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The Invoice Process Overview

Review:   Once received in the Accounts Payable Office, each document is reviewed to assure the coding block is properly completed, the appropriate signatures are in place, and any supporting documentation is attached.

Processed: Invoices are sorted and assigned to an associate who enters the information provided on the coding block of each invoice into the university's financial system. The invoices are charged to the department or grant as indicated on the coding block except for Purchase Order Commodity invoices that are charged to the department or grant designated on the purchase order.

The financial system generates a special file of payment data that is electronically transmitted to the General Accounting Office in Annapolis. The original of each invoice and all documentation is forwarded to GAD following the electronic file submission. A copy of each document is maintained on file in the university's Imaging System.

Payment: The Annapolis General Accounting Office audits each invoice and reviews supporting documentation. Payment data is then transmitted to the State's Treasurer's Office where payment is generated to the vendor.

Reporting: Reports are available to every department on campus through the nVision Reporting System of all activity posted to their department budget code during the prior month. For information on reading these reports, contact the Financial Services Help Line 410-704-5599





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