1. Analytical Services Invoicing Toolkit
Dick Sevier
C-TAP Coordinator

2. 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…

3. 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

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

5. 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).

6. 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

7. 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 address.
Address Info: self explanatory
Date of Service: I use date service was completed
Description: short description of services provided

8. Info Needed, cont’d
Oracle Fusion Cloud Codes: fund, department, cost center. I use account code 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 address.
Address Info: self explanatory
Date of Service: I use date service was completed
Description: short description of services provided

9. Sample Invoice, top half

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

11. 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!

12. If You Have Questions… My Contact Info: