Before payment can be processed, a "proper" invoice must be received by Accounts Payable.

Elements of a Proper Invoice

Each invoice presented by a vendor for payment must be clear and accurate and free from mathematical and quantity errors. As a minimum, each invoice must contain the following elements to facilitate efficient and effective payment processing:

• Name of the vendor
• Vendor "Remit to" address
• Vendor Invoice Number
• Invoice Date
• ODU Purchase Order Number
• ODU Contact Name
• Payment Due Date
• Payment Terms and Discounts
• Description of goods/services delivered (per the purchase order)
• Quantity delivered by line item (per the purchase order)
• Cost per item and Extended Cost (should agree to the purchase order costs)
• Freight Charges (per the purchase order)
• Total Amount Due (should agree to the purchase order amount)
• No sales tax for tax exempt goods/services
• Special Terms or any additional information needed for accurate payment processing

When a Defective Invoice is Received

• Invoices not delivered in accordance with agency instructions (included on the purchase order) are not considered to have been submitted in a timely manner and may result in payment delays.
  
• Invoices missing any required element will be deemed defective and will be returned without action to the vendor with a letter detailing what defect needs to be corrected.
  
• When a corrected invoice is received, a new due date will be calculated.
• Vendors may choose to submit electronic invoices to invoice@odu.edu. Vendors who do not wish to use the e-mail option may continue sending paper invoices to the address above. Please remember to include the purchase order number on electronic invoices.

Note: Invoices should NOT be sent to the department. Doing so may delay payment.