Business Services
INVOICING AND ACCOUNTS RECEIVABLE PROCEDURES
The standard invoice form (available from Cashier Services Department at 608-262-8973) or General Accounts Receivable Request Form must be used for all accounts receivable unless otherwise agreed upon with the Cashier Services Department.
Each department is responsible for preparing its own invoices, except for program registrations taken by a registration unit on behalf of the department. The on-line registration system generates invoices as a part of the program closing process.
Double-check all information on the completed invoice form before sending to Cashier Services for mailing. Retain the blue copy in your department. The first 5 copies of the completed invoice form should be sent to Cashier Services, Room 104 Extension Building.
If materials or books are being sent out and you wish to send the invoice form in the package, then the first three copies (white, yellow, and green) may be included in the package. The next two copies (pink and gold) must be sent to Cashier Services, Room 104 Extension Building.
Requests to adjust or cancel any accounts receivable invoice must be in writing to Cashier Services, Room 104 Extension, with an approval signature and date. This information may be faxed to Fax Phone number 608-265-3156 or by E-mail to Nancy Dahmen at nancy.dahmen@uwex.edu. Phone requests will not be accepted. Cancel requests must include a reason for canceling.
All payments on invoices must be sent to Cashier Services, Room 104 Extension Building. The remittance address on the invoice form should not be changed, since Cashier Services is responsible for collecting all accounts receivable payments.
Accounts receivable invoices will be entered on the Cashier Services' computer accounting system. This will generate an invoice and cash register report showing the entry of the invoice. Further activity concerning the invoice will be shown on subsequent invoice and cash register reports on the day(s) the activity is entered. All outstanding invoices will be shown on the month end accounts receivable listing for each department.
A series of reminder billings will be generated for non-payment of the invoice. The reminder billings are done on the 1st and 15th of the month starting when the invoice has been outstanding for more than 45 days. Departments will be notified by a reminder billing copy when the invoice is over 75 days past due.
Departments should immediately advise Cashier Services of any dispute or problems with any accounts receivable invoices. Our office will continue to send reminder billings and eventually send the account to a collection agency, unless advised to do otherwise.
Blank invoice forms may be obtained from the Cashier's office, Room 104 Extension Building, phone 608-262-8973.
Preparing An Invoice
The following explains required information on inVoice Forms.
- FY
- Fiscal year to which the invoice pertains.
- Fund Acct Rev
- The fund, account, and revenue code where the funds should be deposited.
- Dept. No.
- Your complete Unit Division and Department number.
- Prog. No.
- The program number assigned by the Instructional Form or 0000 for non-program related invoices. NOTE: If the invoice is for multiple Fund Acct Rev or multiple programs then the coding should be typed below the words 'University of Wisconsin' with the dollar amount due for each multiple shown with its coding.
- Bill To:
- Be as complete and accurate as possible. The format must be as follows:
- Company Name
- Attention Line
- Street Address or Post Office Box
- City, State, Zip + 4
The City, State and zip code must be on the last line of the address. Do not type any other information below that line in the address block.
- Date
- The date the invoice is being typed and sent to Cashier Services.
- Purchase Order No:
- Include the purchase order number, requisition number, blanket order number, or Ordered by information provided by the party being billed. Attach copies of documentation to assist in collection.
- Quantity
- The number of enrollments, books, brochures, pamphlets, etc. being billed.
- Description
- The complete description of the item purchased, service provided, or the enrollee(s) name(s) and the program attended. Be sure to include dates, locations, dates shipped, and any other pertinent information in this space.
- Unit Price
- The 'per item' price or 'per enrollment' fee.
- Amount
- The total amount due for that line (quantity X unit price).
- Shipping and Handling charges should be shown as a separate line.
- The amounts should then be subtotaled. State only or state and county sales tax should also be shown on a separate line. The rate (5% or 5.5%) should be indicated.
- Total
- The total of all items in the amount column plus any tax charged.
- Taxable
- The taxable amount should be shown on the line provided. This amount would be the base amount plus the tax.
- County
- The county code for county sales tax collections.