Submit an invoice to pay a vendor
There are three types of invoices that can be submitted to the Accounts Payable department: an invoice with and without a purchase order or an international payment.
Northeastern’s Procure to Pay (P2P) policy requires a W-9 from each vendor each fiscal year. We recommend that you always send a W-9 with an invoice to prevent a delay in payment.
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checkSolution 1: Submit an invoice with a purchase order
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Step 1
Receive an invoice from the vendor and verify that it matches your purchase order number.
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Step 2
If the vendor’s invoice doesn’t show the purchase order number, please provide the number on the invoice you submit to Accounts Payable.
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Step 3
Please email the invoice to invoice@northeastern.edu
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checkSolution 2: Submit an invoice without a purchase order to BOT email (Vendor Payment Request Form)
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Non-PO Invoice Submission Detailed Guide (PowerPoint)
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Step 1
Open email to the Automation tool:
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Step 2
[Optional] If you CC [user]@northeastern.edu email, that person will be asked to verify invoice details and submit the invoice for processing.
OR
[Optional] If you cc an external/vendor email address, they will be asked to verify invoice details and submit the invoice for processing.
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Step 3
Insert Unique Subject Line
- Example: Index:123456,AccountCode:12345,Comments:notes to Payment Operations.
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Step 4
Attach all the supporting documents (Invoice and/or W-9)
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Step 5
Click Send
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Track on K2 Dashboard
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Step 1
Check your K2 dashboard (displayed after invoice is submitted and/or Payment Operations Manual Review is completed, if necessary)
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checkSolution 3: Submit without an invoice and/or purchase order
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Access form
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Step 1
Go to the request form
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Step 2
Complete the form and attach all the supporting documents (Invoice and W-9)
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Step 3
Click Submit
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Approve form
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Step 1
Go to the User Dashboard and open the request form from your inbox
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Step 2
Review the request for validity
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Step 3
Select the appropriate action to be taken on the request
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Step 4
Click Submit
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Non-PO Submission Detailed Guide (PowerPoint)
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checkSolution 4: Submit an international payment
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Payments to international vendors require the following: a Direct Pay Form, the vendor’s invoice, the vendor’s international banking information, and the International Supplier Registration Form.
Regardless of the dollar amount, international currency payments should never have a purchase order number tied to them. We cannot process international currency payments against a purchase order.
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Step 1
Receive an invoice from the vendor.
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Step 2
Ask the vendor to complete the International Supplier Registration Form.
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Step 3
Complete the Direct Pay Form—International Purchases.
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Step 4
Ask your department’s designee for invoices to sign and approve the Direct Pay Form—International Purchases.
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Step 5
Send the following three items to Mary Ann Walsh in Accounts Payable via email at m.walsh@northeastern.edu:
- Vendor’s Invoice
Invoice needs to include vendor’s international banking information.
If it does not, then the vendor will need to provide a letter from their international bank, printed on bank letterhead, which includes the following information:
Vendor/Accountholder name on Bank Account
Vendor Address
Account Code #
Sort Code #
Bank Name
Bank Address
Swift Code
IBAN and/or Account Number
- International Supplier Registration Form
- Direct Pay Form – International Purchases