Buying department approvals for $50,000 or greater PO invoices

Large DollarBuying department approvals for $50,000 or greater PO invoices

  • Enter the due date appearing on the invoice. If there is no due date on the invoice use the “Net Due:” date in the Payment Information section of the voucher Payments tab.
  • Enter the email address of the person requesting the Purchase Order [comma & space], the email address of the activity or project liaison [comma & space], the name of a department contact appearing in the PO Header Comments (if it exists), and your email address. For example: a.b@utah.edu, b.c@utah.edu, ap.processor@admin.utah.edu. A comma and a space is required between email addresses. Thusly, the person receiving the email will be able to respond directly to one of the email contacts included here, otherwise, the email link appearing on the email is useless. Please include Liliya Elkin (lelkin@hci.utah.edu) in all emails for HCI invoice review or approvals.
  • This is the name of the requester as it appears on the Purchase Order. Use “Liliya Elkin” as the PO Requester for all HCI Purchase Order invoices.
  • This is the name of the person that is expecting a response from the department.
  • Download a copy of the invoice from Fortis to the Desktop directory on your work station. Select ‘Browse’ and select ‘Desktop’ from the available directories. Double-click the file that you downloaded from Fortis that contains the invoice for the above Purchase Order.
  • Enter something like ‘Invoice for PO # (from above)’ plus the name of the vendor plus ‘needing your approval’. For example “Invoice for PO 0000148516 from Innovative Research requiring your immediate review and approval.” Do not enter attention getting words like ‘Important’, ‘Attention’ or ‘Guarantee’ as these words will likely trigger junk mail filters and the email will likely go into the receiver’s junk mail.
  • Enter a comment, up to 256 characters in length, including things like the due date of the payment and anything else that would help the Requester or Liaison to make a wise-informed decision. Remember to add two spaces at the end of your comment.

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