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This guide was written with those individuals in mind. California State University, San Bernardino (CSUSB) expects everyone who does business with the University to comply with standard business practices. This means providing the University with a properly rendered invoice.  \nImportant things to remember:  \n• Generating an invoice is the sole responsibility of the vendor/supplier. CSUSB employees are never to create an invoice on behalf of the vendor/supplier. This is an important segregation of function and audit compliance issue. It is important that CSUSB maintains a certain professional distance from the vendor community.  \n• Invoices must contain complete information. Vendors must provide the detail on their invoice in order for Accounts Payable to effectively process the invoice for payment. The details required are indicatedon the pages to follow.  \n• Invoices must include vendor contact information. Where does Accounts Payable send payment? How does CSUSB get in touch with the vendor if there is a question? Don’t assume that the University knows how to reach you.  \n• Invoices must include a Purchase Order number. When the order is placed by the CSUSB Purchasing Agent, the vendor will be given a Purchase Order (PO) number. It is important that the PO number be included on each invoice and any related documents.  \n• Failure to comply with standard business practices may result in the delay of payment. Accounts Payable may reject the invoice if it fails to provide enough information.  \nCompliance with all applicable laws and regulations  \nCSUSB must comply with all applicable laws and regulations. This includes, but is not limited to:  \n• Sales/Use Taxes  \n• California Non-Resident Withholding Tax (592B Determination and Withholding)  \n• IRS Information Reporting (1099M, 1042S, 592 reporting at year end)  \nIt is important that you provide an invoice that is factual, accurate and in compliance with applicable laws and regulations.  \nUnacceptable Documents  \nAccounts Payable is unable to accept the following documents as “invoices”:  \n• Email conversations  \n• Notes, meeting minutes, written conversations  \n• Renderings, drawings and technical specifications  \n• Sales orders  \n• Statements of account  \n• Third party invoices  \n• Work orders  \n2  \nInvoicing Guide for Vendors/Suppliers  \nWhat is an Invoice and When is it Used?  \nThe business invoice is an essential legal document presented to CSUSB to serve as a record of goods or services sold. The invoice indicates to CSUSB, what was sold, the quantities and descriptions of the items, how much is due, any taxes and fees included and instructs us on where to mail your payment.  \nEssentially, an invoice ensures that you will be paid for the goods delivered or services rendered when verified and authorized by the proper internal CSUSB authorities. Without a proper invoice, payment maybe delayed or overlooked.  \nHow to Prepare an Invoice  \nBasically an invoice is divided into 3 main parts: The Header, Body and Footer.  \nInvoice Header (Top Part)  \n• Your letterhead: Your logo, business name, address, telephone, email and web address  \n• The words \"Invoice\" or \"Bill\" clearly written towards the top of the page  \n• An invoice number. This is a running serial number that you maintain. You should only have one number per invoice issued. Hence, no two invoices should have the same number  \n• An invoice date  \n• The University’s Purchase Order number. This is especially important for helping us identify ","cbCaijEMKnGtV3Gc","https://ap.wps.com/l/cbCaijEMKnGtV3Gc","pdf",385956,6,"English","# Preparing and Submitting Invoices\n## Why was this guide published?\n## Important things to remember\n## Compliance with all applicable laws and regulations\n## Unacceptable Documents\n## What is an Invoice and When is it Used?\n## How to Prepare an Invoice\n### Invoice Header (Top Part)\n### Invoice Body (Middle Part)\n### Invoice Footer (Bottom Part)\n## Sample Forms","[{\"question\":\"Who is responsible for generating an invoice for CSUSB?\",\"answer\":\"The vendor or supplier must generate the invoice. CSUSB employees must not create an invoice on the vendor’s behalf to maintain segregation of function and audit compliance.\"},{\"question\":\"What information must an invoice include for Accounts Payable to process payment?\",\"answer\":\"The invoice must include complete details, vendor contact information, and the Purchase Order number. It should also provide accurate, factual information so Accounts Payable can effectively process it for payment.\"},{\"question\":\"What documents are not acceptable as invoices?\",\"answer\":\"Accounts Payable cannot accept email conversations, notes or meeting minutes, renderings/drawings/technical specifications, sales orders, statements of account, third-party invoices, or work orders as “invoices.”\"},{\"question\":\"What are the three main parts of an invoice and what should be in each?\",\"answer\":\"An invoice is divided into a Header, Body, and Footer. The header includes letterhead, the words “Invoice” or “Bill,” invoice number/date, CSUSB Purchase Order number, payment terms, and ordering entity details; the body includes item/service descriptions and amounts; the footer includes totals, shipping/freight if applicable, taxes, payment instructions, and any comments such as delivery or return policies.\"}]","Vendor Guide to Invoicing - Preparing and Submitting Invoices - Vendor/Supplier Requirements | PDF",1790026282]