It is the responsibility of the product recipient (or authorized dept. representative) to promptly forward an approved Purchase Order copy to Accounts Payable once delivery has been made. Purchase Order copies are routinely e-mailed to the individual named in the "Ship To" section of a purchase order for this purpose. This procedure does not require the signature of an authorized approver, as each expense has been pre-approved during the requisition process.

When Accounts Payable receives the vendor invoice, they will match the document to the approved Purchase Order, and if information on the documents agree, schedule payment to the vendor.

Occasionally the Accounts Payable Office receives an invoice to pay, where the invoice amount is greater than the approved Purchase Order amount. If the invoice amount exceeds the Purchase Order amount by LESS than 5% (not to exceed $100.00), Accounts Payable will pay the invoice in full. Otherwise Accounts Payable will request the authorized approver to sign off on the increase

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