Payment Run Review Process (Check or ACH)

Items to review:                              

1. All direct entry invoices.
2. Sample population^* for PO related invoices.

^*Sample size depends on volume of batch payments and/or dollar amount; threshold for criteria at the discretion of Central Accounting at the time of processing.

What we will block:

1. Any discrepancy between the invoice and the entry
   1. Amount
   2. Vendor name
   3. Remit to address
2. Other issues
   1. Invoice stacking
   2. Using a statement as an invoice
   3. Including the prior balance as part of the invoice entry
   4. Memos used as an invoice
   5. Advances treated as a regular invoice
   6. Invoices that are not legible
   7. Invoices that are not entered based on the original information (e.g. Hand written changes)
   8. Invoices that should be based on a purchase order entered as a direct entry
   9. Invoices that put someone at risk due public information access
   10. Payments through general payables for City employees
   11. Invoice not attached
   12. City of Portland or its bureaus not listed as the customer