| A. |
All invoices are now generated via the
automated accounts receivable system. The Accounts Receivable Office will
print and mail all invoices. |
| |
1. |
Departments
with access to the automated accounts receivable system will enter invoice
information directly in the system. |
| |
2. |
Departments without direct access to the
automated accounts receivable system must complete a
Standard Invoice Entry Request Form.
Instructions
and a sample form are also available. |
| B. |
To make a change to an invoice (before it has
been mailed):. |
| |
1. |
Call Dorothy Krauss immediately at x3116, as
the invoice is sent to the customer the day after Accounts Receivable
receives the request form. |
| |
2. |
Give reasons for the needed change. |
| |
3. |
The Accounts Receivable Office will make the
appropriate changes before mailing the invoice. |
| C. |
To cancel an invoice because service wasnt
provided (after it has been mailed): |
| |
1. |
Call Dorothy Krauss at x3116 or
email Accounts Receivable. |
| |
2. |
State reason for cancellation and indicate how
you notified the customer. |
| |
3. |
Obtain your departments approval. |
| |
4. |
Accounts Receivable will cancel the invoice. |
| D. |
Once information is entered into the automated
accounting system the Accounts Receivable Office will allow one day for
the department to notify them of changes. They will then print four copies
to be distributed as follows: |
| |
1. |
Copy 1 goes to the customer for their records. |
| |
2. |
Copy 2 goes to the customer to be returned with
their payment. |
| |
3. |
Copy 3 goes into the master file in the
Accounts Receivable Office. |
| |
4. |
Copy 4 goes to the originating department for
permanent record. |
| E. |
Payments are processed by the Cashiers Office
and posted to the Shared Financial System (SFS) and the automated accounts
receivable system. This information is available to the departments in
WISDM. If you need assistance on how to get to this view in WISDM, email
Accounts Receivable or call x3116. |
| Questions about preparing automated standard
invoices can be directed to the Accounts Receivable Office in Mitchell 295
(x3116). You can also send
email for more information. |
