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Invoice, PO and Goods Receipt

Effective Monday, March 22, 2021 all invoices and purchase orders will be entered and processed via Chrome River.  Please note the steps we will follow for this transition:

Invoices:

If there are any unapproved invoices in the Accounts Payable email queue as at 4:30pm Friday, March 19, 2021 these invoices will be routed by Accounts Payable via Chrome River; please do not send email approvals after this time.  

To avoid delays in invoice processing it is extremely important that all invoices are emailed directly to accountspayable@concordia.ab.ca by the vendor.  Please ensure that this instruction is given to all of your vendors.  Delays in receiving invoices results in delayed payments to vendors.

If the department receives an invoice directly from a vendor they should email the invoice to accountspayable@concordia.ab.ca.  Your approval to pay is not required as the invoice will be routed for approval via Chrome River.  

Purchase Orders:

Accounts Payable will enter all open paper POs into Chrome River referencing the paper PO number so that invoices received with the paper PO number can still be matched and paid via Chrome River.

If a department has any open paper POs (POs where you have made the purchase but just waiting for the goods to be received) please scan and email to accountspayable@concordia.ab.ca so that we can enter.  Please ensure approvals are on the PO or forward the approval emails.   Approvals by emails must be clear as to the PO number and PO total being approved. 

Reminder:  Purchase orders are required for purchases over $5000.00 or as required by your vendor.   For a low dollar purchase of goods consider using your Concordia Corporate Credit Card to expedite these transactions.  

All Purchases Orders entered in Chrome River must be itemized.  Itemization should be based on SKUs purchased or service periods.  A PO just referencing a total cost will be rejected and returned to the department for correction. 

Any unused paper POs must be returned to Accounts Payable S208 immediately.  

Effective immediately, paper POs can no longer be used. 

Goods Receipt:

This is a new module and one that we are very excited about.  This allows a 3 way matching for our Purchase Orders and Invoices.  

Departments will prepare a Goods Receipt when goods or services are received and a Purchase Order was used.  This notifies Accounts Payable that the invoices for these receipts can be paid when received.   If a PO was not used then there is no requirement for a Goods Receipt as the invoice will route for approval via Chrome River.   Remember that only those invoices where goods have been received or services rendered should be approved for payment. 

Accounts Payable cannot pay a PO invoice without the acknowledgement of Goods Receipt.  If there is no Goods Receipt in place Accounts Payable will send a message to the department BCO that an invoice was received and the Goods Receipt is required.  

Please watch for our training schedule and resources that will be posted on Monday.