Tips for Avoiding Invoice Holds

Top 3 reasons for invoice holds:

• Missing or invalid approval
• Missing or invalid charging
• Required information is not ledgible

How to avoid holds:

• Include a valid START approver on all transactions
• Include valid charging (PTAEO or VIP) on all transactions
• Be sure all information is printed ledgibly on all transactions.

Here are a few more helpful tips:

• Maintain valid and descriptive VIP numbers in your department.
• Use the PTAEO Validator to ensure the accuracy of PTAEO charging instructions before using them on an invoice.
• Verify that a vendor has been created before submitting an invoice.
• Obtain accurate pricing for purchase requisitions and purchase orders.
• Avoid “add-on’s” to orders.  Start a new order.

NOTE:  Before contacting Accounts Payable Services, verify status of transactions and vendors using Procurement Inquiry.  Here’s how:  http://learn.med.yale.edu/procurement/ip/courses.asp.