@@ -19,10 +19,13 @@ Welcome to Accounts Payable, commonly referred to as AP. You should be able to f
- Vendors must be onboarded in Coupa to process invoices.
- All purchases/services with a total contract value over $5000 are **required** to have a purchase order, unless it falls under the [PO Exception Policy](/handbook/finance/procurement/#what-are-the-exceptions-to-the-po-policy). One-time or purchases totaling <$5000 annually may be processed without a PO per the PO Exception Policy
- Ensure to indicate the PO number in the invoice copy. For Non-PO invoice, provide the related department to be charged.
- All invoices are subject to a 10% PO tolerance. Overages beyond this tolerance will be handled as follows:
- Amounts up to $1,000 USD (or local currency equivalent) will be reviewed by the AP Team and routed to FP&A for approval.
- Amounts exceeding $1,000 USD will not be processed and require a PO change request.
- Vendors are highly encouraged to directly upload their invoices and match it to their PO using the Coupa Supplier Portal- in the event the vendor is unable to submit invoices via Coupa then they can email PDF copies to ap@gitlab.com.
- Payment Runs are completed on Thursdays. Invoices that are selected for payment on Thursday must be fully approved and vendors successfully on-boarded by end of day Tuesday of that week to be included in Thursday's payment run. The payments go out in the following days and may take 1-5 business days to reach the vendor's bank. This depends on the country, currency and the method of payment chosen.
- Invoices are paid strictly by the invoice due dates. Any **"Urgent Payment"** requests will be paid in the next available payment run as long as they have been fully approved and the vendor has been successfully on-boarded. **AP cannot accommodate same day payment requests**.
- Suppliers are to be paid via CoupaPay, ACH or Wire only. AP does not issue check payments.
- Suppliers are to be paid via NetSuite Electronic Payments, ACH or Wire only. AP does not issue check payments.
- The cutoff for customer refund payments is the 25th of each month. Any customer refund requests received after the 25th will be paid the following month.
