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Warning

This job aid is intended for staff with authority to create requisitions and procure goods and services for Lynn University.

Submit a Supplier Invoice request only for invoices not paid by Lynn JPM card or invoices without PO.

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Create Supplier Invoice Request

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Search for and select Create Supplier Invoice Request.
Primary Information: Fill out the following fields.
1. InvoiceDate: Defaults to today's date, but should be replaced with the date on the vendor's invoice.
2. Invoice Received Date: Enter the date you received the invoice from the vendor.
3. Company (Required Field): Defaults to Lynn University.
4. Supplier (Required Field): Click the Prompt icon to search for and select the supplier. If a supplier is not found, you must create a Supplier Request before processing the payment.
5. Remit-To Connection: Will pre-populate if the supplier has a remit-to connection.
6. Currency (Required Field): Will default to USD
7. Control Total Amount: Leave blank
8. Supplier's Invoice Number: Enter the reference or invoice number vendor's document.
Additional Information: Fill out the following fields.
1. Ship-To Address: Will default to Lynn's address, but it is editable to your specific building.
2. PaymentTerms: Lynn's default payment terms are Net 30, which means the invoice will be paid 30 days from the invoice date. The field will default to Upon Receipt.
3. DefaultDueDate: Will populate based on the PaymentTerms selection.
4. ReferenceType: If applicable, select the international reference type for the invoice. This is usually not applicable.
5. HandlingCode: For all payments, click the Prompt icon to select the handling code for the invoice if applicable.
6. StatutoryInvoiceType: Ignore this field.
7. FreightAmount: Enter the amount of any shipping/handling charges
8. TaxAmount: Enter the amount of any taxes charged. Please note, in most states, Lynn is exempt from sales tax.
9. Memo: Enter a brief description of what was purchased and what the business purpose was.
Scroll down for Invoice Goods/Service Lines:
1. Select Goods or Service
2. Item: Ignore this field.
3. Item Description: Describe what is on the vendor's invoice.
4. SpendCategory: Select the appropriate Spend Category based on what was purchased.
5. Quantity: Enter If goods selected, enter how many units are being requested. If services, item will be grayed out.
6. UnitofMeasure: Select If goods selected, enter the appropriate Unit of Measure. If services, item will be grayed out.
7. UnitCost: Record If goods selected, record the cost of the item/service. If services, item will be grayed out.
8. ExtendedAmount: Defaults based on Quantity multiplied by UnitCost. If services selected, enter total amount here.
9. CostCenter: Click the Prompt icon to select the cost center to which the request applies. Remember your cost center is the letters CC plus your department number.
10. Program: click the Prompt icon to select the program to which the request applies (if applicable).
11. Project: click the Prompt icon to select the project to which the request applies (if applicable).
12. Gift: click the Prompt icon to select the gift to which the request applies (if applicable).
13. Grant: click the Prompt icon to select the grant to which the request applies (if applicable).
14. AdditionalWorktags: These worktags will be automatically added according to the cost center and other worktags.
15. Billable: Ignore this field.
16. Memo(Optional): Enter a brief memo for the invoice request line.
17. InternalMemo(Optional): Enter a brief memo with any details for other users within the college, such as payment instructions or tax specifications.
Under the Attachments tab, attach any documents to support the request, such as invoices. These attachments are required.
Click Submit at the bottom of the page.