Ordering & Payment Process Reminders

This year Purchasing and Accounts Payable have seen an increase in the amount of orders and invoices that have had some issues which have been causing significant delays in processing and payment. Below are reminders of best practices:

• The correct process is:
  1. Receive a quote from the vendors.
  2. Enter a requisition or LVPO and provide the quote number in the description.
     • Please make sure that you are creating the requisition/LVPO to the correct vendor. If you are creating one from an invoice, look on the invoice to see what the “remit to” name is on the invoice.
     • If you are working with a new vendors, please make sure to submit a new vendor request form. Remember to include a copy of the quote, invoice or website so that Purchasing can verify the correct Name for the vendors.
     • If an address needs to be updated, please send the new vendor form with the vendor number, and the updated information on it to purchasing@humber.ca so that we can update the information. Make sure to include a copy of the letter from the vendor, invoice, quote or website for verification purposes.
     • Any new vendor requests and or address changes that are not accompanied by a supporting document will be rejected and returned to the client to gather all required information.
     • If you are requiring us to set up a person, please make sure to include their SIN number.
  3. Once you have received the order, complete the receiving on Banner.
  4. The vendor should be sending the invoices directly to Accounts Payable (send by email to accounts.payable@humber.ca) with the correct Purchase Order number indicated on the invoice.
     • If vendor sends the invoice to you, verify that the correct purchase order number is on the invoice and verify that there is enough money on the purchase order to pay the invoice, and then send it to Accounts Payable.
  5. Payment is net 30 from the invoice date. Please note that cheque runs are every Thursday so cheques will be issued on the first Thursday following the payment due date assuming the receiving has been completed.

• When sending invoices to Accounts Payable a valid purchase order number MUST be on the invoice.

• Please verify there is enough money on the purchase order to pay for the invoice.
  • If there is not enough money (or too much money) on the purchase order, please send an email to purchasing@humber.ca and request an increase/decrease to the purchase order.
  • Please include:
    • Purchase order number;
    • The amount you would like to increase the purchase order by before taxes. If there are not taxes on the purchase order, please let us know.
    • If there are multiple lines on the purchase order, please let us know what line item you would like to increase.

• Please do not send duplicate invoices to Accounts Payable as this causes many issues and may delay payment.

• If possible, please send invoices electronically to accounts.payable@humber.ca

If you have any additional questions, you can visit the Finance website at humber.ca/finance, or you can email purchasing@humber.ca or accounts.payable@humber.ca for assistance.