Invoice Q&As

There are several ways. Go to the Invoice Status page and choose one from the given list. Depending on your selection, you will be presented with a form where you may enter a Vendor Number, Purchase Order Number, Check Number or Payment Date(s). You can easily sort any displayed data for quick look-up. If the invoice was paid, by clicking on the invoice number, the screen will display the check number, date paid, discount amount taken (if applicable), and any other invoices paid on that check. If payment is in progress, the scheduled payment date will be displayed.

What is a "Vendor Number"?

A Vendor Number is a 10 digit number assigned to a vendor's name and address. The first 7 digits are unique to the vendor (this is called the Vendor Base) and the last 3 digits are the Location Code (which can vary depending on the address). A Vendor Number can be used exclusively by Purchasing to solicit bids and issue purchase orders or can also be used by Accounts Payable for remittance purposes.

Can a vendor have more than one Vendor Number?

Yes, if a vendor's name changes or if the vendor has different mailing addresses, particularly a PO Box for remittance purposes, multiple Vendor Numbers will be assigned.

How do I find out what my Vendor Number is?

Your Vendor Number is shown on every purchase order and remittance statement sent to you.

Why is my invoice not listed on the Invoice Status System?

The most common reasons why invoices are not listed are:

Your Invoice was not received by Accounts Payable (see Invoicing Instructions for the correct mailing address).

Your invoice was received but the purchase order number and/or order release number was missing or incorrect.

Your invoice was received but the purchase order was not approved in the system by Purchasing.

Your invoice was received but the order release was not approved in the system by the O&R user.

Why is my invoice paid for a lesser amount?

The most common reasons why invoices are paid for a lesser amount are:

Freight charge was incorrect

Unit price(s) was incorrect

Sales tax was removed - O&R's direct pay permit number for New York is DP000101 and for New Jersey is DP131-727-729/000

Quantity received was less than invoiced

Claim was issued against invoice by the user

Proof of delivery is required

Line item(s) were not covered on purchase order

Item was not paid per user request

Contract retention was withheld

Why are my invoices open or on hold?

The most common reasons why invoices are open or on hold are:

User's approval is needed

Invoice contains an incorrect unit price

Purchase order dollar authorization has been exceeded

Purchase order has expired

Insurance has expired

Purchase Order has not been issued

How do I get a copy of Orange & Rockland's NY or NJ Sales & Use Tax Direct Payment Permit?

For your convenience, we have posted images of our Direct Payment Permits on our Web site. To keep a copy in your files, either print out the Web page or right click on the image and save it electronically.

How do I find out what invoices were paid on a check that I received?

1. Go to the Invoice Status by Check Number page and enter your check number and click on the submit button. You will be presented with the invoice(s) paid on that check.

2. Go to the Invoice Status by Vendor Number or Purchase Order page. Depending on what method you chose, enter the appropriate information and click on "submit". On the resulting page, click on any invoice number that was paid on the check in question. You will be presented with all invoices paid on that particular check.

How do I find out what invoices were paid on a wire transfer to my bank?

Go to the Invoice Status by Payment Date page, then enter your Vendor Number and the date the money was received in your account. You will be presented with all invoices paid on that date or period of time.

What should I do if I do not receive a check that was mailed?

If you do not receive a check after two weeks, you can send an e-mail to the Accounts Payable Group, requesting that a stop payment be put on the check and the check be re-issued.

Where should I send my invoices?

Please refer to Invoicing Instructions for mailing information.

What information is required on my invoice?

Please refer to Invoicing Instructions for the proper invoicing requirements.

What is your fax number?

Our fax number is 212-533-7004.

What if I have trouble using the Invoice Status System or have other questions?

If you need assistance, you may contact the Accounts Payable Group, Accounts Payable Supervisor. Please include your Vendor Number or Purchase Order Number in your correspondence.