Stantec has implemented an accounts payable imaging and workflow solution whereby vendor invoices will be routed electronically for approval and workflow. This system change will reduce the lag time that is inherent in a manual paper-based process and will improve the efficiency with which transactions are processed.
We encourage you to support Stantec’s commitment to sustainability by submitting electronic invoices as a PDF or TIFF attachment to an email and sending it to SAPinvoices@Stantec.com. Electronic invoices can help reduce the costs and delays associated with printing, processing, mailing, and storing paper invoices. E-invoices will also enable you to deliver your invoices to us immediately, ensuring that they will be processed and approved in a timely manner.
To accommodate our system the invoice must be submitted as an attachment to an email in either a PDF or TIFF format. When submitting invoices via email please remember the following requirements:
- Invoices must be sent in supported file formats, i.e., multi-page PDF or multi-page TIFF.
- Send only one invoice per attachment.
- A single email message may have multiple attachments.
- Email messages must be smaller than 10 megabytes (10485760 bytes).
If your billing system can output invoices in PDF or TIFF formats without printing first, it would be the preferred method. This should result in a high quality image of a smaller file size.
When scanning your paper invoices to create PDF or TIFF files, please use our recommended scanner settings which balance quality and file size.
- Resolution: 300 DPI
- Color Depth: Black & White (1bit)
- Exclude blank pages
Always consult your IT department to determine your system’s capabilities and before purchasing or downloading any software.
Microsoft Office Document Image Writer is included with Microsoft Office Document Imaging and can create multi-page TIFFs from any application capable of printing. http://office.microsoft.com/en-us/help/hp010771031033.aspx
A plug-in is available for Microsoft Office 2007 which allows saving documents in PDF format. http://www.microsoft.com/downloads/details.aspx?FamilyID=4d951911-3e7e-4ae6-b059-a2e79ed87041&displaylang=en
Invoice Information Requirements
Your assistance is required for this process to be effective. When submitting invoices to Stantec please ensure that you clearly identify the following on your invoice:
- The Stantec project and task numbers for which the services or goods were ordered. These may be displayed as the purchase order number if appropriate for your system. Please contact your Stantec project manager if you are unsure of the project and task number to use;
- The "ship to" address or office ordering the services or goods and the full name of the Stantec employee who placed the order.
As a recipient of payments from Stantec, your organization may be able to take advantage of Stantec’s Electronic Funds Transfer (EFT)/Automated Clearing House (ACH) program. Electronic payments are not subject to handling and mailing delays associated with paper checks. In addition, electronic payments are automatically and securely deposited into your organization’s designated bank account. They are sheltered from the risk of misrouting, theft and/or forgery.
If you would like to receive electronic payment, please select the appropriate form:
Completed forms should be sent via email to firstname.lastname@example.org.
Should you require further assistance, please send an email to email@example.com.