CALS Accounts Payable

Invoices

Valid Receipts

Acceptable Signatures

• Adobe Acrobat PRO DC – Creating a Digital Signature for a PDF
• Adobe Acrobat Reader DC – Creating a Digital Signature for a PDF

Are you currently doing business with NC State or interested in starting? The supplier center was designed to educate you on the onboarding process and to acquaint you with our open, ethical, and sound procurement policies and procedures.

NC State has established a supplier onboarding process that is offered at no cost to university suppliers. Previously, university departments would collect sensitive supplier information, which was used to create and update supplier records in the Financial System. This process presented a security risk, both to the supplier and to the university. After thorough research, NC State decided to partner with PaymentWorks, a third-party onboarding platform that eliminates the risk of fraud and ensures regulatory compliance by automating the complex payee management process.

• Supplier Onboarding (New and Existing Suppliers)
• Preferred Payment Types
• How to Invite a Supplier to Connect to NCSU in Payment Works
  • First, departments determine if the supplier has been invited to connect to NC State in PaymentWorks. (Quick Reference Guide: Setting Up a Supplier)
    • If they have not, departments will send suppliers an invitation through the PaymentWorks system, which will trigger an email notification to the supplier, inviting them to register as a new NC State payee.
    • If a supplier has already been invited, departments can verify the status of the supplier registration.
  • Once the supplier has completed the registration, the Supplier Onboarding Team will review and approve the request.
  • KEEP IN MIND: If you are doing business with a supplier,  the supplier must be registered in PaymentWorks.

• Invite a Vendor to Connect
• Update a Vendor’s addresses
• Onboarding One-Time Suppliers
• Onboarding employees & Students

The MarketPlace is a self-service, e-procurement tool that automates the full procurement to the payment process, saving both time and money. Approved buyers shop for goods and services, create and route requisitions for approval, transmit orders to suppliers, and document the receipt of orders online. All supply purchases below $2,500 should be ordered via the MarketPlace or paid for with a PCard.

Marketplace Resources

• Marketplace Manual 
• Marketplace Best Practices
• Supplier Contact list
• Navigating the Marketplace

Marketplace Training

• How to Navigate the MarketPlace
• How to Navigate the Manage Requisitions Page
• How to Set Up the My Profile Page
• How to Create a MarketPlace Requisition
• How to Edit a MarketPlace Requisition
• How to Enter a Receiving Report
• How to Cancel a Receiving Report
• How to Update a Ship To Address
• Certified Departmental Purchasing Representative Program

The Purchase Order (PO) Invoice Upload feature in the Financial System has been developed to allow departments to deliver documents to the Accounts Payable PO Processing Unit in a secure and efficient manner. Once uploaded, files are received by the PO Processing Unit, where they are routed for review to a processor via the PO Worklist. 

Payments to suppliers are made by check, electronic payments (EFTS), Automated Clearing House (ACH), wires, ePay, foreign wires, and drafts.

Invoices are still also accepted via US Mail, Campus Mail, fax, or email (at the address listed below), and can also be dropped off at the office. However, the PO Invoice Upload is the preferred and most efficient method to submit PO invoices for processing.

• Chapter 2: Step-by-step Instructions of PO invoice Processing Guide
• PO Invoice Processing Guide
• Training:
  • University Controller’s PO Video Playlist
  • University Controller’s Office- PO Invoice Upload
  • University Controller’s office- How to Submit a PO Change request from a PO Invoice Upload
  • University Controller’s Office- POs that Require an Online Receiver
  • University Controller’s Office- How to Upload an Invoice for Payment of POs with Foreign Currencies

Journal vouchers (JV) are used to correct posted non-payroll transactions such as incorrect Project IDs or account codes, or for incorrect amounts. JVs require that the initiator have access to any Department IDs they are using on the journal. Journal vouchers must follow the university’s policies, procedures, and Spending Guidelines.

Interdepartmental Sales (IDS), Interdepartmental Billing (IDB, Service Unit Billings (SUB)

Overview

Various auxiliaries and service centers across the university use interdepartmental journals to receive payment from their customers. Some examples of these are Facilities, Transportation, and ComTech, among others. 

The difference between an IDJ/IDS source and a SUB source is that the SUB billings originate from a system that is external to the university’s financial system and are uploaded to the financial system when billing occurs.

• Best Practices
• Journal Voucher resources:
  • Definitions
  • FAQs

If you’re new to the university — or new to a role that works with university expenditures — we can help you get up to speed. The University Controller’s Office provides a variety of short courses covering small purchase vouchers, expense coding, spending guidelines, and more.

• How to Customize the Financial System Homepage
• PO Upload Training
• Finance Basics Guide
• OMAR Reconciliation and Tracking Guide
• PO Upload Training Manual
• Vendor Center
• Journal Entry Manual
• Spending Guidelines