PAYMENT FOR GOODS AND SERVICES

When a vendor sends a bill for goods or services provided, departments have one of four ways to request payment. These are:

• Parked Invoice - Department enters the invoice into SAP, writes the SAP document number in red in the top right corner of the original bill and forwards it to Accounting for processing.
• Direct Pay - Department sends the original bill with an authorized department signature and the cost center to charge to Accounting for processing.
• Framework (an open-ended or blanket purchase order) - Department sends the original bill with the framework number written on it, an authorized department signature and the cost center to charge (if necessary) to Accounting for processing.
• Purchase Order - Department sends the original bill with the purchase order number written on it and either a goods receipt number (for online SAP users) or an authorized department signature to Accounting for processing.

When paperwork is received in Accounts Payable, it is audited, entered into SAP and sent to the state for a check (warrant) to be cut using the Invoice/Voucher process. The Department of Administrative Services (DAS) sends the warrant directly to the vendor unless the department requests otherwise.