Electronic Approval of invoices
This process of approving invoices is currently only in place with a small number of suppliers, mainly for Travel invoices.
The suppliers currently set up to have their invoices processed in this way are:
DP&L Travel
Students Association
Arnold Clark (from 4th March 2013)
Enterprise (from 4th March 2013)
When placing an order with any of these supplier's you should quote the Cost Centre and Analysis Code you wish the invoice to be charged to as the order reference and ask the supplier to ensure this is specified on the invoice.
The invoice will then be emailed directly to Accounts Payable by the supplier. Accounts Payable will then be able to identify who needs to approve the invoice from the cost centre. These invoices are entered directly into Aptos and will require authorisation via workflow.
Any invoices which are for Travel for Heads of Schools or Units will still have to be signed off manually as these have to go to a member of the Principal's Office. Similarly any invoices for a member of the Principals Office must be signed off by the Principal. These invoices will still all be sent centrally to Accounts Payable by e-mail, but will be forwarded on to the staff member who has travelled to check and pass for authorisation.
Help and advice
If you are unsure of who has been set up as an approver on APTOS for a particular cost centre you can contact aptosadmin@st-andrews.ac.uk
If you have any other queries or would like to request training please contact a member of the Accounts Payable team on ext 3094 or e-mail accpay@st-andrews.ac.uk