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Accounts Payable Advisory
Office of Operations
Bureau of State Expenditures

Advisory Number: 58
Advisory Name:

Unique Invoice Number Requirements

Date Issued:

07/31/2018

Date Last Updated: 07/31/2018
Subject:
Unique Invoice Number Requirements

Reference:
Guide to Financial Operations (GFO): Chapter XII, Section 5.B. - Unique Invoice Number Requirements

Guidance:
This is to remind agencies the Statewide Financial System (SFS) requires agencies to enter a unique invoice number on each supplier’s voucher. With few exceptions, agencies should use the invoice number on a supplier’s invoice when preparing the voucher. Agencies must include only one invoice on a voucher to facilitate the SFS functionality that prevents the payment of duplicate invoices.

When an agency enters a duplicate invoice number on a voucher, SFS will prevent the agency from submitting the voucher until it enters a unique invoice number. In such instances, agencies should exercise due diligence in researching the potential duplicate invoice prior to adjusting the invoice number to successfully submit the voucher.


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