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The Department must verify the price and quantity reflected on the invoice is in compliance with <br />the terms and conditions of the P0, contract and/or quote. <br />Each invoice must be submitted separately for processing, eRtFy in MW and payment. <br />Signature authorization for payment must be on each invoice itself (not the submitted PO copy or <br />payment request cover sheet). Electronic signatures are acceptable. <br />Invoices for maintenance periods crossing fiscal years must be split Departments should confirm <br />with Finance the amounts to charge to each fiscal year. Invoices for a capital purchase that include <br />maintenance must be split and the maintenance portion charged to the correct GL (non -capital) <br />account. <br />The Budget Department will audit invoices and General Ledger accounts. <br />2.14 DEPARTMENTAL INVOICE PROCESSING <br />Departments will utilize Enterprise ERP's AP Workflow to enter and process invoices Those <br />invoices that cannot be entered into Enterprise ERP will be manually processed per Finance <br />policies and instructions. <br />2.15 PREPAYMENT AND DEPOSITS <br />Departments must ensure vendor quotes do not require deposit or pre -payment prior to receipt <br />of goods or services. The Budget Office must approve any deposit prior to requisition entry. <br />2.15 FISCAL YEAR END PROCEDURES <br />Purchase orders are valid only through the end of the fiscal year issued Orders must be placed to <br />facilitate delivery of goods and services prior to September 30thPurchase Orders will not be rolled <br />over into the next fiscal year unless the Purchasing Manager determines such action is warranted <br />Departments must review and identify any POs that will not be complete by the end of the fiscal <br />year and provide the details to the Purchasing Division who will maintain a master list of <br />incomplete POs and the dollar amount that needs to be rolled from one fiscal year into the next <br />The Purchasing Division will enter requisitions for new year POs to facilitate payment for work <br />completed or goods delivered after the end of the fiscal year, and provide the details of those <br />affected GL Accounts and dollar amounts to the Budget office for inclusion in a budget <br />amendment, which will be requested after the beginning of the next calendar year. <br />63 <br />