Changes to UO Bookstore Invoicing effective July 1, 2016

[Business Affairs Office News]

Good afternoon,

Beginning July 1, 2016 the University of Oregon (UO) Bookstore will begin using a new accounting system.

The biggest change to the UO Bookstore invoicing process will be issuing only one invoice at month end to each UO department.   Each department has been assigned a unique account number to use for purchases.    When employees go to the UO Bookstore to make business purchases they will need to give their specific department name.  The employee can also supply their department's index.  When the purchase is complete the employee will receive a Customer Copy receipt.   This receipt must be returned to the UO department, since this will be the only way the UO department will be able to reconcile their receipts against the monthly invoice the UO Bookstore will send each UO department.  The UO Bookstore will no longer be mailing your Department the individual Merchant Copy with the Green UO Duck Store Accounting Department stamped on it, which used to be considered their invoice.

The UO Bookstore will place each purchase associated with a department's index (that was provided by the employee) under the unique account number the UO Bookstore has assigned to that specific department's name.  UO Accounts Payable has not received a list of account numbers that have been assigned to UO departments.  The UO Bookstore system will provide your department's account number at the time of purchase.  Each purchase will be listed as a separate line item on the monthly invoice for your account.  Each UO Bookstore monthly invoice will have a unique number (that will never be used again).  This unique invoice number should be used in the Banner Vendor Invoice field when your department is making its monthly payment.

In summary, effective for all purchases made on July 1, 2016 or later, please do not pay from the Customer or Merchant Copy receipts.  All transactions will be recorded on a monthly invoice issued by the UO Bookstore that will need to be reconciled and paid as a single invoice by your department.  For transactions made on or before June 30, 2016, please process your payment using the old payment process.

If you have any questions, please contact Dan Patten at 6-4235.

Thank you.

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