Problem Invoices

Why hasn’t my purchase order invoice been paid — it was sent to Payment Services some time ago? Reasons for non payment of invoices.

  • Invoice not received from company or department.
  • Approval not received from department.
  • Price discrepancy — price on invoice does not match price on purchase order.
  • Purchase order has dropped or fiche from APS-PO system.
  • Quantity discrepancy — quantity on invoice does not match quantity on purchase order.
  • Invoice does not reference a purchase order number or wrong purchase order number indicated.
  • Vendor name problem invoice — vendor name on invoice does not match vendor name on purchase order.
  • Invoice dollar amount exceeds specified purchase order amount.
  • “Remit to” address on invoice does not match the remittance address listed in APS-PO system.
  • Payment held until credit memo or refund is generated by vendor — goods or services returned to vendor.
  • Purchase order line count discrepancy.
  • Outstanding credit balance.
  • Invoice requires wire transfer payment or manual check.
  • Invoice remains in APS-PO — “P” Problem status.
  • Invoice keyed with incorrect date.

How can I check the status of an invoice to see if it has paid against my purchase order?

This information can be obtained by accessing the APS-PO system. Use screens 73 and 74 to research payment inquiry.

Note: Some areas of operation must use screens 12 and 11 to research payment information.


I received an invoice from the Supplier and it has an additional item (s) that is not listed on my “U” Purchase Order. What should I do?

If you have requested the additional item(s) directly from the Supplier, then a change order must be generated and submitted to the Buyer as indicated on your “U” Purchase Order. *

If you received an invoice procured by a Buysite (Electronic Purchasing Ordering System), also known as a “G” Purchase Order, it is your responsibility to generate a new purchase order to cover the additional charges listed on the invoice.


What does check type “A” “C” “M” “P” or “V” mean?

CHECK TYPE CODES

  • A — Automated, system generated check
  • C — Canceled Check
  • M — Manual, hand cut, wire transfer check
  • P — Problem Status or invoice recently entered
  • V — Ready for payment, awaits due date (Term Date) or CREDIT MEMO exceeds invoice amount

If I get a call from a Supplier regarding duplicate PO payment what should I do?

For calls regarding duplicate PO payments, please contact the Shared Services Help Desk at 773.702.5800, email pps@uchicago.edu, or submit an Ask a Procurement/Payment inquiry form available on the online portal.

If the duplicate payment is procured by a Buysite (Electronic Purchasing Ordering System), also known as a “G” Purchase Order, it is your responsibility to reconcile problems related to duplicate payments.


If I get a call from a Supplier regarding wrong PO payment, what should I do?

For calls regarding incorrect PO payments, please contact the Shared Services Help Desk at 773.702.5800, email pps@uchicago.edu, or submit an Ask a Procurement/Payment inquiry form available on the online portal.

If the duplicate payment is procured by a Buysite (Electronic Purchasing Ordering System), also known as a “G” Purchase Order, it is your responsibility to reconcile problems related to duplicate payments


If a Supplier received a check that does not belong to them, what should I do?

Contact the Shared Services Help Desk at 773.702.5800, email pps@uchicago.edu Services or submit an Ask a Procurement/Payment inquiry form available on the online portal.


A Supplier has called indicating that we are on credit hold related to PO payment. What should I do?

Contact the Shared Services Help Desk at 773.702.5800, email pps@uchicago.edu Services or submit an Ask a Procurement/Payment inquiry form available on the online portal. Immediately — this is an emergency situation, no other shipments will be allowed or made until the credit hold is resolved.


A Supplier has called indicating that they have not received our check although our records show that a check was sent. What should I do?

Contact the Shared Services Help Desk at 773.702.5800, email pps@uchicago.edu Services or submit an Ask a Procurement/Payment inquiry form available on the online portal.  If the check was cashed, then a copy of the canceled check will be requested. If however, after 30 days the Bursars records show that the check has not been cashed by the Supplier, then the Bursar’s Office will contact the Supplier directly to complete an “Affidavit.” This affidavit must be in original form and must be completed by the Supplier prior to the reissuing of a replacement check.


I want to pick up a Supplier’s check from the Bursar’s Office; what should I do?

  1. Send an email to the Procurement and Payment Services pps@uchicago.edu requesting check pick up at the Bursar’s Office.
  2. It is important that a contact name, department name and telephone extension is referenced in the email. It is the responsibility of the requesting department to pick up the check from the Bursar’s Office.

How do I cancel an encumbrance?

To cancel an encumbrance you will need to submit a copy of the ledger sheet which shows the encumbrance balance and explain why the purchase order has an open encumbrance. When submitting your request, indicate on the document “CANCEL ENCUMBRANCE” provide the purchase order number and the full 10 digit FAS account number. You can e-mail, fax or mail your request to:

E-mail your request to: pps@uchicago.edu.
Fax your request to: 1-773-702-8999

Mail your request:
Procurement and Payment Services
Attn: Supervisor, Payment Processing
6054 South Drexel Avenue, Suite 400
Chicago, IL 60637

NOTE: It is very important that you state the reason for the encumbrance cancellation. Some reasons for encumbrance cancellations are:

  • Purchase order cancelled
  • Purchase order never filled
  • Price on purchase order was less than originally quoted
  • Changes occurred on purchase order i.e., quantity change or price change
  • Purchase order dropped from APS-PO system before it fed into FAS (system error)
  • Purchase order fiche
  • Invoice paid under different purchase order number
  • Supplier issued an internal credit against purchase order balance
  • Invoice paid without referencing purchase order number