Welcome to Req to Check

1. Welcome to Req to Check

2. A Tale of Two Payments How to go from Req to Check and everything in between

3. Professor John needs to buy jelly beans. He obtains a quote from Peter Rabbit Inc.

4. John submitted a Vendor Payment Request and used Vendor Look-up. We have paid Peter Rabbit Inc. in the past and W-9* is already on file. *Taxpayer Identification Form

5. Peter Rabbit Inc. gets a Purchase Order with our standard payment terms of Net 45 Days and happily ships the jelly beans.

6. After shipping, the vendor e-mails invoice to accountspayable@udel.edu as instructed on the PO. Procurement issues payment via ACH/direct deposit 45 days from the invoice date and everyone is happy!

7. Requisition/PO View

9. Mr. Bacon from UD ordered a load of bricks from Big Bad Wolf Industries. Big Bad Wolf Industries delivers the bricks and hands Mr. Bacon his invoice.

10. Mr. Bacon submits a Vendor Payment Request to BBW Industries He can’t find them in the vendor look-up.

11. He also scans the invoice, electronically attaches it to the webform and files the original invoice in his office.

12. Mr. Bacon gets a call from Procurement requesting contact information for BBW Industries in order to obtain a W-9 form.

13. Big Bad Wolf Industries calls Mr. Bacon inquiring about payment for the bricks that he delivered.

14. Procurement has tried multiple times to contact Big Bad Wolf Industries for the W-9. Processing cannot continue until the W-9 is received. One month later Big Bad Wolf Industries completes the UD W-9 and is added to our vendor database.

15. An irritated Mr. Wolf calls again and wants payment status RIGHT NOW!!!

16. Procurement now has the requisition and the completed W-9, but has not yet received the “original” invoice from Mr. Bacon.

17. Mr. Bacon contacts Procurement for payment status because Mr. Wolf called him AGAIN demanding his payment. Procurement informs Mr. Bacon that the original invoice has not yet been received.

18. Oh no! Procurement receives the original invoice, but it’s not billing the University of Delaware. It’s billing Mr. Bacon, who placed the order for the bricks 2 months ago.

19. Procurement contacts Mr. Bacon and informs him that he needs to obtain a revised invoice that is billing UD.

20. Mr. Wolf is livid by now, but revises the bill as required. The revised bill is sent to Procurement and now the Vendor Payment Request can be approved. Please note that when a requisition is approved by Procurement this does not mean that payment has been sent out.

21. Finally payment sent to Big Bad Wolf Industries over two months after bricks were delivered

22. Good vs. Bad

23. Helpful Hints • Have a quote or proposal? Set up a PO prior to receiving the goods or services • Consolidate recurring payments, request a blanket PO • Always send original documents/invoices to Procurement • Use the vendor look-up feature on the Vendor Payment webform

24. Helpful Hints • If a vendor is not on file please provide contact information for them • Use vendor’s full name, no acronyms please • Req/PO View can be used to track payment activity as well as PO balances • Check out our Procurement homepage at www.udel.edu/procurement