AP Frequently Asked Questions
What procedure should I follow to assure signature approval of staff/personnel?
A memo, signed by the department head, with the name of the individual with approval
authority and their signature should be provided to all pertinent areas of Supply
Chain Management.
What address do the vendors use to mail their invoices, and what happens if the vendor
mails the invoice directly to the department instead of AP?
All POs indicate that all invoices should be mailed to Accounts Payable, 433 Bolivar
St., Box B6-6, New Orleans, LA 70112. Occasionally, vendors will mail the invoice
directly to the department. When this happens, it is important that the department
send the approved invoice to AP as soon as possible.
What happens if the PO number referenced on the invoice does not exist in the system?
If the PO number on an invoice received in AP does not exist in the system (i.e..
requisition not approved), AP notifies Purchasing and the department. No AP action
can be taken until Purchasing creates the PO.
What happens if the vendor fails to provide a PO number on the invoice?
If there is no PO number referenced on the invoice, AP will make every effort to identify
by address, department, and/or individual names, where to direct the invoice. If
unsuccessful, the invoice is returned to the vendor, with a form letter attached defining
what is needed for AP to proceed with payment.
What are the electronic payments options to our Accounts Payable/PO related vendors and contractor?
Good news! In conjunction with Bank of America, LSUHSC has been utilizing electronic
payments to our vendors for approximately 8 years and the list of vendors accepting
these payment types is growing. Here are the electronic payment options we have for
recurring vendor payments and incorporated contractor payments:
- Epayables- credit card program is a way for LSUHSC to pay its invoices using a VISA credit card. With this program,
the vendor receives an email as notification and authorization to charge the dedicated
credit card after an invoice is approved in PeopleSoft. The remittance email provides
the invoice number(s), invoice dollar amount(s), and credit card information to charge
the transaction, and can be sent to multiple individuals in the vendor's organization.
- Paymode X direct deposit program is an ACH program that allows LSUHSC to directly deposit invoice payments into the bank account the vendor specifies, along with complete remittance information that can be accessed at any time, after an invoice is approved in PeopleSoft. An email will be sent from Paymode X notifying the vendor of the deposit.
Website for vendor enrollment: http://www.paymode.com/lsuhsc
Form for sole-proprietors payees: PayModeX form for sole proprietor, contractor payments