Using Technology to Provide Electronic Invoicing at Tufts
Tufts Support Services (TSS) partnered with Purchasing to develop an automated purchase order invoice payment system which went into effect July 16, 2018. Taking advantage of technology and proven electronic payment processes, the electronic invoicing (EI) payment system will scan invoices in to the EI system, match data to an existing purchase order and process the invoice directly into PeopleSoft with little or no manual intervention. The EI system utilizes an automated workflow process to obtain invoice approvals where necessary.
Far more efficient than our current paper based process, this solution eliminates the shuffle of paper between departments and Accounts Payable; mail distribution delays; multiple people involved in the process; and is transparent and efficient for those who originate and approve purchase orders and associated payments. In addition, we are leveraging the controls the university has within PeopleSoft and the university budgeting model to create less burdensome and timelier administrative work.
How the EI process works
To take advantage of the EI process, it is important that all invoices come directly from the supplier - preferably in an electronic format and containing a valid Tufts Purchase Order (PO) number - via email to TSS (firstname.lastname@example.org).
Prior to ordering from a supplier, it is imperative that department users
- Submit an on-line requisition,
- Obtain a PO number once the requisition is approved and
- Communicate that PO number to the supplier when placing the order. You can also ask TSS to handle the processing of the requisition on your behalf. Invoices lacking a valid PO number will be returned unpaid to the supplier (just as they currently are).
TSS is very excited about this initiative being the first in a series to take advantage of technology; eliminating antiquated paper processes and providing on line, timely and transparent information. For more information about the EI process, see the tip sheets and points to know about electronic invoicing document.
If you have questions about the EI process, please contact TSS at calling 617.627.7000 or emailing email@example.com.