Accounting and Budget Services

Enabling, serving and supporting others by providing timely and accurate information about university resources. We give clear direction, offer thoughtful guidance and deliver quality services.

Incentive-Based Budget Model

Project Request

Requests for Finance & Business Services related Cognos Reports, U-Stores or Website Updates.

Initiate a project request

Property Accounting

The Department of Accounting and Budget Services is responsible for the accounting controls and reporting of moveable capital assets owned or maintained by Purdue Northwest.

Please contact propmgmt@pnw.edu with questions.

Capital Asset Management and Inventory Training

Accounts Payable

Accounts Payable (AP) is responsible for auditing and processing invoices and reimbursements for payment.

Accounts Payable 101 Training

Charts

Forms

Accounts Payable Glossary

Not sure what an accounting term means? Search or scan the table below for more information!

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Term	Definition
Account	An account is a record in accounting that tracks financial transactions related to assets, liabilities, income, expenses and equity. It helps in organizing and summarizing financial data for reporting and analysis.
Accounts Payable Department	An Accounts Payable Department is responsible for managing a company's obligations to pay off short-term debts to its creditors or suppliers. This department handles tasks such as processing invoices, ensuring timely payments and maintaining records of financial transactions.
Additional Pay	Earnings an employee receives in addition to regular pay. Additional pay can refer to payments processed for awards, extra duty, bravo and other recurring or nonrecurring payments.
Automated Clearing House (ACH)	The Automated Clearing House (ACH) is a network that manages electronic payments and allows for the reversal of direct deposit payments within five business days if no wages were owed for the entire period.
ACH Form	An ACH form is used to authorize electronic payments through the Automated Clearing House (ACH) network. It allows for direct deposits and electronic transfers between bank accounts.
Best Practice	Best practice refers to a method or technique that has been generally accepted as superior to any alternatives because it produces results that are superior to those achieved by other means. It is often used as a benchmark in various fields to ensure quality and efficiency.
Corporation	A corporation is a legal entity that is separate and distinct from its owners, providing limited liability to its shareholders. It can own assets, incur liabilities and is responsible for its own debts and obligations.
Credit Memo	A credit memo is a document issued by a seller to a buyer, reducing the amount owed by the buyer under the terms of an earlier invoice. It is typically used to correct billing errors, return goods or provide a discount.
Direct Invoice Voucher (DIV)	A "direct invoice voucher" refers to a document used to process a payment directly from an invoice, without needing a purchase order. Essentially, it's a voucher created specifically to pay a supplier's invoice directly.
DocuSign	DocuSign is a platform used to electronically route forms for approval and processing. It allows users to access, fill out and manage forms such as AD Pay Forms, Administrative Supplements for Non-Exempt Staff, etc. DocuSign facilitates the process of sending templates, obtaining necessary approvals and monitoring the status of forms.

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FAQs

Send an email to PNWpayables@pnw.edu and we will be happy to check a vendor’s current status for you.

A link to the Glacier software can be found here: Glacier. You may also reach out to the Glacier Administrator for Purdue University, Jane Coleman at colema33@purdue.edu. The link may also be found above in the LINKS section of this page.

Vendor email addresses and phone numbers are necessary for Accounts Payable to be compliant with all current Purdue Fraud Prevention Practices and Procedures.

Only one invoice can be paid per DocuSign. However, if reimbursing an individual, multiple receipts may be attached to a single DIV in DocuSign.

Complete the DocuSign as a HELD check request indicating YES in the “Held Check?” field, enter in the contact name (to send the held check to), campus location, phone number and email address.

There are a couple of options available. You may try reaching out to the company and see if they are able to reprint a receipt. You may search back through emails to see if the possible receipt portion was included. Finally, as a last resort, you may fill out a certification for Missing Receipt Form

Our Accounts Payable 101 Training PowerPoint presentation is currently available on our website. The link to the training can be found here: Accounting and Budget Services. You may also request to schedule a specific training session by emailing: PNWpayables@pnw.edu. Accounts Payable also offers campus-wide training sessions on a semester basis.

When a DocuSign shows as completed, it means that the signature approvals have been completed. Many factors are involved in making a payment. Some examples of these may include whether the vendor needs to be established as a new vendor, a change needs to be made to the vendor information, terms of payment/contract, and workflow approvals through Purdue University departments after being submitted by PNW Accounts Payable. Some delays outside of the Purdue System may include whether the recipient’s bank releases the payment or the recipient receives the notification of payment, depending upon payment type.

Accounts Payable will send the vendor an invitation via email to login to the Payment Works Vendor Portal and establish an account for payment purposes.

No. Purdue has partnered with Payment Works. The vendor will be solely responsible for entering and maintaining their payment information through the vendor portal