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DATE: October 22, 1999
TO: Agency Addressed (No. 3, 1999-00)
FROM: Douglas A. Darling, Director
Division of Accounting & Auditing
Office of Comptroller

During our review of agencies' invoices, we noted some inconsistencies with the invoice transaction date recorded in FLAIR. As a reminder, the latest of the following three dates should be used as the transaction date: (1)the date the invoice was received at the location designated on the purchase order or contract (2)the date the goods and/or services were received, or (3)the date the goods and/or services were inspected and approved. In situations where these three dates are not on an invoice, we will use the invoice date as the beginning date for calculating interest due vendors under Section 215.422, Florida Statutes.

In instances where an agency requests a duplicate invoice, the original invoice date should be recorded in FLAIR. It appears some agencies are using the date the duplicate was received. If the later date is used, a prompt payment invoice would not be produced in FLAIR. This could result in a vendor not receiving interest on invoices over forty days old. We will be monitoring the usage of transactions dates and will be following up on large number of days between invoice date and warrant date.

Section 215.422(9), Florida Statutes, which required each agency to annually certify to the Comptroller their compliance with the prompt payment laws, has been amended. Effective October 1, 1999, the certification to the Comptroller is no longer required. However, evidence of compliance with the statute should be maintained by the agency.

If you have questions, please contact Reuben Helms at (850) 410-9354, SUNCOM 210-9354.

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