Accounts Payable Advisory No. 3

Accounts Payable Advisory

Office of Operations

Bureau of State Expenditures

Advisory Name

Address Sequence

Date Issued

07/12/2012

Date Last Updated

07/12/2012

Subject:

Selecting the Correct Address Sequence Vendors that provide goods and services statewide through regional offices located at various addresses in New York State (e.g., entities such as Time Warner Cable and Verizon) have experienced difficulty receiving payments and applying them to the appropriate accounts. The Statewide Financial System may have multiple Address Sequences associated with a Vendor ID. While some vendors have a single default address which will accept all payments for a vendor, others have specific payment processing requirements. These vendors and their unique requirements are included in the Guide to Financial Operations (GFO), Chapter XII - Expenditures. If vendors are unable to receive or apply their payments, Business Units may experience unintended service delays. This advisory is intended to remind Business Units how to process payment information to Vendor IDs that have more than one Address Sequence.

Guidance:

Business Units should perform the following steps to ensure payments are directed to the appropriate vendor and address:

Select the appropriate Vendor ID.
Select the appropriate Address Sequence on the Invoice tab of the voucher for the address from where the vendor mailed the invoice.
- Select the address that corresponds to where the invoice originated.
- If an address is not selected on the Invoice tab, the system will populate the default address associated with the Vendor ID.
Select the appropriate Address Sequence on the Payments tab of the voucher that corresponds to the address on the invoice where the vendor wants the payment sent.
- The State sends the payment to the address indicated on the Payments tab of the voucher. Therefore, Business Units must select the remit-to address requested by the vendor on the invoice.
- Failure to select an address on the Payments tab will result in the system populating the default address associated with the Vendor ID. This could result in the payment being mailed to an address other than requested by the vendor which could delay payment crediting.