HomeMy WebLinkAboutRevised-Invoice Procedure-2018 City of Cape Canaveral
invoices@cityofcapecanaveral.org
Invoice Procedures
All “ Types of Invoices” are to be submitted to Finance to be stamped & recorded
• It is suggested that all vendors send invoices to : invoices@cityofcapecanaveral.org
• Invoice – Vendor request for payment for products and/or services received
• Types of Invoices – Mailed/emailed/internet/hand-delivered
The following steps will guide you in the Invoice Procedures for the City of Cape Canaveral
Mailed Invoices – Invoices received in the mail (Hand stamped Invoices)
1. Finance will stamp and scan vendor invoice
2. Finance will save invoice in FY month invoice folder
3. Finance will email invoice to department administrative assistance & copy department
head.
4. Finance will file original in the accounts payable drawer
5. Department to print emailed stamped invoice
6. Department to scan & attach invoice-packing/receiving slip to PO in Springbrook
7. Department to submit PO with “Ok to Pay” to Finance for payment
8. Finance will pull “original “ invoice form accounts payable drawer & attach to PO
9. Finance will place PO and backup in “Ready to Pay “ folder
Emailed/Internet Invoices – Invoices received electronically (Electronic Stamped Invoice)
1. Finance will receive invoice in email (invoices@cityofcapecanaveral.org) stamp
electronically
2. Finance will save electronic invoice in FY month invoice folder
3. Finance will email invoice to department administrative assistance & copy department
head.
4. Department to print emailed electronically stamped invoice
5. Department to scan & attach invoice-packing/receiving slip to PO in Springbrook
6. Department to submit PO with “Ok to Pay” electronically stamped invoice to Finance for
payment
7. Finance will place PO and backup in “Ready to Pay “ folder
Hand Delivered Invoices - Invoices delivered to Department by vendor
1. Department to submit invoice to Finance (in person or email)
2. Finance will hand stamp/electronically stamp invoice
3. Finance will save invoice in FY month invoice folder
4. Finance will email invoice to department administrative assistance & copy department head
5. Department to print emailed electronically stamped invoice
6. Department to scan & attach invoice-packing/receiving slip to PO in Springbrook
7. Department to submit PO with “Ok to Pay” electronically stamped invoice to Finance for
payment
8. Finance will place PO and backup in “Ready to Pay “ folder