Overview
This document provides a list of valid Invoice Number formats for Payment Requests in M-Pathways. Consistent use of these standards helps prevent duplicate payments, provides useful information about the payment purpose, and aids in tracking Payment Requests in the system.
The value selected for the Invoice Type field should be chosen in conjunction with the value typed into the Invoice Number field. For example, if the invoice number is REIM03/01/2016
, select Reimbursement for the Invoice Type. The fields identify the business reason for the invoice/Payment Request.
If applicable, refer to Transactions That Do Not Use Payment Requests at the end of this document.
Important Information
- The Invoice Number field accepts up to 30 alpha-numeric characters including spaces.
- When entering a Payment Request, if a message displays indicating a duplicate invoice, search for the duplicate and ensure that a double payment is not created before overriding the M-Pathways duplicate payment safeguard.
- Do not enter the invoice number in the Description field on the Invoice Information page. An invoice number is not the same as the item description for the Invoice Line.
- Use leading zeroes in front of single-digit months and days and the entire four digits for the year, for example,
07/01/2016
not7/1/16
. - The Invoice Type must be entered or the Payment Request will not save.
Invoice Numbering Standards
| Payment Request Purpose | Invoice Number Guideline | Invoice Number Example | Invoice Type Field Value(s) |
|---|---|---|---|
| Cable/Broadband Statement (when paid directly to the company) |
The account number and mm/dd/yyyy (billing period) Note: Shorten the account number in order to include the mm/dd, if necessary. |
12345678907/2007 | Other Valid Use of Non-PO |
| Conferences, Dues, Licenses | The Payment Request date (mm/dd/yyyy) and the first initial and last name of the person for whom the dues or membership is being paid. | CDL04/01/2007TJONE CDL07/07/2000TJONES CDL12/25/2007HBERRY |
Other Valid Use of Non-PO |
| Freight | The invoice number as specified by the supplier. Skip any spaces but include punctuation, including hyphens. Do not include the word invoiceor the #sign. If making a payment for freight charges omitted on the original Payment Request, use the invoice with the suffix of FRT. |
12345 | Other Valid Use of Non-PO |
| Hosting expense incurred by student/guest | HOST, mm/dd/yyyy (date of event) and first initial and last name | HOST09/09/2014DTER RELL | Reimbursement to Student/Guest |
| Imprest Cash Fund replenishment Payment Request |
ICF, Fund Number, and mm/dd/yyyy (Payment Request date) | ICF1234510/13/2007 | Imprest |
| Invoice Number from Supplier The invoice number provided by the supplier. Note: Enter the invoice date (not today’s date) in the Date field. |
The invoice number as specified by the supplier. Skip any spaces but include punctuation, including hyphens. Do not include the word invoiceor the #sign. |
12345RI 12345-INV R12345-88-1012 Do not use: 12345 RI |
Other Valid Use of Non-PO |
| Lump Sum Advance | LSA, mm/dd/yyyy (voucher date) and first initial and last name | LSA10/10/2014DTERR ELL | Lump Sum |
| Phone (when paid directly to the company) |
The account number and mm/dd/yyyy (billing period) Note: Shorten the account number in order to include the mm/dd, if necessary. |
12345678907/2007 | Other Valid Use of Non-PO |
| Postage (when no support documentation is needed) | USP and mm/dd/yyyy (voucher date) | USP01/02/2007 | Other Valid Use of Non-PO |
| Prizes, Gifts, Awards (to non-UM faculty or staff) | PPLPY AWARD and mm/dd/yyyy (date on the signed PeoplePay form) | PPLPYAWARD07/14/2007 | Prizes, Gifts, Awards |
| Refund (of a deposit, tuition, parking fees, or event registration) | REF, mm/dd/yyyy (voucher date) and first initial and last name | REF05/22/2007DTERRELL | Refund |
| Refund to patient/insurance company | REF, mm/dd/yyyy (first date of service) and first initial and last name | REF05/22/2007DTERRELL | Refund |
| Reimbursement to Student/Guest (for merchandise purchased by an individual for University business) | REIM, mm/dd/yyyyy (voucher date), and first initial and last name | REIM09/24/2007DTERRELL | Reimbursement to Student/Guest |
| Royalties (to non-U-M faculty or staff) | PPLPY ROYALTY and mm/dd/yyyy (date on the signed PeoplePay form) | PPLPYROYALTY07/14/2007 | Royalties |
| Travel (made by a student or a guest) | TVL, mm/dd/yyyy (return date of the trip), and first initial and last name | TVL04/01/2007DTERRELL | Reimbursement to Student/Guest |
| Credit Memo | Use the credit memo number as specified by the supplier. Skip any spaces but include punctuation, including hyphens. If a credit memo number is not available utilize the original invoice number and append the letters "CM" at the end of the invoice number, with NO spaces. | 12345 | Credit Memo |
Transactions That Do Not Use Payment Requests
| Transaction Types | Description |
|---|---|
| Honoraria, House Hunting, Household Moving Expenses |
Use the applicable PeoplePay form. These payments are processed by Procurement Services or Staff Records and Payroll—not SSC Accounts Payable. |
| Reimbursements for wages or of wages paid | Wages are not reimbursements. Wages are usually taxable and reimbursements usually are not. Wages are paid for services rendered by individuals through Payroll. University employees should not pay wages directly to someone else and expect to be reimbursed. |
| Parking or Traffic Tickets | Parking or traffic tickets are not paid directly to jurisdictions and are not reimbursable. |
| Restaurant/Hotel for Large Group Activities | These services should be handled on an ePro requisition. Procurement Services assures that university policy is met and issues a PO. Accounts Payable handles the payment through a PO voucher charged against the PO. |