New Accounts Payable Process

Corporate Accounts Payable maintains an on-going initiative to automate business processes. We are pleased to announce the launch of a new development to automatically upload invoices in the form of PDF images to the Duke University invoice imaging system. The new process will be effective May 14, 2015. This will allow both vendors and Duke Departments to email invoices to Corporate Accounts Payable. We have one email address to be used by Duke Departments and a second email address to be used by external vendors.

Duke Departments must use the email address DukeInvoice at duke.edu.

Vendors must use the email address VendorInvoice at duke.edu.

The information stored with the invoice document is different so it is important that the correct email address is used. As a reminder, the best practice for invoice submission is directly from the vendor. In the event that you may occasionally need to use this process, you may use the designated email for departments.

Included below are the requirements for submission:

  • All invoice images must be submitted in PDF format.
  • A separate PDF for each invoice is required.
  • Invoice image must reference a Duke PO number.
  • Only Invoices should be submitted for payment. Quotes, packing slips, statements, order acknowledgements, pro-forma invoices, estimates etc. are not used to process payments through Accounts Payable.
  • The new email addresses should not be used for general correspondence or inquiries by either vendors or departments. Vendor statements, questions, concerns, notifications, etc. are to be submitted to the Accounts Payable customer service email address: AccountsPayable at duke.edu.

We hope this new process will provide additional departmental efficiencies. If you have any questions or need additional information, you may contact our team by phone at 684-3112 or by email at AccountsPayable at duke.edu. We appreciate your continued support.