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XII.6.Z.4
Processing Payments to Barnes & Noble


SECTION OVERVIEW AND POLICIES

 

This section is intended to instruct Business Units on how to process payments to Barnes & Noble.

Consistent with Chapter XII, Section 5B - Unique Invoice Number Requirements and Chapter XII, Section 5C - Selecting the Appropriate Vendor and Address Sequence, Business Units must assign a unique invoice number for each voucher, and must select the correct Vendor ID and Address Sequence when processing payments to vendors.


Process and Document Preparation:

 

  1. Select the correct Vendor ID.

    Business Units should make the voucher payable to the vendor with which New York State actually did business. There is one Vendor ID for payments to Barnes & Noble College Booksellers, LLC and one Vendor ID for payments to Barnes & Noble Booksellers, Inc.

Vendor Name Vendor ID
Barnes & Noble College Booksellers, LLC 1000006522
Barnes & Noble Booksellers, Inc. 1000046258

Business Units should not use the following Vendor IDs to pay Barnes & Noble: 1100009775 (Barnes & Noble Bookstore) and 1100007190 (Barnes & Noble College Booksellers, Inc). Using either one of these Vendor IDs will delay posting of your payment and may require the Business Unit to reprocess the voucher.

 

  1. Select the correct remit-to address.

    Vendor ID 1000006522 (Barnes & Noble College Booksellers, LLC) has multiple address sequences. The Business Unit should review the invoice and select the correct invoice address for the Invoice tab of the voucher. The Business Unit should ensure the remit-to address in the Payments tab is ALWAYS address sequence #3 – PO Box 823660, Philadelphia, PA 19182. Failing to select this address in the Payments tab will result in a delay in the delivery and posting of the payment.

    Vendor ID 1000046258 ( Barnes & Noble Booksellers, Inc.) has multiple address sequences. The Business Unit should review the invoice and select the correct invoice address for the Invoice tab of the voucher. The Business Unit should ensure the remit-to address in the Payments tab is ALWAYS address sequence #1 – PO Box 951610, Dallas, TX 75395. Failing to select this address in the Payments tab will result in a delay in the delivery and posting of the payment.

  2. Populate the invoice description field.

    Consistent with Chapter XII, Section 5B - Unique Invoice Number Requirements, Business Units must ensure the information in the invoice number field is unique.

    Note: Business Units must change any Barnes & Noble payments in process that reference the incorrect Vendor ID and Address Sequence, or do not reference a unique invoice number using the numbering convention outlined in this section before sending it to the Office of the State Comptroller for approval. For payments already sent to OSC, please contact the Voucher Audit Team at voucherauditmailbox@osc.state.ny.us to have the payment returned to the Business Unit for reprocessing.

 

 

 

Guide to Financial Operations
REV. 07/30/2012