Definition

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