After-The-Fact Purchases & Invoices

LAST UPDATED: September 8, 2015

What You Should Know

After-the-fact (ATF) purchases are typically invoices a department has received without first creating a Requisition in Prime Financials.  An ATF is an unapproved obligation to purchase goods or services and is a temporarily allowable process to help Departments transition from historic processes to Prime and to ensure timely payment of outstanding invoices. Paying invoices in this manner is discouraged and Departments should first create a Requisition with a quote or use the Departmental Purchasing Card where appropriate.

In the spirit of Princeton’s General Principles - Purchasing Goods & Services Policy, purchases should be encumbered and approved within Prime Financials prior to placing the order for goods and services. The approval of a requisition, resulting in a purchase order sent to the supplier, is required prior to purchasing of goods or services from suppliers.

Learn more about the Prime Supplier Invoice Process.

After-The-Fact Invoice Step-by-Step

When the department receives an invoice from the supplier

  1. Department receives an invoice unsupported by a purchase order.
  2. If the department determines the invoice to be legitimate, the department Requisition Creator creates a new requisition. Learn how to create a requisition.
    1. Enter legitimate item information and/or service description on the requisition equivalent to what is provided on the invoice. Entering just “PO to pay Invoice 12345” is not an appropriate description.
    2. In the Requisition Name field, enter “ATF”
  3. Enter the standard comment of ‘ATF’ to ensure the supplier knows not to fulfill the order. All orders are sent to suppliers.
    1. To select a requisition standard comment, click on the Add more Comments and Attachments link.
    2. From the Header Comment popup click Use Standard Comment, then enter “ATF” into the Comment Type field and click SEARCH.
    3. Select the checkbox and click “OK”. The ATF standard comment should appear in the comments box.
    4. Select the check box “Send to Supplier”, then click OK.
  4. Once the requisition is approved and the PO is dispatched, write the PO# on the invoice, scan it, and send it to Accounts Payable via email: invoices@princeton.edu.
  5. If this ATF is $2,500 or greater, please receive the entire amount at this time.
  6. If you forward an invoice received via email, in your forwarded email please note clearly the PO# for the attached invoice. This will be processed by Accounts Payable. Paper invoices should not be sent to Accounts Payable via interoffice mail or drop-offs.

After-The-Fact Invoice Step-by-Step

When the department AP contact receives an invoice via notification from Accounts Payable

  1. Department receives an invoice from Accounts Payable via automated notification that a PO is required for an invoice.
  2. If the department determines the invoice to be legitimate, the department Requisition Creator creates a new requisition. Learn how to create a requisition.
    1. Enter legitimate item information and/or service description on the requisition equivalent to what is provided on the invoice. Entering just “PO to pay Invoice 12345” is not an appropriate description.
    2. In the Requisition Name field, enter “ATF”.
  3. Enter the standard comment of ‘ATF’ to ensure the supplier knows not to fulfill the order. All orders are sent to suppliers.
    1. To select a requisition standard comment, click on the Add more Comments and Attachments link.
    2. From the Header Comment popup click Use Standard Comment, then enter “ATF” into the Comment Type field and click SEARCH.
    3. Select the checkbox and click “OK”. The ATF standard comment should appear in the comments box.
    4. Select the check box “Send to Supplier”, then click OK.
  4. Once the requisition is approved and the PO is dispatched, the department should notify Accounts Payable of the PO# related to the invoice by replying to the original notification.
  5. If this ATF is $2,500 or greater, please receive the entire amount at this time.

 

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