Submit Invoice

1. Payment Status

  • For payment enquiries, please email: [email protected].
  • NTU does not accept hardcopy PO invoices. All PO invoices must be submitted via Ariba. Once submitted in Ariba, do not send the invoice via other means, as Finance only accepts a single submission through Ariba.

 

2. Suppliers’ E-Invoice Number 

The E-Invoice Number is a unique identifier assigned by the supplier to each invoice.  This number allows both the supplier and NTU to track the invoice throughout the payment process, ensures the invoice corresponds to the correct Purchase Order (PO) and transaction, and prevents duplication by maintaining uniqueness within the supplier’s records.

 

3. Submitting E-Invoices in Ariba

  • Ariba E-Invoices take precedence over any manually attached invoices.
  • E-invoices submitted via Ariba will serve as the source of truth for payment.

 

4. PO Invoice Information

  • All invoices should include:
  1. NTU Purchase Order (PO) number
  2. Name of the School/Department/Center
  3. Requester’s name
  • This applies to all correspondence, invoices, Delivery Orders (DO), Service Orders (SO), and Credit Notes (CN) related to the purchase.

 

5. 3-Way Match for Accounts Payable

Three-way matching involves cross-verifying related documents to authenticate an invoice before paying it out. These documents include:

  • Purchase Order (PO)

    Buyer issues PO with items, quantity, unit price, tax, delivery terms.

  • Goods Receipt (GR)

    Receiving team performs GR based on actual items & quantity received.  GR must match PO quantity and line items.

  • Supplier Invoice (INV)

    Supplier submits invoice referencing PO number.  Invoice must match PO + GR on: Item, Quantity, Unit price, Tax & Total amount.

If all match → Payment processing.
If any mismatch → Blocked invoice / exception handling.

6. Creating an E-Invoice

  • Do not check the box “Information Only.  No action is required from the customer” when creating the E-Invoice.
  • Click here for user guides on creating an E-Invoice in Ariba.