Payables

Invoice & Credit Memo Requirements

Supplier Guide to Invoice Requirements

Rice University only accepts invoices submitted directly by suppliers. Invoices should not be sent to individual Rice employee customers. Instead, all invoices must be submitted directly to the Rice University Accounts Payable (AP) Department at payment@rice.edu for timely processing.

Please note:

Supplier statements and copies of purchase orders will not be accepted as substitutes for a valid supplier invoice.

To be considered valid, an invoice must include the following required information:

  1. Valid Rice University Purchase Order (PO) number
  2. Unique invoice number
    • Duplicate invoice numbers will delay payment significantly
  3. The word “Invoice” clearly printed on the top of the document
    • Proforma invoices are not accepted
  4. Invoice date
  5. Description of goods/services provided that matches the PO
  6. Supplier’s tax return name and remit-to address that matches the address registered in the Rice University Supplier Portal
  7. Current amount due (not a balance forward)
  8. Name of the Rice employee and their department who ordered the merchandise/service
  9. “Bill to” should be Rice University
  10. Discount options (if applicable)
  11. Payment terms (e.g., Net-30)
    • Note: Rice University’s standard payment terms are NET30, unless other terms have been negotiated with the Procurement Department
  12. Only one PO number per invoice

Supplier Guide to Credit Memo Requirements

To be considered valid, a credit memo must include the following required information:

  1. Reference to the original invoice number
  2. Unique Credit memo number
  3. The words "Credit Memo" clearly printed at the top
  4. Credit memo date
  5. Description of goods/services matching the PO
  6. Supplier's tax return name and remit-to address registered in the Rice University Supplier Portal
  7. Current amount being credited
  8. Name of the Rice employee and their department associated with the credit
  9. Only one PO number per credit memo

Rejected Invoices

Invoices that do not meet the requirements outlined above will be rejected for non-compliance. The supplier will be notified of the rejection and the reason for the rejection.

It is the supplier’s responsibility to submit a revised and corrected invoice with proper information in a timely manner to avoid payment delays.

Once a corrected invoice is received, a new payment date will be calculated.