Invoice Number Guidelines

Please contact Accounts Payable at 621-9097 or accts_pay [at] fso [dot] arizona [dot] edu to request an additional invoice number creation that does not fall within these guidelines.

Invoice number(s) is a required field on the Disbursement Voucher (DV) and is utilized for multiple purposes including providing instructions for vendor/payee, eliminating duplicate payments and reporting features for multiple payments to the same payee to identify each payment (e.g. refunds, reimbursement, travel, etc). 

NOTE:  Invoice number provided by the vendor should ALWAYS be referenced in UAccess Financials in the 'invoice number' field. This document should only be utilized to provide guidance should no invoice number be available.

Payment ReasonInvoice Number RecommendationExample
A - Award/PrizeAWARD + date of AwardAWARD05152012
B - RefundREFUND + Date revenue receivedREFUND03222008
E - Expense ReimburseEXP + REIM + oldest receipt dateEXPREIM05152005
F - Foreign Visitor PaymentsFVP + oldest receipt dateFVP5152012
I - Independent ContractorsSERV + date of last serviceSERV05152012
H - Interview ExpenseEXP + Career Track Job NumberEXP49673
M - Moving ExpenseMOVEXP + oldest receipt dateMOVEXP05152012
X - Other:
Dues
Catering
Entertainer
Lease
Operational Advance
Registration Fees
Subscriptions
Subject Payment
 
DUES + Last Name+MONTH+YR
CATERING + Date of event
ENT + date of first performance
LEASE + LEASE # + month + year
OPADV + Date funds required
REGFEE + Last Name
SUBS + Last Name
Date(s) of participation
 
DUESSTROM082015
CATERING05152012
ENT05152012
LEASE569APR12
OPADV12152012
REGFEESTROM
SUBSSTROM
0515201205232012
Y - Prepaid Travel ExpensePREPAY + TRV + Date of travelPREPAYTRV11152012
P – Royalty/Permission FeeROYALTY + Period covered
FEES + Period covered
ROYALTYJAN2012
FEESJAN2012
N – StipendSTPND + Month + YearSTPNDAUG2012
V – Travel AdvanceEnd date of travel12152012
T - Travel ExpenseTA# + EXP + End date of trip
Add A, B, C... if multiple reimbursements
T123456EXP01052012
T123456EXP01052012A
K – Utilities/FreightBilling account number + billing month + YR123456789123056JUN12

 

Default invoice number

Use the most recent date identified for the expenditure and an Accounts Payable Specialist will edit based on Accounts Payable criteria.

Supplemental Guidelines - Department Specific

This table below is for Accounts Payable to identify criteria for unique situations with departments that have specific requirements.

Payment ReasonInvoice Number RecommendationExample
X - Other Miscellaneous Type of Payment:
Petty CashPETTYCASH + date initiatedPETTYCASH08152012
Petty Cash ReplenishmentPETTYREV + date initiatedPETTYREV8152012
Change FundCHGFUND + date initiatedCHGFUND08202012
Cooperating TeachersCOOPTEACH + semester + yearCOOPTEACHSPR2012
Homeland SecurityLASTNAME + H1B
LASTNAME + FEES
LASTNAME + PREM
STROMH1B
STROMFEES
STROMPREM
ICA OfficialsOFFICIAL + date of event (or 1st event)OFFICIAL08202012
Athlete Per DiemATHLETE + Period CoveredATHLETE120112121512
Check ReissuesORIGINAL INVOICE NBR + REISEXPREIM05152012REIS
Revolving Operational AdvancesREVOPAD + Date RequiredREVOPAD06012013
HotelsHTL + Date + LAST NAME
HTL + Date + GROUP
HTL + Date + BANQUET
HTL04132014STROM
HTL04132014GROUP
HTL04132014BANQUET