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Invoice for LASA 2012 Book Exhibit

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REMITTANCE COPY

LASA 2012 BOOK EXHIBIT

(May 24, 2012 - May 26, 2012)

SAN FRANCISCO MARRIOTT MARQUIS - SAN FRANCISCO, CA

REMIT TO:

FREEMAN

P.O. BOX 650036

DALLAS, TEXAS 75265-0036

(214) 445-0184 FAX

FOR QUESTIONS CONCERNING CHARGES ON THIS INVOICE CALL: (714) 254-3410

FOR QUESTIONS CONCERNING OUTSTANDING BALANCES CALL: (214) 445-1000

BOOTH #:

INVOICE #:

CUSTOMER #:

LASA 2012 BOOK EXHIBIT

(May 24, 2012 - May 26, 2012)

SAN FRANCISCO MARRIOTT MARQUIS - SAN FRANCISCO, CA

BILL TO:

UNIVERSIDAD DE CHILE

ATTN:

DIAGONAL PARAGUAY 205

ED. CORPORATIVO 2ND FL

SANTIAGO, CL 8320000 CL

PHONE:

FAX:

EMAIL:

EXHIBITOR:

UNIVERSIDAD DE CHILE

ATTN:

DIAGONAL PARAGUAY 205

ED. CORPORATIVO 2ND FL

SANTIAGO, CL 8320000 CL

PHONE:

FAX:

EMAIL:

BILLING SUMMARY

DATE DESCRIPTION INVOICE AMT PAYMENT AMT BALANCE
Totals

BALANCE DUE: USD

Payment is due upon receipt of invoice. Customer is bound by the Payment Terms and Conditions included in the Service Manual.

Please note that there may be additional charges (i.e. Dismantle Labor, Material Handling, Exhibit Transportation, etc.) incurred after the printing of this invoice. The customer is responsible for all charges.

THANK YOU FOR YOUR BUSINESS

FOR DETAILS SEE NEXT PAGE

TELL US WHAT YOU THINK! Freeman is committed to providing great customer service.

To help us serve you more effectively in the future, please visit the URL address below to provide us feedback on your service experience. Your input will provide us with the insight needed to ensure that our customer service is in line with your expectations.

BANK TRANSFER / CREDIT CARD AUTHORIZATION

PLEASE PAY THIS AMOUNT: USD

METHOD OF PAYMENT:

Company Check details:

Please make check payable to Freeman. Checks must be drawn on U.S. or Canadian bank. ("U.S. FUNDS" MUST BE PRE-PRINTED on Canadian checks.)

Please reference invoice # on your remittance.

Bank Transfer details:

Bank Transfer to Bank of America, N.A.: Dallas, TX

Wire Transfer ABA#: ACCT #:

International Wire Transfer Swift Code: ACCT #:

ACH Direct Deposit ABA#: ACCT #:

Please reference Invoice number and Customer number on all Bank Transfers so we may properly credit your account.

NOTE: customers are responsible for any bank processing fees.

Credit Card details:

For your convenience, we will use this authorization to charge your credit card account for the balance due, and any additional amounts incurred as a result of orders placed by your representative.

Account No. Exp. Date

Cardholder name:

Signature:

Cardholder Billing Address

City/State/ZIP

Email Invoice to:

Please review and enter any missing information.

Reference Invoice #:

Customer #:

Booth #:

Signed confirmation:

Spanish correspondence excerpt from page 4

Remito a usted liquidación del Banco de Chile, correspondiente a comisión por transferencia bancaria de US$ 310,36.

Conforme con lo anterior, solicito ingresar la cantidad de $ 26.847 a la Unidad de Tesorería de esta Dirección, emitiendo cheque por dicho valor a nombre de Universidad de Chile.

Saluda atentamente a usted,

Additional notes:

Printed name:

Title:

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What the Invoice for LASA 2012 Book Exhibit Is

The Invoice for LASA 2012 Book Exhibit is a billing document used by exhibitors, publishers, or conference vendors to itemize exhibit purchases and services related to the LASA 2012 conference book exhibit. It records seller and buyer details, line‑item descriptions, quantities, unit prices, applicable taxes, payment terms, and an invoice number for accounting, reconciliation, and tax reporting purposes. While not a tax return itself, the invoice supports bookkeeping and may be a source document for 1099 reporting, sales tax collection, and internal audit trails.

Why a Clear LASA 2012 Book Exhibit Invoice Matters

A well‑prepared invoice reduces payment delays, supports tax and audit requirements, and documents the commercial exchange between exhibitor and event organizer. Accurate invoices help avoid disputes and ensure both parties can reconcile event services against budgets and contracts.

Why a Clear LASA 2012 Book Exhibit Invoice Matters

Who Typically Prepares and Receives This Invoice

Common users include exhibitors, conference book vendors, event accounting staff, and institutional purchasers responsible for conference expenses.

  • Exhibitor finance staff preparing itemized billing for exhibit space, books sold, or shipping and handling.
  • Conference organizer accounts payable teams that collect vendor invoices and reconcile against event contracts.
  • University purchasing or departmental administrators who review invoices for grant or departmental reimbursements.

Recipients include university departments, libraries, purchasing offices, and individual buyers who require clear documentation for reimbursement or tax records.

Who Signs and Approves the Invoice

Exhibitor Contact

The exhibitor or vendor account manager who issues the invoice. This person should be authorized to bill the organization and answer questions about line items, shipping, and discounts. Include full contact details and billing address for vendor reconciliation.

Purchasing Approver

A department approver or purchasing agent at the buyer institution who has budget authority. This signer confirms the goods or services were delivered and authorizes payment according to institutional payment terms and policies.

Required Invoice Fields at a Glance

Invoice Number: Unique identifier
Invoice Date: MM/DD/YYYY
Vendor Name: Legal entity
Buyer Name: Payee name
Line Items: Description and amounts
Payment Terms: Due date and late fees

Consequences of an Incorrect or Missing Invoice

Payment Delays: Invoice rejection
Accounting Errors: Misstated revenue
Tax Risk: Incorrect reporting
Audit Exposure: Missing backup
Contract Disputes: Unclear obligations
Backup Withholding: 24% rate risk

Common Mistakes to Avoid

  • Omitting the invoice number or duplicate numbering that confuses accounts payable and delays processing.
  • Failing to include the buyer's purchase order or contract reference, which often triggers manual review or rejection.
  • Using unclear line descriptions such as 'services' without dates, quantities, or unit prices, creating reconciliation work.
  • Not specifying payment terms or late fee policy, which can lead to disputes and delayed collections.

Step‑by‑Step: Filling Out the Invoice

Follow these sequential steps to complete the invoice so it is ready for submission and processing by buyer finance teams.

  • 01
    Create Header: Add invoice number, date, vendor, and buyer
  • 02
    Itemize Charges: List line items with quantities and unit prices
  • 03
    Calculate Totals: Apply taxes, discounts, and compute grand total
  • 04
    Sign and Deliver: Sign, attach supporting docs, and send to accounts payable

Where to Send or File the Invoice

Use clear routing so invoices reach the correct accounts payable queue and avoid delays caused by misaddressed submissions.

  • Email to AP: Send PDF to buyer accounts payable email
  • Portal Upload: Upload to buyer procurement or vendor portal
  • Mail Remittance: Send paper copy to remittance address when required
  • Attach PO: Include purchase order or contract reference

Digital Workflow Settings for Invoice Submission

Configure the invoice workflow to automate routing, reminders, and authentication for efficient processing.

Field Configuration
Sender Vendor account with billing contact
Routing Order Recipient sequence for approvals
Authentication Email or SMS code verification
Reminders Automatic follow-ups for unpaid invoices

Technical Formats and Integration Options

Choose interoperable file formats and integrations to match buyer systems and reduce manual rekeying.

  • File Types: PDF, DOCX, XLSX
  • Integrations: NetSuite, Salesforce, Google Workspace
  • eSignature: Supports audit trail and authentication

Ensure chosen formats and integrations align with buyer requirements and accounting system import capabilities.

Typical Deadlines and Payment Expectations

Define clear dates on the invoice and be aware of standard tax and reporting schedules that affect recordkeeping.

Invoice Issue Date:

Date the invoice is prepared and governs payment timing

Payment Due Date:

Commonly Net 30 unless otherwise specified

Late Payment Terms:

Include late fees and effective date for penalties

Tax Reporting Window:

Retain supporting invoices for IRS three‑year standard

Conference Submission:

Submit vendor invoices before event closing for timely settlement

Key Processing Milestones for an Invoice

A concise sequence helps teams track status from issuance through reconciliation and payment.

01

Issue Invoice

Vendor creates and numbers the invoice

02

Send to Buyer

Invoice delivered via email or portal

03

Buyer Approval

Accounts payable validates and codes the invoice

04

Payment and Reconciliation

Payment processed and records updated

How This Invoice Differs from Related Documents

Compare the LASA 2012 Book Exhibit invoice with common documents to avoid confusion during procurement and accounting.

Document Exhibit Invoice Purchase Order
Purpose bill for delivered goods request to purchase
When Issued after sale or delivery before fulfillment
Requires PO sometimes typically yes
Tax Record supports reporting may trigger invoice

eSignature Vendor Pricing and Capability Comparison

Compare starting prices and key capabilities for eSignature providers often used to send and sign invoices; signNow appears first for parity in this comparison.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Real‑World Examples Using Invoices for Conference Exhibits

These brief examples show how organizations used invoices to bill exhibit fees and reconcile payments efficiently.

Optica Ventures

Optica used a numbered invoice system for exhibit orders and materials

  • The approach reduced reconciliation time by consolidating chargebacks
  • The vendor reported fewer vendor inquiries and a clearer audit trail for year‑end reporting.

Martin Properties

Martin Properties issued consolidated invoices for multiple booth services

  • Combining line items simplified AP approvals
  • The practice improved payment timing and reduced duplicate remittances for event logistics.

Practical Tips for Accurate and Efficient Invoicing

Adopt consistent templates, clear line items, and electronic delivery to minimize processing time and errors.

Use a Standard Template
Standardize fields such as invoice number, date, item description, and payment terms to reduce manual corrections and speed buyer approvals.
Reference Contracts and POs
Always include the contract or purchase order number to enable automated PO matching and faster processing within institutional AP systems.
Attach Supporting Documents
Include packing slips, receipts, or delivery confirmations to substantiate charges and prevent disputes during invoice review.
Prefer Electronic Delivery
Send invoices as searchable PDFs via email or portal to reduce mail delays, lower costs, and enable easier archival and retrieval.

Common Questions About the Invoice for LASA 2012 Book Exhibit

Answers to frequent questions about completion, legal validity, eSigning, and recordkeeping for the exhibit invoice.


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