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The procedures align with an Electronic Documentation Policy using electronic records and an Invoice Payment Policy defining required payment information. Standard processing uses automated three-way matching among purchase order, packing slip, and invoice, with extra review and approval only when mismatches occur. An exception process applies when no packing slip is available, requiring creator contact for receipt information and then following the standard workflow once completed.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":21,"@type":70,"position":76},"https://docshare.wps.com/template/invoices/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/invoice-processing-procedures-effective-date-july-1-2013/335134/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/invoice-processing-procedures-effective-date-july-1-2013/335134.png","ImageObject",442,249,{"name":88,"@type":89},"Evangeline","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-16","2026-09-21",true,{"@type":98,"interactionType":99,"userInteractionCount":47},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What policies govern the invoicing processing procedures?","Question",{"text":108,"@type":109},"Two policies control the invoicing process: the Electronic Documentation Policy and the Invoice Payment Policy. Together they define electronic documentation requirements and what information is needed to make payment.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"How is payment initiated under the standard procedure when there is an exact match?",{"text":113,"@type":109},"When the purchase order, packing slip, and invoice match exactly, Accounts Payable initiates payment in SWIFT.",{"name":115,"@type":106,"acceptedAnswer":116},"What happens if no packing slip is available?",{"text":117,"@type":109},"Accounts Payable contacts the creator for receipt information when invoices lack a corresponding packing slip in CPRS. 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The Electronic Documentation Policy requires the use of electronic records for documenting the receipt of IT purchases and the payment of invoices. The Invoice Payment Policy identifies what information is needed to make payment. Payments are made automatically where there is a three way match between the purchase order, the packing slip and the invoice. Additional review and approval is required only if there is a problem with the three way match.  \nThe following interim manual procedure describes the responsibilities of MN. IT receivers and accounts payable staff regarding invoice processing. Please note there is a standard procedure and an exception procedure for cases when no packing slip is available.  \nThese procedures apply to all departments, agencies, offices, councils, boards, commissions and other entities in the executive branch of Minnesota State Government whose IT finances have been consolidated under MN. IT Services as of July 1, 2013. These procedures will remain in effect until the Centralized Procurement Requisition System (CPRS), MN. IT’s requisition system , is upgraded to manage this process electronically.  \nInvoice Processing: Standard Procedure  \nAccounts Payable will:  \n􀁸 Receive invoice from vendor  \n􀁸 Attach invoice to the requisition in CPRS  \nExact Match  \n􀀀 If there is an exact match between the purchase order, the packing slip and the invoice, initiate payment in SWIFT  \nNo Exact Match  \n􀀀 If there is NOT an exact match between the purchase order, the packing slip and the invoice email all documents to the manager or designee identified on the Authorization List Form for approval  \n􀀀 Initiate payment in SWIFT when approval is received  \nRegularly Occurring Payments or Expenses  \n􀀀 Initiate payments for regularly occurring monthly or quarterly expenses for the exact dollar amount identified in the purchase order  \nAgencies will:  \n􀁸 If an agency receives an invoice from a vendor, they will forward it to MN. IT Accounts Payable.  \nCreator will:􀁸  \nApprover will:􀁸  \nReply by email to any requests from Accounts Payable for receipt information within 3 business days  \nReply by email to any requests from Accounts Payable for invoice approval within 3 business days  \nInvoice Processing: Exception Proceedure No Packing Slip Available  \nAccounts Payable will:  \n􀁸 Contact the creator for receipt information if invoices received do not have a corresponding packing slip in CPRS  \n􀁸 Upon receipt of information, attach to CPRS and follow “Invoice Processing: Standard Proceedure” above  \nRelated Documentation  \n􀁸  Electronic Documentation Policy  \n􀁸  Invoice Payment Policy  \n􀁸  Receipt Form  \n􀁸  Receiving Procedures  \n􀁸  MMB Prompt Payment Policy  \n􀁸  M.S. 16A.124 Prompt Payment of State Agency Bills Required","cbCaibxbSUeCADbd","https://ap.wps.com/l/cbCaibxbSUeCADbd","pdf",93229,"English","# Invoice Processing Procedures\n## Background\n## Invoice Processing: Standard Procedure\n## Invoice Processing: Exception Procedure - No Packing Slip Available\n## Related Documentation","[{\"question\":\"What policies govern the invoicing processing procedures?\",\"answer\":\"Two policies control the invoicing process: the Electronic Documentation Policy and the Invoice Payment Policy. Together they define electronic documentation requirements and what information is needed to make payment.\"},{\"question\":\"How is payment initiated under the standard procedure when there is an exact match?\",\"answer\":\"When the purchase order, packing slip, and invoice match exactly, Accounts Payable initiates payment in SWIFT.\"},{\"question\":\"What happens if no packing slip is available?\",\"answer\":\"Accounts Payable contacts the creator for receipt information when invoices lack a corresponding packing slip in CPRS. After receiving the information, the invoice is attached to CPRS and the standard procedure is followed.\"}]","Invoice Processing Procedures - Effective Date July 1, 2013 | PDF",1790009764]