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Accounts Payable Advisory
Office of Operations
Bureau of State Expenditures

Advisory Number: 21
Advisory Name: Master Contracts
Date Issued: 02/06/2013 Date Last Updated: 02/06/2013
Subject:
Referencing a Master Contract on a Voucher

Guidance:
This advisory is to inform Business Units of new guidelines for referencing a Master Contract ID on a voucher. As stated in Advisory Number 8 (One Invoice Per Voucher – Business Units) Business Units can only include one invoice on each voucher. Prior to creating a voucher, the vendor must provide the Business Unit with a proper invoice. A proper invoice is one that includes only purchases related to a single master contract. Business Units should not split invoices to reference separate Master Contract IDs; instead, Business Units should request that the vendor provide the Business Unit with separate invoices for each master contract purchase.

A voucher can reference many purchase orders; however, each purchase order must be related to the same master contract.

Business Units (both online and bulk load) must reference the appropriate Master Contract ID in the Master Contract ID field on the voucher.

For more information on referencing a Master Contract on a Voucher, please see the Guide to Financial Operations Chapter XII Section 5.E.2 – Paying Against a Contract.

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