Analytical Services Invoicing Toolkit Dick Sevier C-TAP Coordinator 02-09-2017

Invoicing Customer - Invoicing is where customer is asked for payment Several ways to invoice customer Have department finance people do it Lab software can do it (iLabs, etc.) Have Boise State Accounts Receivable (AR) do it Only method we’ll talk about here…

Invoicing by Accounts Receivable AR will send invoice to customer If client does not pay within 30 days, AR will Send additional invoices on a monthly basis to customer Inform you of delinquency and allow you to communicate to client

Invoicing by Accounts Receivable Ask client if they prefer email invoicing or paper (default is mail) Complete invoice request form Attach to email and specify whether you wish them to email customer invoice or send it by mail.

Using Invoice Request Form From AR Excel spreadsheet to be completed by lab, dept, etc. Allows reimbursements to be made to multiple labs for a body of services provided to a single client Allows invoicing requests for multiple clients at a time. (I make a separate request for each client).

Layout of AR Invoice Request From Client 1 Information Description of Work By Lab A Oracle Fusion Cloud Account Info for Lab A $ Cost of Lab A Services   Description of Work By Lab B Oracle Fusion Cloud Account Info for Lab B $ Cost of Lab B Services Total Cost of Services Client 2 Information Description of Work By Lab C Oracle Fusion Cloud Account Info for Lab C $ Cost of Lab C Services

Info Needed for Invoice Request Billing Date: I use date that request is made Bill To: company name Contact Info (c/o, Info): Name and phone number of person at company that pays bills Note: I add a column to include email address. Address Info: self explanatory Date of Service: I use date service was completed Description: short description of services provided

Info Needed, cont’d Oracle Fusion Cloud Codes: fund, department, cost center. I use account code 391700 for test services but check with your finance person. Supplemental, interfund, project, Future1 codes are zeroes. Amount: company name Contact Info (c/o, Info): Name and phone number of person at company that pays bills Note: I add a column to include email address. Address Info: self explanatory Date of Service: I use date service was completed Description: short description of services provided

Sample Invoice, top half

Sample Invoice, bottom half Payment Options Ask client if they prefer email invoicing or paper

What Happens If Client Doesn’t Pay After client is invoiced, funds flow to the account(s) at the end of the month, regardless of whether or not the customer has paid. If a customer ultimately does not pay, the Treasury will charge back the account(s) the funds went into. Advice: Confirm that payment for services work has been received by AR before you spend that money!

If You Have Questions… My Contact Info: dicksevier@boisestate.edu 426.1022