Invoice Number Guidelines

Please contact Accounts Payable at 621-9097 or accts_pay@fso.arizona.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 Reason Invoice Number Recommendation Example
A - Award/Prize AWARD + date of Award AWARD05152012
B - Refund REFUND + Date revenue received REFUND03222008
E - Expense Reimburse EXP + REIM + oldest receipt date EXPREIM05152005
F - Foreign Visitor Payments FVP + oldest receipt date FVP5152012
I - Independent Contractors SERV + date of last service SERV05152012
H - Interview Expense EXP + Career Track Job Number EXP49673
M - Moving Expense MOVEXP + oldest receipt date MOVEXP05152012
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 Expense PREPAY + TRV + Date of travel PREPAYTRV11152012
P – Royalty/Permission Fee ROYALTY + Period covered
FEES + Period covered
ROYALTYJAN2012
FEESJAN2012
N – Stipend STPND + Month + Year STPNDAUG2012
V – Travel Advance End date of travel 12152012
T - Travel Expense TA# + EXP + End date of trip
Add A, B, C... if multiple reimbursements
T123456EXP01052012
T123456EXP01052012A
K – Utilities/Freight Billing account number + billing month + YR 123456789123056JUN12

 

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 Reason Invoice Number Recommendation Example
X - Other Miscellaneous Type of Payment:
Petty Cash PETTYCASH + date initiated PETTYCASH08152012
Petty Cash Replenishment PETTYREV + date initiated PETTYREV8152012
Change Fund CHGFUND + date initiated CHGFUND08202012
Cooperating Teachers COOPTEACH + semester + year COOPTEACHSPR2012
Homeland Security LASTNAME + H1B
LASTNAME + FEES
LASTNAME + PREM
STROMH1B
STROMFEES
STROMPREM
ICA Officials OFFICIAL + date of event (or 1st event) OFFICIAL08202012
Athlete Per Diem ATHLETE + Period Covered ATHLETE120112121512
Check Reissues ORIGINAL INVOICE NBR + REIS EXPREIM05152012REIS
Revolving Operational Advances REVOPAD + Date Required REVOPAD06012013
Hotels HTL + Date + LAST NAME
HTL + Date + GROUP
HTL + Date + BANQUET
HTL04132014STROM
HTL04132014GROUP
HTL04132014BANQUET