Instructions for AABS Departments
The Digital Mail Room is an OCR/AI technology that reads invoice data from an emailed pdf or mailed scanned invoice image. It then creates the invoice and feeds the invoice data, along with the invoice image, into AggieBuy and into the AggieBuy workflow. AABS will continue to manage the process to ensure your invoices are paid in an accurate and timely manner. In order to facilitate this new process and to get your invoices processed appropriately, please take the following actions:
- Continue to send all invoices received in your department to AABS, along with the DCS. AABS will work with FMO to get them processed in the Digital Mail Room.
- For invoices that are already going to FMO and being processed through the Digital Mailroom, AABS will contact your department to request a DCS to authorize us to review and approve the invoice on your behalf.
- For Non-PO purchases made outside of AggieBuy:
- Ask your vendors to email invoices directly to tamu.invoices@edmgroup.com
- Provide the vendor a “PO number” that consists of your system member number and department code (for example 02- FISC.). This will help FMO to identify invoice ownership and ensure routing to an AABS Business Coordinator for review and approval.
- Be sure the “ship to address” on record with your vendor is a physical address (not a mailstop) in which a courier (FedEx, UPS, etc.) can deliver. The first line of the address should state the full department name. This will also help FMO to identify invoice ownership and ensure appropriate routing for approval.
Please contact your AABS Business Coordinators with questions