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.