When receiving goods always verify the bill of lading/packing slip matches with the original Purchase Order. Any discrepancies need to be addressed at the department level prior to payment.
Paying via Sm@rtBuy
Orders placed through Sm@rtBuy that are within this dollar threshold ($10K to $50K) must be received in the Sm@rtBuy system by the department in order for the payment to be processed. Once the item has been received in Sm@rtBuy the payment is automatically generated through the system.
Non Sm@rtBuy Orders
Once the good/service has been received and matched against the original purchase order the department must print name, date and sign the "Receiving Instructions" field on the original purchase order copy and forward to Accounts Payable for processing. Should the original invoice be sent directly to the department it should be forwarded to Accounts Payable along with the Purchase Order.
Orders that were placed outside of Canada and the U.S. need to also include a completed Request for Wire/Draft (PDF) form for the vendor to be paid.
Partial Payments to Vendors
To pay a vendor for partial receipt of an order the department needs to advise Accounts Payable as follows:
Logging into Sm@rtBuy, select the applicable purchase order and receive the items you want to pay the vendor. The payment will be automatically generated through the system.
Send a copy of the original purchase order indicating the items you want to pay. Write "partial payment" on the purchase order, print name, date and sign the "Receiving Instructions" and forward to Accounts Payable for payment processing.