Submit an invoice to pay a vendor
With the new Husky IntelliBuy solution, all vendors must be added prior to paying an invoice.
If you find that the vendor you are attempting to submit an invoice for is not in the system, please click this link and request that they be added.
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
If you do not find the vendor in the vendor search, click this link to request that vendor be added to Husky IntelliBuy
Go to the request form
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Step 2
Complete the form and attach all the invoice
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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