New Invoicing System
March 25, 2021
Procurement and Payment Services is excited to announce the implementation of a new invoicing process. New technology will be used to streamline the processing of invoices. Please note that vendors will be instructed to send invoices electronically to invoicesonly@northwestern.edu in order to make sure they are captured by this new process. This will ensure that invoices are processed in the most efficient way possible. As always, there should be a purchase order number (PUR) on all invoices sent to this email address.
If an invoice is received by a department or school directly from a vendor that includes a PUR number, it should be scanned and emailed to invoicesonly@northwestern.edu.
Invoices that still need to be signed off on by department or schools staff prior to submitting them to Accounts Payable for payment can still be sent directly to the department or school. The department or school will then need to scan and email the invoice to invoicesonly@northwestern.edu.
Also, grant related invoices still should be sent to ASRSP first.
This new system has several benefits:
- Invoices and non-catalog POs that match will be staged for automated processing in batch (Accounts Payable will not have to manually key them)
- PDFs of invoices will be loaded directly into On-Base (Accounts Payable will not have to image and index them) and can be accessed through NUFinancials
- Transparency into the receipt of invoices will be greatly improved
- Invoices that cannot be processed automatically will be placed on a dashboard that will be managed by Accounts Payables
Future communication reminders will be sent as we approach the launch date, which is scheduled for May 10. If you have questions, please contact Accounts Payable Manager Gary Ernsteen at g-ernsteen@northwestern.edu.