Gadsden State Community College
Invoices and Credits Memos
An original, itemized invoice is required by the Accounts Payable Office in order to make payment. Invoices mailed to the College are hand mailed to the Budget Manager from the Accounts Payable Office. Some vendors may provide an invoice when items are received by an employee of the College. If you have not received an original, itemized invoice, please inform the vendor and request an original, itemized invoice. The College is unable to pay by a copy or a fax of an invoice. The College cannot pay by statements or packing slips--these items do not itemize items purchased and prices.
It is preferred that vendors provide an invoice for each purchase order they receive from Gadsden State Community College. Sometimes a vendor mails an invoice to the College listing multiple purchase order numbers. The Accounts Payable Office will make a copy of the invoice for each purchase order and forward the invoice to the Budget Manager. The invoice is paid when all purchase orders are received by the Accounts Payable Office approved for payment by the Budget Managers.
Original, itemized invoices are to be held until it is verified that items listed on the invoice are received in good order. Once this has been verified the invoices may be forwarded to the Accounts Payable Office for payment.
When items received from a vendor are not in good order or it is discovered the incorrect items were ordered or received, items should be returned to the vendor. In order to insure that the vendor has given credit to the College for the returned items, an original, itemized credit memo should be received. The vendor may issue a credit memo at the time items are returned or they may mail a credit memo. Credit memos mailed to the College are hand mailed to the Budget Manager from the Accounts Payable Office.
Invoices for other items covered by the same purchase order that are received in good order, are to be forwarded to the Accounts Payable Office for payment along with the credit memo. The invoices will be paid and the credit memo will be deducted.
If a credit memo is received after invoices have been paid, the Budget Manager writes on the credit memo "Purchase order has been paid complete. Apply this credit to budget number -------." The Budget Manager provides the budget number used on the purchase order and signs the statement written on the credit memo. The credit memo is forwarded to the Accounts Payable Office. The credit is applied to the next payment made to the vendor. When the credit is taken, the budget will receive the funds.