Please click here for directions with screen prints on how to use Gateway for looking up payment status. Alternatively, here's a quick list:

Liens are not captured in this system; departments will continue to use the Data Warehouse, shadow systems, or your own accounting to track liens.

Match Exceptions will be done by AP. Accounts Payable has the responsibility to contact the appropriate department(s).

If your supplier needs pre-payment or a deposit on a purchase order, ask for an invoice from the supplier that you can submit to Accounting.

For Accounting's ability to expedite payment, the invoice should reflect the percentage of the discount on all line items, rather than one bulk sum so that the pre-payment or discount amounts line up to specific line items on your purchase order.

Please click here for a comprehensive guide to Accounting's Invoice Process.

For examples on what is taxed and what isn't taxed, click here.

The Invoice Tolerances are as follows:

  • Shipping and Handling: $105 over
  • Line Items: $200 or 20% difference on the original price
  • Tax: $10 over or $400 under

First, make sure that your Gateway Purchase Order Number is written clearly on the invoice.

You can either send your invoice via campus mail to Accounting or to the new email set-up to receive invoices: InvoicesOnly@bfs.ucsb.edu

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