Accounts Payable (Payment Processing) Clause Samples
Accounts Payable (Payment Processing) a. Accounts Payable “matches” the invoice and “sign-off” document with the Requisition and Payable PSA on file and, based upon this review, initiates one of the actions described in Table 6341C-7, Payment Processing Actions, below. DOCUMENT STATUS ACCOUNTS PAYABLE ACTIONS Match Sends documents to LACOE1 for warrant issuance. Logs transmittal date. Does Not Match Notifies Division Head of missing item(s). Audit Exception Occurrence Consults with Division Head 2 Incorrect Invoice Submitted Notifies contractor of issue and correction needed. Insufficient Funds Notifies Division Head and Purchasing Agent 1 LACOE = Los Angeles County Office of Education 2 If substantial change in work performed is noted on invoice, current PSA may need to be cancelled and new document initiated.
b. Los Angeles County Office of Education (LACOE) reviews all request for payment for completeness of documentation, compliance with statutory requirements, and funding. Based on this review, one of the following actions occur: • Meets Requirements: Warrant is prepared and sent to the District for distribution. • Audit Exception Noted or Likely: Contacts District and requests clarification.
Accounts Payable (Payment Processing) a. Accounts Payable “matches” the invoice and “sign-off” document with the Requisition and Payable FOA on file and, based upon this review, initiates one of the actions described in Table AP 6341B-7, Payment Processing Actions, below. DOCUMENT STATUS ACTION(S) Match • Sends documents to LACOE1 for warrant issuance.2 • Logs transmittal date. Does Not Match Notifies Chief Facilities Officer of missing item(s). Audit Exception Occurrence Consults with Chief Facilities Officer 3 Incorrect Invoice Submitted Notifies Contractor of Insufficient Funds Notifies Chief Facilities Officer and Purchasing Agent 1 LACOE = Los Angeles County Office of Education 2 Sent using ▇▇▇▇▇’▇ “Jet Bag” courier service. 3 If substantial change in work performed is noted on invoice, current FOA may need to be cancelled and new document initiated..
b. Los Angeles County Office of Education (LACOE) reviews all request for payment for completeness of documentation, compliance with statutory requirements, and funding. Based on this review, one of the following actions occur: • Meets Requirements: Warrant is prepared and sent to the District for distribution. • Audit Exception Noted or Likely: Contacts District and requests clarification.