All goods and services purchased through a purchase order require the requesting department to enter a receipt in OMNI. This applies to all POs and is a necessary step for invoice processing and payment. Departments are also responsible for reviewing invoices in OMNI using Document Management, which is available to all university employees without the need for special access or role requests.
When processing invoices tied to blanket purchase orders, a receipt should be created only for the specific invoice amount, not for the remaining balance of the PO.
For help with entering receipts in OMNI, contact Procurement Services at (850) 644-6850. A Processing Receipts job aid is also available.
Email Notifications
Accounts Payable may email a department when an invoice is received, but no receipt has been entered in OMNI. The Accounts Payable processor listed in the email is the best contact for questions relating to the invoice, receipt, or payment.
For departmental changes (such as staff updates) or concerns related to invoices or payment status, departments should email Accounts Payable directly at AccountsPayable@fsu.edu. This is the most effective way to ensure clear and timely communication.
Invoices under $1000
Departments have 10 days from the invoice receipt date to enter a receipt in OMNI. If the invoice should not be paid, they must notify Accounts Payable at AccountsPayable@fsu.edu. If there's no response after 10 days, Accounts Payable will create the receipt and process payment to the supplier.
Invoices over $1000
PO requestors and approvers will receive emails asking that a receipt be created. These emails will be sent at least 7 days apart. The department should alert Procurement Services as well as the Accounts Payable processor of any issues with the merchandise or invoice. Accounts Payable will reach out to the department for assistance with missing receipts if a receipt is not created in a timely manner.
Invoices that are outstanding for 40 days or more are out of compliance and could result in penalties and interest accruing.
PO requestors and approvers will receive reminder emails to create a receipt, sent at least 7 days apart. If there are issues with the merchandise or invoice, the department should notify both Procurement Services and the AP processor. If a receipt isn’t entered in time, Accounts Payable will follow up with the department. Invoices left unpaid for 40 days or more are out of compliance and may result in penalties or interest.
