Invoice and payment information

Invoices 

Provide the required information

All invoices must include the following information: 

  • Invoice number (invoices must not duplicate numbers)
  • Invoice date
  • Purchase order (PO) number
  • Invoice total
  • Line details
  • Remit-to address

Make sure there is an active/valid PO number 

  • The end user should inform the supplier of the PO number to reference on invoice
  • The PO should be made out to the supplier listed on the invoice
  • The PO should have available funds to cover invoice amount
  • The PO distribution (itemization) should match invoice distribution

Submit your invoice to the correct department

Your invoice should be submitted for processing based on the invoice number as follows:

Upon submitting an invoice to apinvoices@osu.edu, you will receive an automated response confirming receipt. If you do not receive an email confirmation, all invoices will be entered into Workday within two business days of receipt.

How to view your invoice

  • Upon logging in to Workday, users can utilize the report "Find Supplier Invoices."
  • Supplier Invoice view access is controlled by Workday security roles. If you are unable to locate your invoice, please reach out to AP Customer Service.

Where to send a statement

Statements may be sent to apcustomerservice@osu.edu on a monthly basis. If possible, please submit statements in an Excel format and include the following:

  • Invoice number
  • Invoice date 
  • PO number
  • Amount

 

Payments

Payment methods and frequency

Electronic Funds Transfer (EFT)

  • ACH Deposits: Recipients will receive confirmation of payment via ACH Remittance Advice. Multiple payments will be deposited as one payment.  ACH Settlement is processed daily.
  • Wires: After verification, wire payments are processed daily. Confirmation is emailed directly to the originator. Click on the Forms link to access the Wire Request Form.

Checks

Processed on Thursdays, with additional cycles added for university holidays.

  • Click on the Forms link to access the AP Banking and Settlement Request.
  • This form can be used to submit a stop-payment  or a special handling request
  • Requests for a stop-payment will be considered two weeks after the check date.
  • Refer any questions regarding stop-payment to apbanking@osu.edu.

Any returned or rejected payments will be reviewed and followed up by the Accounts Payable department.

Payment terms

Payment terms are negotiated terms and conditions related to payment deadlines, including discounts.  See below:

  • Contracted Supplier: Payment terms are typically determined during negotiations. For additional information, please contact the Buyer.
  • Non-contracted Supplier: Payment terms may be found on the invoice.

To confirm whether you are a contracted supplier, contact the Purchasing Department.

How to check on a payment status

If you are a supplier, please reach out to the individual/customer who placed the order.

How to submit a credit memo

Email apinvoices@osu.edu and include the following information: 

  • Credit memo number
  • The corresponding original invoice number
  • Credit memo date
  • Purchase order (PO) number
  • Credit total (this should reflect a negative amount)
  • Line details
  • Remit-to address

Note: In order to process a credit memo, the following must be true:

  • We must verify receipt of the original invoice.
  • The Purchase Order has to be in an Issued status in order to process against the PO.
  • If multiple credit memos are being submitted, each unique credit should be on its own PDF attachment. 
  • We must have a balance due to the supplier on the Supplier Connection (Remit To) address, Payment Type (check, EFT, etc.) and Payment Handling Instruction, if applicable (RE, PU, etc.) tied to the credit. 

To find this information use the 'Find Supplier Invoice Summary - OSU' report to check the balance for each Supplier Connection (Remit To) address and review Payment Type and Payment Handling Instruction. Enter: 

  • Invoice Header Company
  • Supplier (Enter exact Supplier Name or Supplier ID Number - can be found by searching supplier in Workday)
  • Supplier Connection (Remit To) - (If known, can be found by searching supplier in Workday)
  • Invoice Payment Status (select Unpaid)
  • Invoice Status (select Approved and In Progress)
  • Total up the approved dollar amount to determine if there is a balance due to the supplier (which is a positive total). In Progress can help determine when it will be back to a positive total
  • If you are not able to access the necessary information, please contact your Service Center

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What if I need an immediate payment or have a question?

Please direct all immediate payment requests and general questions to apcustomerservice@osu.edu

 

Accounts Payable Policies and Forms