How to Submit an Invoice for Payment

There are a number of situations in which you, the requestor, will have to submit an invoice into OpenInvoice. After you have submitted your invoice, approvers at Pepperdine will be notified by e-mail that the invoice is available for review.

Submit an Invoice on behalf of a Supplier

If you receive a Supplier's invoice, you may submit the invoice on their behalf.

Scan or save a copy of the invoice as a .pdf
Insure the name of the .pdf file follows the following protocol:
- [PO][number][$invoice dollar amount].pdf
  e.g. A pdf file containing an invoice in the amount of $456.78 to be charged against Purchase Order#123456 would be named as follows:
  PO123456_$456.78.pdf
Email the .pdf version of the invoice to invoice@pepperdine.edu.

The subject line of your email should be "Pepperdine" followed by the PO number, e.g. "Pepperdine PO# 123456".
The PO number should be present on the invoice.
The e-mail body will not be read or interpreted; only attachments will be detached and processed
Send one invoice per email

Note: For a complete list of guidelines see the Supplier instructions here.

Non-Invoiced POs

A non-invoiced PO is any PO that you will not receive an invoice for. This includes, but is not limited to:

Awards
Deposits
Master Teacher
Refunds
Reimbursements
Sponsorships
Stipends

Note: If you are going to be making multiple payments to a non-invoiced PO see the FAQ here.

To process a non-invoiced PO you will submit a copy of the approved requisition as a substitute for the invoice. To submit an invoice you will need:

The approved requisition
The PO number provided by Purchasing
Adobe Acrobat 11

Note: If you do not have Adobe Acrobat 11 installed Click Here for instructions.

Log into WaveNet
Click Finance Center -> Requisitions -> Add/Update Requisition
Enter your campus wide ID if not already present.
Click Search.
Select the requisition you are submitting an invoice against.
Click View All to make all requisition lines visible.
From your browser menu click File.
Click Print.
From the Name dropdown select Adobe PDF.
Click OK.
Save the .pdf to your desktop.
Insure the name of the .pdf file follows the following protocol:

[PO][number][$invoice dollar amount].pdf
e.g. A pdf file containing an invoice in the amount of $456.78 to be charged against Purchase Order#123456 would be named as follows:
PO123456_$456.78.pdf
Note: If you need to look up the PO number Click Here.
Email the .pdf to invoice@pepperdine.edu.

The subject line of your email should be "Pepperdine" followed by the PO number, e.g. "Pepperdine PO# 123456".

Note: The e-mail body will not be read or interpreted; only attachments will be detached and processed.

Exception Payment Request

Complete an Exception Payment Request using eSign.
Save a copy of the completed and fully signed Exception Payment Request.
Create a PeopleSoft Requisition.
- For help creating Requisitions Click Here.
- Attach the Invoice and the Exception Payment Request form to your PeopleSoft Requisition.
Purchasing will email you when a Purchase Order has been created from your Requisition.
Email a .pdf version of the invoice to invoice@pepperdine.edu.
- The subject line of your email should be "Pepperdine University" followed by the PO number, e.g. "Pepperdine University PO# 123456".
- Insure the name of the .pdf file follows the following protocol:
  
  [PO][number][$invoice dollar amount].pdf
  e.g. A pdf file containing an invoice in the amount of $456.78 to be charged against Purchase Order#123456 would be named as follows:
  PO123456_$456.78.pdf.

Note: The e-mail body will not be read or interpreted; only attachments will be detached and processed.

Note: If you are not going to receive an invoice, follow the instructions for non-invoiced POs here.