CUNYBuy Payments - Accounts Payable

The Office of Accounts Payable (AP) manages the timely processing of payments, invoices, and vouchers related to tax-levy expenses in accordance with CUNY and State Guidelines.  

CUNYBuy Receipt
In order for Accounts Payable to process payments to vendors, the following documents are required:

• Valid CUNYBuy Purchase Order (issued by the Purchasing Office)
• CUNYBuy receipt entered by the end-user
• Original invoice from the vendor

Note:  Once service or merchandise is received, a receipt must be created by the end-user.

How To Create a CUNYBuy Receipt - (Creating Receiving Reports in CUNYBuy)

• If the Purchase Order line is dollar-based, then an "Amount Receipt" must be entered. For example, a "blanket" Purchase Order (PO) for telephone services or Proftech, then adjust the "Price" field to reflect the amount billed on the vendor's invoice.
• If the Purchase Order line is quantity-based, then a "Quantity Receipt" must be entered, and the "Receipt Quantity" field must be adjusted to reflect the actual quantity of goods received. For example:
  • If 12 mugs were ordered, and only 10 were received, input 10 in the "Quantity" field.
  • If 12 mugs were ordered, and 12 arrived, but 2 were broken, input 10 in the "Quantity" field.

Note: All invoices and packing slips must be signed and uploaded to the CUNYBuy system.

Inspection of Merchandise

A mandatory inspection in CUNYBuy is required for all items listed below: