Strategic Procurement Services

Strategic Procurement Services

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Accounts Payable FAQs

 

What is Accounts Payable?
The Accounts Payable (AP) team is the central team responsible for the preparation and processing of goods & service related payments at Queen’s. The team’s oversight includes processing, reviewing and approving PO and non-PO invoices in both acQuire and PeopleSoft.
Who do I contact to process an invoice on a PO and how?
Responsibility is based on a supplier alpha distribution – current listing can be located here: https://www.queensu.ca/procurement/procurement-operations/accounts-payable Preferably we ask that you add a “comment” on your PO in acQuire, assigning it to the applicable AP Clerk, requesting the invoice be processed – this offers both you and the AP team enhanced visibility into invoice payment requests and streamlines the processing.
What are payment terms and payment methods?
Full information on Queen’s standard payment terms and payment methods can be found here: https://www.queensu.ca/procurement/procurement-operations/accounts-payab...
The supplier I’m working with would like NET 30 payment terms. How can I request this?
Certain pay methods offered at Queen’s come with quicker pay terms – those are detailed here: https://www.queensu.ca/procurement/procurement-operations/accounts-payab... Otherwise, requests for pay term adjustments to supplier files can be requested via the Request for Permanent Payment Term Adjustment form in acQuire - navigate to Forms -> Supplier Request -> Request for Permanent Payment Term Adjustment. Some exceptions can be made for certain types of suppliers as well (ie. individuals).
Can I request to pay an invoice before the due date and override the payment terms?
Requests are permitted, yes. However, they are subject to review/approval by Procurement Management. For a one-time exception on an invoice, please add a “comment” on the acQuire voucher in question, requesting the pay term exception for the payment. Assign the comment to the Associate Director, Procurement Operations and the AP Clerk who processed the voucher initially – the team will review and provide feedback.
The supplier is asking for payment status of an invoice, where can I find this information?
This information can be found by reviewing the acQuire voucher. Navigate and review the “General” section on the voucher to verify the Supplier Invoice Date and Pay Term. If the Invoice is dated 26/01/2021 and terms are NET 60, then this invoice will pay 60 days from the invoice date. Pay cycles are on Tuesdays and Thursdays and invoices will pay on or before the due date. Note that cheques are currently only printed on Tuesdays. Additionally, review the “Payment Information” section on the voucher to verify the “Projected Payment Date” – this will offer a projection of when the invoice is due to pay. Alternatively, if the supplier has registered in the acQuire Supplier Portal they should be able to view invoice status information themselves. Please email accounts.payable@queensu.ca if you have further inquiries about the voucher in acQuire, or have the supplier email aq.supplier@queensu.ca if they have inquiries about the supplier portal.
I want to process an honorarium to an employee - would this go through acQuire?
Typically, No. Honorarium payments to employees should be going through the Payroll department on an additional one-time payment form found on Financial Services website: https://www.queensu.ca/financialservices/forms If you are unsure whether the honorarium is related to employment, contact payroll.services@queensu.ca for verification of how the payment should be processed
Can I process a reimbursement to an individual on a One Time Payment form in acQuire?
You cannot. Further information on this topic can be found here: https://www.queensu.ca/secretariat/policies/finance/travel-and-expense-r...
What is considered a rush payment and why is there a $200 fee to process one?
A rush payment would apply when a department requests to pay an invoice on the next pay cycle, before the applicable/projected payment term set up for that supplier/payment (ie. requesting to pay an invoice outside of the projected NET60 days). All rush payment review/approvals need to be performed outside of the normal operational flow and within a timely manner - this requires multiple reviews from different areas, requiring each Approver to put the rush request ahead of all other normal requests and duties. Because of these added reviews and accommodations, a $200 processing fee is charged to the requesting department.