Invoice Number Guidelines

Please contact Accounts Payable at 520-621-9097 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). 

An 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. For consistency purposes, dates should reflect the MMDDYYYY date format whenever possible utilizing the following guidelines. 

Payment Reason Invoice Number Recommendation Example
A - Award/Prize AWARD + date of Award AWARD05152021
B - Refund REFUND + Date revenue received REFUND03222021
E - Expense Reimburse EXP + REIM + oldest receipt date EXPREIM05152021
F - Foreign Visitor Payments FVP + oldest receipt date FVP5152021
I - Independent Contractors SERV + last date of service provided SERV05152021
H - Interview Expense EXP + Career Track Job Number EXP1234
M - Moving Expense MOVEXP + oldest receipt date MOVEXP05152021
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
 
DUESSTROMAUG2021
CATERING05152021
ENT05152021
LEASE569AP2021
OPADV12152021
REGFEESTROM
SUBSSTROM
0515201205232021
Y - Prepaid Travel Expense PREPAY + TRV + Last Date of travel PREPAYTRV11152021
P – Royalty/Permission Fee ROYALTY + Monthly and Year of Period covered
FEES + Month and Year of Period covered
ROYALTYJAN2021
FEESJAN2021
N – Stipend STPND + Month + Year STPNDAUG2021
V – Travel Advance End date of travel 12152021
T - Travel Expense TA# + EXP + End date of trip
Add A, B, C... if multiple reimbursements
T123456EXP01052021
T123456EXP01052021A
K – Utilities/Freight Billing account number + billing month + YR 123456789JUN2021

 

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 PETTYCASH08152021
Petty Cash Replenishment PETTYREV + date initiated PETTYREV08152021
Change Fund CHGFUND + date initiated CHGFUND08202021
Cooperating Teachers COOPTEACH + semester + year COOPTEACHSPR2021
Homeland Security LASTNAME + Application Type
LASTNAME + FEES
LASTNAME + PREM
STROMH1B
STROMFEES
STROMPREM
ICA Officials OFFICIAL + date of event (or 1st event) OFFICIAL08202021
Athlete Meal Reimbursements ATHLETE + Period Covered ATHLETE120112121512
Check Reissues ORIGINAL INVOICE NBR + REIS EXPREIM05152021REIS2021
Revolving Operational Advances REVOPAD + Date Required REVOPAD06012021
Hotels HTL + First date of stay/event + LAST NAME
HTL + First date of event + GROUP
HTL + First date of event + BANQUET
HTL04132021STROM
HTL04132021GROUP
HTL04132021BANQUET