An invoice is a commercial document issued by a supplier to the buyer indicating the products, quantities and agreed prices for products or services the supplier has provided.
How a supplier submits an invoice to the University of Washington depends on the type of order:
- Blanket Purchase Order (BPO) – Suppliers invoice across the ARIBA Network.
- ARIBA Purchase Order – Suppliers follow the instructions that came with the PO:
- Catalog Order for Supplier Enabled in ARIBA: the supplier sends the invoice over the ARIBA Network
- Non-Catalog Order for a Supplier Not Enabled in ARIBA (‘manual’ order): the supplier emails the invoice to epay@uw.edu.
- Foreign Suppliers – The department purchasing from the foreign supplier should follow the instructions to initiate the relationship.
Invoice Requirements
- New suppliers must complete the online UW Supplier Registration Form and enroll for electronic payments before an invoice can be paid.
- Suppliers should bill separately for each UW Purchase Order. Invoices referencing multiple Purchase Orders are not accepted.
- Suppliers should bill the UW only for items shipped or services already provided.
- Suppliers should provide complete and accurate information. Your company invoice should include the following information:
- UW-issued Blanket Purchase Order (BPO) or Purchase Order (PO) number
- Shipping address
- Remit-to address
- Invoice number
- Invoice date
- UW customer contact (the person who placed the order)
- Separate line item charges and brief description for each item as listed on the Purchase Order
- Sales tax when applicable
- Clearly marked invoice total