Stanford Health Care’s payment services network is committed to serving as a collaborative partner to our vendors. To help standardize the procure-to-payment experience, this webpage is here to bring attention to key policies and helpful resources.

PROCURE-TO-PAY RESOURCES

Invoicing Standards

Invoices MUST list the purchase order (PO) number issued for the respective goods and/or services:

Purchase Order number must appear on all invoices, packages and correspondence pertaining to goods and services. If there are inconsistencies on the purchase order, please contact the BUYER listed on the purchase order prior to billing. The invoice must display the complete alpha-numeric purchase order string exactly as it is displayed on the purchase order document. Purchase order numbers typically follow alpha numeric patterns like:

• Begins with the number “2” and is 8 digits in total (SHC – Stanford Health Care) 
• Begins with the number “4” and is 7 digits in total (SBC – Stanford Blood Center)
• “11xxxxxxxx SCAP” or “12xxxxxxxx SPRJ” 
• "(3 to 5 digit number) - 0001- SSVC" (or with SBPO, SCAP, SPRJ)
• Invoices containing purchase orders beginning with a “3” and are 10 digits in total should be sent to Lucile Packard Children’s Hospital (LPCH) Accounts Payable: ap@stanfordchildrens.org
• Invoices containing purchase orders beginning with a “14” and are 8 digits in total should be sent to Valley Care Hospital (VC) Accounts Payable: AcctsPayable_VC@stanfordhealthcare.org

Please ensure your invoice content matches the purchase order content: This will improve our ability to match your invoice to the purchase order and will help with prompt payments. If there are inconsistencies between invoice and purchase order content, please contact the buyer listed on your Purchase Order. Credits: Clearly identify as a “credit” and provide reason for credit. Reference original invoice number if a return.

Paperless: We can only process invoices electronically (EDI or Email.)

Preferred Format for Emailed Invoices

Stanford Health Care leverages an OCR solution to expedite the processing of our non-EDI invoices. We are constantly trying to improve our invoice processing capabilities and will continue to work with our technology resources to evolve data capturing performance. In order for us to quickly issue payment, please follow the current requirements below when emailing invoices:

• Use 8½ X 11-inch size, white paper with black ink. No colored paper
• One invoice per document file. Multiple invoices within one PDF document will fail
• PDF file name should not include any special characters (#, @, (), {}, [], /\, %, $, ^, &,*,’, “)
• Do not use dot matrix printing
• Portrait orientation (not landscape)
• Not handwritten
• If taxable and non‐taxable items included on same invoice, separate the total taxable and total non‐taxable
• Include vendor contact information and remittance information. Include vendor EIN or TIN
   

Payment Terms Offered:

Vendors/ Contracted and Re-Negotiations (not including rent, physicians, government, utilities, etc..) shall move to one of the following Options:

• N60 for Suppliers who join Paymode X Basic, unless they offer early pay discounts
• N45 for Suppliers join the Paymode-X Premium
  • Paymode X program sign up visit:  http://www.paymode.com/stanfordpayments

• N15 by Accepting our JPM Chase SUA Program (Epayables) Email: SHC-AP-Epayables@stanfordhealthcare.org