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EMAILING INVOICES TO ACCOUNTS PAYABLE

When you are emailing invoices to invoicescan@admin.umass.edu, please put the Purchase Order Number/Vendor Name in the subject field.  Before scanning the invoice, please put the Purchase Order Number, Fund Number and the AP Clerk’s Name who will be paying the invoice which can be found by checking the chart of accounts on the top of the invoice.  If the disbursement is for a business expense please include the Business Employee entertainment reimbursement form with the invoice.

Note: if you have single page invoices you can scan them together in one email however you need to put each Purchase Order Number/Vendor Name in the Subject line of the email.  If it’s a multi-page invoice please make one email for each multi-page invoice making sure you put the Purchase Order/Vendor name in the subject line.

If a vendor calls you and they want to email Accounts Payable with an invoice, please give them the email externalvend@admin.umass.edu.  Please tell them to put the purchase order number/vendor name in the subject field and to make sure the invoice has the purchase order number on it.  The invoice won’t be processed without a purchase order on it. 

Please don’t make any additional notes in the message field of the email.  Please make all notes directly on the invoice.

Please do not use these invoice mail boxes  for anything but invoices that are to be paid.  These Email addresses are not meant for payment inquires.  If you have questions or concerns about a payment please call you’re A/P bookkeeper directly or call Accounts Payable at 545-4710.

RUSHES – Rush invoices should be emailed to the A/P clerk’s work email who is in charge of that fund (check the chart of accounts).  Follow up with the A/P clerk to make sure they are aware of your rush payment.  If you’re A/P Clerk is out you may contact the Assistant A/P Manager.   Another option is to walk over the rush and give it to your A/P clerk.  NO RUSHES should be emailed to the invoicescan@admin or the externalvend@admin  EVER.  These emails are for normal invoices and are treated "first in first out" along with the invoices that we still receive by paper. 

 

 


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