Finance and Business Services
201 Carter Drive, Suite 200
West Chester, PA 19383
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Accounts Payable Questions and Answers
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+ I
need to send something to Accounts Payable. Where do
I send it?
If you are forwarding items by mail:
- Purchase order related items such as invoices and credits should be sent to - Accounts Payable, 201 Carter Drive, Suite 200
- Travel related items should be sent to - Accounts Payable/Travel, 201 Carter Drive, Suite 200
- Purchasing Card or Travel Card related items should be sent to - Purchasing Card Administrator, 201 Carter Drive, Suite 200
For a complete directory of names, please consult the Accounts
Payable website.
+ I
received an invoice from a vendor. What must I do to get it paid?
First, verify that the invoice is an original and has not previously been forwarded to Accounts Payable for payment. Determine whether the invoice pertains to an open purchase order. If it does, check the invoice against the purchase order to:
- Verify that the correct product is invoiced
- Verify that the line item(s) have sufficient remaining funds
- Verify that the purchase order has sufficient remaining funds
- Verify that the goods have been received
The person having budget authority for your department must mark the invoice “OK to Pay” and indicate the dollar amount they are authorizing, and the date of the authorization. The purchase order number should be written on the invoice and then forwarded to Accounts Payable, 201 Carter Drive.
If the department has not entered a requistion for this purchase, an EReq must be completed and the invoice sent to Purchasing referencing the EReq number. Detailed instructions are available here.
+ Where
can I find the SAP fund center and GL accounting codes?
The Budget Manager or Department Manager in your area will most likely have this information. Our website has a list published for both.
+ I
submitted something for payment. When will it be paid?
The Accounts Payable department will process properly authorized and coded requests for payment or reimbursement within seven (7) days of receipt. Checks are issued twice a week. Please see our website for detailed information.
There are several ways to verify that an item was paid. If you are an SAP user, you can utilize the ME23N transaction (for purchase order related transactions) or FBL1N (all payments) transaction that can get you to the check issued information. However, these transactions are multi-layered and require a good understanding of maneuvering within SAP. Your BI reports, however, will get you there in just a few clicks. From the PASSHE ESS portal, simply click the Business Intelligence tab. Next select the type of report you want to access (BI Budget). Enter the cost center and fiscal year for the transaction you want to view. Select the payment tab and then select the vendor you want to view. All the payment data is right there for you and it even tells you if the check was cashed.
Should you require additional training complete listing of offerings is available on our training
calendar.
+ Is
there training available?
Business Services offers training opportunities for the campus community on a variety of topics including procurement rules and regulations, how WCU purchases goods and services, construction procurement, e-requisitioning, payment processing, travel procedures, and card systems. We can provide training on an individual basis as well as in groups. To view the schedule of upcoming sessions go here. You may also request specific training by going here.
- West Chester University of Pennsylvania
- 700 South High St, West Chester, PA 19383
- 610-436-1000
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