • Only one signature is required if the invoice is for less than $50.00.
  10. Department Approvals
    • For Invoices over $50.00, Signatures of two departmental employees (at least one must be an "authorized signature") are required to certify that goods or services were received.
    • Invoices with questionable or missing signatures will be returned unprocessed to the department for investigation. This procedure is designed to protect the department and the university from the possibility of unauthorized or fraudulent purchases or misuse of funds.

We appreciate your Feedback, Suggestions, Comments

 

 

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