UPAY - Vendor Instructions for Electronic Invoicing

Best Practices

Please review the following best practices to avoid any setbacks in the Electronic Invoicing Process:

• Only one invoice may be made per submission. Do not combine multiple invoices into one submission. Submissions with multiple invoices will be rejected.
• The invoice must be consistent with the goods or services detailed on the PO. If you encounter any discrepancies (catalog no., unit price, quantity, etc.), please contact the PO Owner, also known as the Buyer. The Buyer contact information (phone number and email address) can be found in the Buyer Information section of the PO.
• Please do not submit a paper or .pdf invoice when using Electronic Invoicing functionality. This may cause duplicate submissions and/or payment which we want to avoid.

Registering for Electronic Invoicing

1. Open the Electronic Invoice Registration page.
2. Complete all the required fields.
3. Click the Submit button.
4. After your registration has been processed, you will receive a confirmation email.

Completing an Electronic Invoice

When an online order has been completed and approved by the University, the PO will be delivered to you via email or fax.

Shortly after the PO has been delivered, you will also receive an email from AITS iBuy Production Support to submit an invoice for the PO Number. Please keep this email for future invoicing use.

Once the goods have been delivered or the services have been provided, you can submit your invoice. (Ensure that only one invoice is submitted at a time. Do not combine invoices.)

1. To begin, click the link in the email named “Click here to submit an Invoice for the referred PO” to open the Electronic Invoice.
   NOTE: The PO will be flipped (auto-populated) into the Electronic Invoice form for your use.
2. In the Manage Purchase Order window, you will be prompted to enter the email address used to enroll in electronic invoicing. Click Send Verification Code to receive the authorization code. Please follow the instructions in the Verification code for Supplier Authentication email to enter your one-time code and click Submit Code.
3. Review the information on the Electronic Invoice Form in the fields described below.

Creating/Submitting an Invoice 

1. From the Actions drop-down menu in the upper right corner, select Create Invoice.
2. Invoice Number – Enter a unique invoice number in this field. The invoice number should be no more than 35 characters in length.
3. Invoice Name- This is an optional field for vendor notes as needed.
4. Invoice Date – This date should be altered to match the invoice date.
5. Due Date – This date is auto-populated to reflect the payment terms of the PO (net 15, net 30, etc.). The University’s standard payment terms are net 30. Do not alter the Due Date to accelerate payment.
6. Supplier Account No.- This is an optional field for vendor notes as needed. Adding your Unique Vendor ID in this field can be helpful for researching transactions in the future.
7. Remit To – The primary BR Business-Remittance address is auto-populated in this field.
   1. If you have more than one Business Remittance (BR) address on file and the payment should be sent to a different (BR) address, select the Current Address icon (pencil) to choose the correct remittance address in the pop-up window, and click Add.
   2. If the correct remittance address is not listed, discontinue the invoicing process, and contact UPAY Vendor Maintenance at uivendor@uillinois.edu, or 217-333-6583 with your updated remittance address.
8. Notes- This is an optional field for vendor notes as needed.
9. Add Attachments – It is highly recommended that a .pdf invoice is attached. To attach a copy of the invoice, select Add Attachments then Browse or Drag and Drop the selected invoice. Then click Add. Only 1 invoice should be attached to each submission. Attachments can also be added using the Add Invoice Image button in the top right corner.
10. Payment Reference- this is an optional field for the vendor to include any additional payment reference as needed.
11. Discount, Tax, Shipping & Handling (if applicable):
    1. Allocation- Select weighted or equally if you’ll be entering something in these fields
    2. Terms Discount – an amount could auto-populate on the invoice, based on the PO payment terms.
    3. Discount – Enter the amount of the discount (early payment, educational, preferred customer, etc.) you are giving the university. NOTE: Do not enter a credit memo amount in the Discount field. Credit memos should be submitted to upayvendorinvoices@uillinois.edu for review and processing.
    4. Tax 1 and Tax 2 – The University is exempt from most taxes, as noted in the PO’s Terms and Conditions.
       1. If any taxes should be invoiced, such as a federal excise tax, please enter this amount in the Tax 1 field.
       2. Attach a PDF invoice copy with the tax details for us to review.
       3. Withholding Tax – leave blank if not applicable.
       4. Withholding Tax 1& 2 can be left blank unless you are withholding tax.
       5. NOTE: A tariff on your invoice would require a specific PO LINE- contact the Department if this is the case. It cannot be entered/paid as a tax.
    5. Shipping and Handling –Please review the FOB code in the Shipping Information section of the PO to determine if shipping/freight/handling can be invoiced. Freight codes for shipping charges are as follows:
       1. FOB 30 – freight/shipping charges can be invoiced by the supplier and are allowed.
       2. FOB 31 – freight/shipping charges should not be invoiced by the supplier. Invoices with freight/shipping charges will be reviewed; payment may be delayed.
       3. Handling can be entered in the handling field
       4. Please contact the PO Owner if you have any questions about the FOB code.
12. Item description - The PO commodity line(s) will auto-populate within Electronic Invoicing. Please confirm the item description matches the invoice/what is being purchased. DO NOT add a non-PO item. If an item is not on the PO, the PO owner/Department will need to have it added before your invoice can be submitted. Please reach out to the PO owner if this is the case.
13. Altering Invoice Lines/Quantities/Amounts- Please note, the FULL PO LINE AMOUNTS will populate. Please review and adjust all lines, unit price, and quantity fields to match your invoice.
    1. If a line should not be included on the invoice, select the box to the right of it and click Remove Selected Lines from the ellipsis (…). This only applies to multiple line POs.
       NOTE: Do not invoice against PO lines with the message, “This line is fully or over invoiced”.
    2. If a PO line is present for freight/shipping charges, please enter the invoiced amount here. Otherwise, freight/shipping charges should be entered into the Discount, tax, shipping & handling section (see above). 
14. Unit Price – This price (in US dollars only) will auto-populate. If there has been a Unit Price increase, discontinue the invoicing process and contact the PO Owner for assistance.
15. Quantity – This amount will auto-populate. Partial invoicing is allowed, so this number can be changed for accurate invoicing.
16. Ext. Price – This amount is hard-coded based on the Unit Price and Quantity and will update based on these field. Fields in the Summary sidebar also update as values are entered or changed.
17. Review/Submit- Please confirm the values in the Summary sidebar match the total on your invoice. Once all information is added and reviewed for accuracy, click the Create Invoice button at the top right of the screen.
18. Conclusion- On the next page, you will receive the message: “Invoice Submitted Successfully” followed by the vendor invoice number and the PO number for this transaction.
    1. If additional invoices are to be submitted against the same PO number, select the Return to Purchase Order button and a new invoice can be entered.
    2. NOTE: If there is a difference between the PDF attachment and the Electronic Invoice, payment will be based on the Electronic Invoice.
19. The invoicing process is complete. You may close your browser tab.