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UPAY – Vendor Instructions for Electronic Invoicing

Vendor Instructions for Electronic Invoicing

This article provides step-by-step instructions on signing up for and completing Electronic Invoices.

Best Practices

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

  • 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 Invoice 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 a duplicative submission 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 within two business days.
    NOTE: Please contact UPAY Customer Service at or 217-333-6583, if you have not received your confirmation email within two business days.

Completing an Electronic Invoice

When an online (iBuy) 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.

  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. Review the information in the fields below on the Electronic Invoice Form.
    1. Invoice Date – This date is hard-coded to the current calendar date and cannot be changed.
    2. 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.
    3. Invoice Owner – This is the University contact who placed the order with your company. Please contact the Invoice Owner if you have any questions regarding the PO and invoice details, such as quantities, prices, substitutions, added items, freight, etc.
      1. The Invoice Owner’s contact information can be found on the PO.
    4. Supplier Invoice No. – Enter a unique invoice number in this field. The invoice number should be no more than 15 characters in length.
    5. Remit To – The primary BR Business-Remittance address is auto-populated in this field.
      1. If the payment should be sent to a different address, use the drop-down menu to select the correct address.
      2. If the correct remittance address is not listed, discontinue the invoicing process, and contact UPAY Vendor Maintenance at, or 217-333-6583 with your updated remittance address.
    6. Product Description – The PO commodity line(s) will auto-populate within Electronic Invoicing.
      1. Click Delete to remove any PO line(s) which should not be included on the invoice.
        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 in the Discount, tax, shipping & handling section (see below). 
    7. Catalog No – This information will auto-populate with the “PO flip” function. If this information is incorrect (for example, if there has been a substitution) please discontinue the invoicing process and contact the Invoice Owner for assistance.
    8. 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 Invoice Owner for assistance.
    9. Quantity – This amount will auto-populate. Partial invoicing is allowed, so this number can be changed for accurate invoicing.
    10. Ext. Price – This amount is hard-coded based on the Unit Price and Quantity.
    11. Discount, tax, shipping & handling – Click the box to the left of Discount, tax, shipping & handling text if any of these fields should be completed.
      1. 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 for review and processing.
      2. 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. 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. Please contact the Invoice Owner if you have any questions about the FOB code.
    12. Select the box next to the I’m not a robot statement.
    13. Click the Submit button.
    14. On the next page, you will receive the message: “The following invoice has been created” followed by the iBuy invoice number (IN......) for this transaction.
    15. Optional: Attach a PDF copy of your invoice.
      1. Click the Add Attachments button.
      2. In the Add Attachments pop-up window, click the Select files... button.
      3. Select the desired file.
      4. Click Open.
      5. Click Save Changes once the invoice has fully uploaded. The invoice attachment will be displayed on the page. 
      6. NOTE: If there is a difference between the PDF attachment and the Electronic Invoice, payment will be based on the Electronic Invoice.
    16. The invoicing process is complete. You may close your browser tab.
    17. You will receive an automated email with the iBuy invoice number, the PO number, and the invoice amount.

Contact Information

Thanks again for partnering with the University for Electronic Invoicing! Any questions can be directed to our Customer Service unit:

University Payables

Keywordselectronic invoices   Doc ID119745
OwnerLearning Systems SupportGroupUI Training and Development Resources
Created2022-07-18 10:14:54Updated2024-04-17 08:59:47
SitesUniversity of Illinois Training and Development Resources
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