After an item is ordered, a copy of the purchase order is sent to the accounts payable department. It is the account manager's responsibility to review the purchase order when received from the Purchasing Office to ensure the information on the purchase order fulfills the department's needs. Since the purchase order is actually a contract with the vendor, it is important that the Purchasing Office settle any issues with the vendor as soon as possible (ie correct remittance address of the vendor).
Goods can be received through the Central Receiving or directly by departments. Departments should examine items received to ensure the items are in good condition and to verify compliance with the purchase order. If the items are in order, a receiving notification (the ok to pay) should be sent by the department and submitted to the Accounts Payable Office via [email protected] or mail to 401 Culkin Hall.
The purchase order directs vendors to send invoices to the Accounts Payable Office. Preferably via email at [email protected]. When an invoice is received from a vendor, it is matched to the purchase order and to the Receiving. Assuming that all information agrees, payment will be issued to the vendor by the State Comptroller's Office. It is essential that the payment process be initiated by departments as soon as possible after acceptable goods or services are received to ensure vendors are paid on time. The Accounts Payable Office does have 30 days to process a payment after information is received in our office. The State Comptroller's Office does have a 30 day turnaround to pay vendors after the Accounts Payable Office submits payment.
The Accounts Payable Office will not pay purchase orders for goods specifying an installation or testing period until directed to do so by the department or unless specified in the purchase order. If an item requires installation or allows for a test period, such arrangements should be clearly specified on the face of the purchase order. The Accounts Payable Office will rely on the purchase order to determine if an installation period is provided. If not stated in the purchase order, it will be necessary for the department to obtain a written statement from the vendor specifying the allowed installation or testing period.
When quotes and a vendor are obtained, the requisition should specify that freight is or is not included in the price so it can be noted on the purchase order. If the freight exceeds $99.00, the vendor should be notified that they will need to submit an invoice from the freight company used in order for payment per NYS regulations. This will be communicated upfront from the Purchasing Office to avoid delay in payment.