Submit an Invoice

Step by Step

1. Determine if Vendor Participates in the Electronic Invoice System. If Vendor Does Not Participate, Continue to Step 2.

   Listed below are the vendors who are currently submitting invoices to Accounts Payable via the electronic invoicing process. To eliminate duplication of work, paper invoices from these vendors should no longer be sent to Accounts Payable. This list is constantly updated so please refer to this listing often.

   Electronic Invoicing Vendors	Vendor #	Go Live Date	View All
   Arcet Equipment Company	V00224069	03/19/2012
   Attronica Computers, Inc.	V00220699	11/21/2011
   Audio Fidelity Communications Corp. dba The Whitlock Group	V00223851	11/21/2011
   Beckman Coulter Inc.	V00220323	11/21/2011
   Benco Dental Co.	V00475701	11/21/2011
   BioLegend, Inc.	V00225532	11/21/2011
   C and C Electrical Service Inc.	V00227278	03/19/2012
   Caliper Inc.	V00224545	03/19/2012
   Carolina Biological Supply	V00220294	03/19/2012
   Cayman Chemical	V00227143	11/21/2011
   Commonwealth Blinds	V00224693	02/06/2012
   Conquest Graphics	V00227213	09/26/2012
   Dell Marketing *Punchout Catalog*	V00222035	04/16/2012
   Dharmacon, Inc.	V00224394	11/21/2011
   Diamond Springs Water Co. Inc.	V00224087	11/21/2011
   Drake Precision Dental Lab	V00223977	09/19/2011
   Electron Microscopy Sciences	V00224142	11/21/2011
   Entry Guard Systems Inc.	V00224890	03/19/2012
   Fermentas Inc.	V00221068	11/21/2011
   Genesee Scientific	V00222123	11/21/2011
   Gilson	V00220336	02/06/2012
   Harlan Laboratories	V00224135	09/19/2011
   Henry Schein	V00220381	02/06/2012
   James River Facility Services	V00474949	11/21/2011
   KSA Interiors	V00223831	02/06/2012
   Licor	V00223918	02/06/2012
   Miltenyi Biotec Inc.	V00227295	03/19/2012
   PerkinElmer Health Sciences Inc.	V00283797	11/21/2011
   Promega Biotec	V00220354	03/19/2012
   Promotional Considerations	V00225027	03/19/2012
   Qiagen Inc.	V00222296	01/09/2013
   Quality Biological	V00271965	02/06/2012
   Ruffalo Cody	V00224650	02/06/2012
   Rutherford Supply Corporation	V00220304	11/21/2011
   Santa Cruz Biotechnology Inc *Punchout Catalog*	V00227247	12/05/2012
   Shenandoah Publications Inc.	V00449064	11/21/2011
   Siemens Industry Inc.	V00241323	06/11/2012
   Signs Unlimited	V00224111	03/21/2011
   Ultra-Violet Laser Supplies, Inc.	V00224654	11/21/2011
   Uptown Color	V00220913	02/06/2012
   Vector Laboratories, Inc.	V00224197	11/21/2011
   Virtexco Corporation	V00284793	11/21/2011
   VWR *Punchout Catalog*	V00220725	02/11/2013

2. Submission of Invoice to Accounts Payable

   • Ensure the purchase order is present in Banner and has been received. See View Purchase Order, Receiving & Payment Information in Banner.
   • Original invoices should be mailed to Accounts Payable by the vendor.However, if the vendor mails the original invoice to the department, the department may scan it and email it to deptinvoices@vcu.edu, which has been set up for internal VCU use only
   1. Include the purchase order number in the subject line of the email
   2. Attach the scanned invoice
   • A scanned document may include only one original invoice and supporting documents. Multiple invoices may not be scanned together as one document since they cannot be separated to scan into ImageNow. The purchase order number must be on the invoice; otherwise, the email will be returned to the department.

3. Retain the Original Document in Department’s Files

   Do not duplicate efforts by sending the scanned copy and then sending the original in the mail.

4. Contact Accounts Payable Under Special Circumstances

   Do not use deptinvoices@vcu.edu for past due invoices such as invoice copies, dated invoices, etc., that require further research by a vendor analyst to determine payment status. These invoices should be faxed to the senior vendor analysts or arrangements should be made to scan and email the invoice directly to them.

   If a payment requires special handling (expedites, etc.), contact the Help Desk staff or Accounts Payable Manager rather than emailing the invoice to the aforementioned email address.