Accounts Payable PO Payment Inquiry
FREQUENTLY ASKED QUESTIONS


What is the PO Number?
What is the Check Number?
Who do I contact regarding credit card orders/payments?
How do I get paid electronically (a.k.a. direct deposit)?
Where can I send invoices?
Who should I contact to answer my questions regarding my PO payment inquiry?
How does my organization get a copy of LLNL's Resale (Tax Exempt) Certificate?
What is Lawrence Livermore National Laboratory's Federal Tax ID Number?
When does LLNL mail checks?
How long should I wait to receive a check in the mail?
What is the Invoice No?
What is the Invoice Amt?
What is the Invoice Paid Amt?
What is the Sch Pay Date?
What is the Payment Date?
What is the Payment Amt?
What is the Pay No/ID?
What is a Dscn Taken?
What is a Description?
What is a Hold Reason?


What is the PO Number?

The PO Number is the purchase order number or release number issued by Lawrence Livermore National Laboratory (LLNL). The PO number is a seven digit alphanumeric field that begins with the letter B followed by six numbers, or begins with three letters, followed by four numbers. This website does not contain any information on credit card or Non-PO payments. For information on credit card orders, please call LLNL Procurement Customer Support at (925) 423-3448. For information on all other Non-PO payment inquiries, call (925) 424-4444, Planning and Financial Services (PFS) Help Desk. All invoices received must have an LLNL PO number printed on the invoice, or the invoice will be returned to the vendor.

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What is the Check Number?

The check number is the last six digits of the check number that LLNL issued to your organization.

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Who do I contact regarding credit card orders/payments?

If you are inquiring about a credit card order/payment, please call LLNL Procurement Customer Support at (925) 423-3448.

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How do I get paid electronically (a.k.a. direct deposit)?

As a recipient of payments from Lawrence Livermore National Laboratory (LLNL), your organization may be able to take advantage of LLNL’s Electronic Funds Transfer (EFT) Program. EFT (a.k.a. direct deposit) may be more cost effective for your organization. EFT payments are automatically and securely deposited into your designated bank account; they are sheltered from opportunities for mis-routing, theft, and forgery. EFT is also more cost efficient for LLNL and is our preferred payment method for payments.

If you wish to participate in EFT, you can download the LLNL Electronic Funds Transfer Enrollment Form .
Click here to download the form in Adobe Acrobat
Click here to download the Adobe Acrobat Reader
Click here to download the form as a Microsoft Word document
MS Word 2013 requires users to VIEW/Select Edit document in order to type in the form

You can return the completed Authorization Agreement For Direct Deposits form (EFT Enrollment Form) to the EFT Coordinator at the address on the bottom of the form or by email to eft_request@llnl.gov.

If you have any questions, please call the Planning and Financial Services (PFS) Help Desk at (925) 424-4444.

 

 

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Where can I send invoices?

All invoices related to purchase orders issued by LLNL, except credit card invoices/receipts, e-mailed to AP_Invoice@llnl.gov, by fax to (925) 422-2384 or may be either mailed to the address below. For information on credit card orders, please call Procurement Customer Support at (925) 423-3448.

UC/LLNL
Accounts Payable
P.O. Box 5001
Livermore, CA 94551-5001

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Who should I contact to answer my questions regarding my PO payment inquiry?

Contact the Planning and Financial Services (PFS) Help Desk at (925) 424-4444.

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How does my organization get a copy of LLNL's Resale (Tax Exempt) Certificate?

Your Buyer will be able to furnish you with LLNL's Resale Certificate should our purchase qualify for Resale.

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What is Lawrence Livermore National Laboratory's Federal Tax ID Number?

Lawrence Livermore National Laboratory's Federal Tax Identification Number is 20-5624386.

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When does LLNL mail checks?

LLNL prints checks in the Monday, Tuesday and Thursday mornings and mails them on the same day the checks are printed.

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How long should I wait to receive a check in the mail?

If your organization has not received LLNL's check within 2 weeks, please contact the Planning and Financial Services (PFS) Help Desk at (925) 424-4444. LLNL Accounts Payable's policy does not allow reissuance of lost checks if it has not yet been 14 calendar days from the date the check was issued. To eliminate the possibility of any misdirected checks in the future, you may want to participate in Lawrence Livermore National Laboratory's Electronic Funds Transfer, please click here to download the LLNL Electronic Funds Transfer Enrollment Form. Electronic Funds Transfer may be more cost effective for your organization. Electronic Funds Transfer provides many advantages, including faster deposits for your organization, without time consuming trips to the bank. In addition, Electronic Funds Transfer is a much safer way to receive payments. Statistically, check fraud is much higher than with Electronic Funds Transfer payments. Electronic Funds Transfer is also more cost efficient for LLNL and is our preferred payment method for PO payments.

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What is the Invoice No?

The invoice number is the invoice number your organization has provided on the invoice(s) issued to LLNL.

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What is the Invoice Amt?

The invoice amount is the amount that is entered from your organization's invoice; the amount is the gross amount and does not net any discounts taken, but may include a deduction we have taken.

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What is the Invoice Paid Amt?

The invoice paid amount is the amount that is entered from your organization's invoice less any deductions and/or discounts taken.

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What is the Sch Pay Date?

The scheduled pay date is the day that the payment is scheduled to pay in LLNL's Accounts Payable system according to the purchase order terms. LLNL Accounts Payable uses the date the invoice is first received at LLNL for the invoice date. If the payment has been made, this field will be blank. In addition, we pay seven days in advance of the scheduled due date to allow for delivery time of your invoice and delivery time of our payment.

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What is the Payment Date?

The payment date is the day LLNL transmitted your organization's Electronic Funds Transfer payment or the date LLNL printed and mailed your organization's check. If the scheduled payment date falls on a Saturday, Sunday, or LLNL holiday, the payment will occur on the next LLNL business day. If the payment date falls on a Monday, Tuesday or Wednesday, and your organization is receiving Electronic Funds Transfer payments, the deposit to your bank account will occur two business days later. If the payment date falls on a Thursday or Friday, and you are receiving Electronic Funds Transfer payments, the deposit to your organization's bank account will occur one business day after the payment date.

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What is the Payment Amt?

The payment amount is the amount that LLNL issued to your organization. The payment amount could be a sum of multiple invoices. There is no limit on the number of invoices that we may pay you in one payment amount.

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What is the Pay No/ID?

The payment number is the last six digits of the check number that we issued to your organization. The ID number is the Electronic Funds Transfer trace number that you can use to have your bank trace any Electronic Funds Transfer payments that we have made to your organization's bank account, which you may not have been able to identify. There will either be a check number, an Electronic Funds Transfer trace number, or a wire transfer number populated in this field.

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What is a Dscn Taken?

The discount taken is the discount that is taken according to the purchase order terms.

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What is a Description?

This is a description that we have entered into the Accounts Payable system to relay a message to your organization indicating the amount and reason for any deduction taken.

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What is a Hold Reason?

If this field is populated, it is because your invoice has not been paid because the invoice is on hold for one or more of the reasons listed in this field. The possible Hold Reasons are as follows:

Certification Required - The LLNL Contract Administrator, SASS Administrator, or Requester needs to sign off on the invoice.
Freight amount exceeds 74.99 - The freight exceeds $74.99; therefore, we need a copy of the freight bill.
Freight Not authorized on PO - Freight is not authorized according to the purchase order. If you feel freight should be payable, please contact your LLNL Contract Administrator to request a change to the PO.
Hold all unvalidated invoices for supplier - Tax forms are required from Vendor. Questions can be directed to the Planning and Financial Services (PFS) Help Desk at (926)424-4444.
Invoice amount over 100k - Invoice amount is over $100k, awaiting required Manager Approval.
Service date is outside of PO date range - The billing period on the invoice is outside of the purchase order date range.
Invoice is for retention - Payment of retention will be released per terms of order.
Invoice is not matched to or reference a PO - Invoice distribution is not fully completed, AP is still procesing at this time.
Invoice price exceeds purchase order price - The invoice bills for an incorrect unit price or invoice exceeds the total dollar amount of the purchase order. Please contact your LLNL Contract Administrator to request a change to the PO.
Invoice to be paid on manual check - Special handling is required. Question can be directed to the Planning and Financial Services (PFS) Help Desk at (925)424-4444.
PO is on hold for all payments - The purchase order is on hold for all payments. Questions can be directed to the Planning and Financial Services (PFS) Help Desk at (925)424-4444.
Quantity billed exceeds quantity ordered - The quantity of items billed exceeds the quantity of items ordered.
Quantity billed exceeds quantity received - The quantity of items billed exceeds the quantity of item received.
Special Terms and Conditions Required - Special terms and conditions of the order must be met before payment can be made, AP is still processing at this time.
Total of invoice distribution does not equal invoice amount - Invoice distribution is not fully completed, AP is still processing at this time.


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