If you receive an invoice that is not associated with a PO and the invoice is less than $5,000, use the Confirming Order Only Form in BuzzMart. No PO will be sent to the vendor. Use that PO # to approve the invoice and route to AP as noted above.If you receive an invoice that is not associated with a PO and the invoice is $5,000 or more, use the Non Contract Form in BuzzMart and include the invoice number and the words “Unauthorized Purchase”on the line description. A contract officer will review and create a PO to encumber the funds, but no PO will be sent to the vendor. Use that PO # to approve the invoice and route to AP as noted above.
If the invoice is received in Accounts Payable and does not reference a BuzzMart PO (but has a ship-to address that references the department that placed the order), the invoice will be routed to the department's WebNow queue for approval.
Complete the Invoice Payment Approval Form within WebNow and route the invoice forward to the ‘Pay’ queue for processing. For orders greater than or equal to $3,000, entering a receipt is required in BuzzMart (Receipts tab) prior to release of payment. Departmental financial approvers will manage and approve any match exceptions for invoices that exceed PO tolerances.