Purchase orders

In order for a purchase order to be successfully processed by the accounting office, please make sure that it adheres to the following requirements:

  • The purchase order must show the name and the address of The American University of Paris
  • Your name must be mentioned as an AUP contact
  • A RIB must accompany the purchase order
  • You must complete an advance payment request and submit it together with your purchase order to administrative services.
  • IT equipment cannot be purchased without going through ITS

 
Invoices

In order for the accounting office to successfully pay your supplier's invoice, it must contain the following:

  • name of the company/supplier
  • official address of the company/supplier
  • name of The American University of Paris
  • address of The American University of Paris
  • SIREN, SIRET or RCS number of the supplier
  • invoice Date
  • invoice number
  • the description of what the University is paying for
  • the amount to be paid

When the invoice is received by administrative services:

  1. They will verify the name "The American University of Paris" (may not be modified or translated)
  2. They will add a temporary account number and a temporary cost center on the invoice
  3. They will send you a scan of the invoice in order to get your cost center approbation and give the original to accounting. The invoice will be recorded when we received the cost center manager approbation.
  4. If you agree with the invoice (price OK, goods delivered, or service rendered, etc), please write on the photocopy: “OK TO PAY’ / date / signature. If necessary, modify the account number and the cost center. Keep a copy for your files and send the original to the accounting office.
  5. If you disagree with the invoice, for example if the delivery is not complete or the work not finished, please request a credit note to the supplier. But the invoice must always be sent to the accounting office. please write on the photocopy: “ATTENTE OK TO PAY’ /date / signature. If necessary, modify the account number and the cost center.
  6. When you receive the credit note, please send it to the accounting office. Please write on the photocopy: “OK TO CREDIT’ / date / signature. Please submit it to the same account and the same cost center as the invoice.

Please note that for assets, for example computers and furniture, accounting also needs the following in order to pay the invoice:

  • copy of the detailed order form (Purchase Order)
  • delivery form (Bordereau de Livraison – BL)
  • form duly completed for the assets description form (formerly the invoice payment form)

Payments

Supplier payments can only be processed when you return the photocopy of your purchase order or invoice to the accounting office. Also, please note that payments are made based on original invoice (no photocopy, fax, reminder or statement of account) to avoid duplicate payments. Suppliers are paid by bank transfer within 30 days from the invoice date.

For any new supplier, you must request a RIB with the suppliers bank information:

French company: name of the bank + city + IBAN account + SWIFT code (or BIC)
EU company: name of the bank + city + IBAN account + SWIFT code (or BIC)
U.S. company: name of the bank + complete bank address + account number + ABA or routing number + recipient address
International companies (other than EU and US): name of the bank + complete bank address + account number + SWIFT code (or BIC) + recipient address

Payments to outside suppliers are made once a week and payment requests should be sent to accounting by Thursday at the latest in order for the payment to be made the following week (please take into account internal mail delays). The bank transfer is then sent to the bank in the middle of the week and a confirmation is mailed to supplier. Remember that for invoice payments, you do not need to complete the advance/payment request form.