Vendor Invoice Payment Process
Looking for invoice submission instructions?
Instructions for how vendors can submit purchase order invoices are available on the Information for Vendors page.
Processing
Invoices and supporting documents are scanned and loaded into Banner Document Management (BDM) for processing by the Invoice Processing Center. Due to daily volume received, this process could take up to 5 business days. UPAY receives approximately 1,300 vendor invoices per day. Invoices are reviewed and processed by receipt/load date, oldest to newest, in accordance with the terms of the PO. The current PO invoice processing date is posted at: this website. Units can view the invoice in BDM by vendor invoice number, PO number, or invoice amount. Once a UPAY team member has started processing the invoice in BDM, the unit can view the invoice in Banner FOIDOCH as well.
Payment
Payment is issued in accordance with the terms of the PO. Payment methods include, ACH/direct deposit, wire transfer, ePayables (virtual credit card payments), and paper check. Once issued, payment information is available in Banner FOIDOCH or Banner FAIVNDH.
Unpaid/Rejected Invoices
Invoices scanned and loaded into BDM may reject for various reasons:
- Duplicate vendor invoice number
- Duplicate invoice submittal
- PO number is inaccurate or incomplete
- PO is closed or cancelled
Current technology does not allow for units to be notified when an invoice is rejected, but the invoice image is viewable in Banner Document Management (BDM). UPAY reviews rejected invoices on a regular basis and will contact the unit if additional information is needed. UPAY also processes and issues payment on rejected invoices, if able.
Find Invoice Rejects in Banner Document Management
For access to Banner Document Management (BDM), also known as WebXtender, please contact your Unit Security Contact (USC).
University Payables priority is to process the complete and accurate invoices in the open queue. If a unit or vendor submits an invoice for payment and that invoice does not appear in Banner, units can search in BDM by the vendor's invoice number, invoice date and/or the invoice amount. If the vendor invoice has rejected, the Banner Invoice Number ('I' number in BDM) will be INVREJCT. Current technology does not allow for units to be notified when an invoice is rejected.
If a unit finds that an invoice has rejected, they should:
- Review the invoice to determine the missing or incorrect information (you can find a list of what information should be on an Invoice under "Submiting Invoices" on the Information for Vendors page)
- Email obfsupay@uillinois.edu with the correct information and the invoice will be processed according to purchase order terms.
UPAY reviews the rejected invoices to locate and process payable invoices, but due to the number which reject per week (hundreds to thousands), unit assistance in locating their rejected invoices and providing corrected information to UPAY will speed up the process.
For additional information about BDM, please review the Banner Document Management (BDM) Basics job aid
Invoices on Hold
There are instances where invoices may be put on hold due to lack of necessary information or if they do not match their corresponding PO. Most common reasons for invoices to be put on hold are for tolerance or lack of a shipping line on an iBuy-originated PO.
Automatic and Manual Email Codes
UPAY sends automated emails for the majority of invoice holds. Those emails are driven by the hold code entered in the UREF1 field in BDM, and are sent to the PO requestor, unit financial manager, and the appropriate Purchasing office.
Automatic Email Codes
- D-DUPSHIP: This invoice appears to be a duplicate shipment
- D-ITMADD: This invoice contains a line item(s) which does not appear on the purchase order.
- D-OVR50K: University Payables must have an email approval for all invoices over $50,000 on a standing order
- D-OVRTOL: The invoice amount exceeds the amount remaining on the PO
- D-PRICE: This invoice contains a line item(s) which does not match the price(s) listed on the purchase order
- D-SUB: This invoice contains a line item(s) which appears to be a substitutions(s) for a commodity listed on the purchase order
- D-UOM: This invoice contains a line item(s) which appear to be of a different unit of measure than that listed on the purchase order
- D-WRGPO: The purchase order referenced on invoice is assigned to another vendor
- P-FRT: The freight charges on the invoice seem excessive
- P-WRGVID: This purchase order references an incorrect vendor ID
- D-OVRBID: This is a Bid Order and requires buyer approval
- P-FRTNA: FOB terms on the Banner purchase order do not allow payment of freight charges, OR there is no freight line on an iBuy PO
- D-NONCONF: Invoice, order, shipping, service date occurs before the purchase order transaction date
- D-IBUYFR: Invoiced freight amount exceeds the iBuy PO amount
- D-EXPST: Expired state funds
- U-WIRE: A wire transfer payment may be required
There are instances where Payables processors need to provide more specific information to the originating unit, and manual emails are constructed and sent. Units are encouraged to respond to these emails rather than beginning a new email string so that Payables can identify these responses and efficiently forward to the appropriate group for processing.
Manual Email Codes
- D-POCAN: The purchase order has been cancelled
- D-POCL: The purchase order is closed
- P-INCPO: The purchase order is incomplete in Banner
- P-NEWFYPO: The purchase order referenced on the invoice is expired. Please provide a current valid PO number.
- D-CREDIT: Hold for credit or to determine the validity of credit
- D-VIF: New vendor information form is needed
- D-DPTREQ: Invoice placed on hold per department request
- U-APISSUE: Invoice has an issue that needs to be handled by Payables
- U-EFFROLL: PO needs to roll to next fiscal year before payment can be made
- U-P&D Address on invoice needs to be added to Banner
- D-BOT: Increase of PO needs approval by the Board of Trustees