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Office of Business Operations

Accounts Receivable FAQ

Any University department that bills and receives payment from external non-student customers will use the Receivables system. An external customer is someone who pays your invoice by cash, check, credit card, or electronic payment.  If you are paid by a Journal Entry, this is generally not an external customer.

The Office of Business Operations will centrally print and send all invoices. Initially, this will occur on a daily basis (Monday-Friday), but may be adjusted as experience demonstrates.

The Office of Business Operations will issue statements only for invoices that are past due, as a component of the University’s non-student accounts receivable collections policy.  It is anticipated that these will be issued on a monthly basis

All payments will be processed by the University Cashiers located in the Office of Business Operations.  Cashiering staff will make deposits and apply them to invoices.  Departmental staff can view this activity online or via the “Unpaid Invoice Report”.

The Office of Business Operations is responsible for monitoring customer history and can move a customer to an “inactive” status should the poor payment history dictate this.  Departmental staff will have access to this information within the Accounts Receivable application.

Yes, a purchase order number may be recorded and printed on an invoice.  This is accomplished using the following navigation:  Transaction > “More” tab > enter a value in the “Purchase Order Number” field.

The “Comments” field should be used to print special comments on an invoice.  The “Comments” field length is 1760 characters.

No, there is no set minimum at this time. Departments should consider the cost to print and mail an invoice and assess the return on investment when invoicing customers for small dollar amounts.

On an individual basis.

If the invoice is past due, we will be pursuing collection.

If a write-off is warranted, an adjustment should be completed. See Adjust an Invoice in the How Do I section of the Accounts Receivable page.

Any University department that bills and receives payment from external non-student customers will use the Receivables system. An external customer is someone who pays your invoice by cash, check, credit card, or electronic payment.  If you are paid by a Journal Entry, this is generally not an external customer.

The Office of Business Operations will centrally print and send all invoices. Initially, this will occur on a daily basis (Monday-Friday), but may be adjusted as experience demonstrates.

The Office of Business Operations will issue statements only for invoices that are past due, as a component of the University’s non-student accounts receivable collections policy.  It is anticipated that these will be issued on a monthly basis.

All payments will be processed by the University Cashiers located in the Office of Business Operations.  Cashiering staff will make deposits and apply them to invoices.  Departmental staff can view this activity online or via the “Unpaid Invoice Report”.

The Office of Business Operations is responsible for monitoring customer history and can move a customer to an “inactive” status should the poor payment history dictate this.  Departmental staff will have access to this information within the Accounts Receivable application.

Yes, a purchase order number may be recorded and printed on an invoice.  This is accomplished using the following navigation:  Transaction > “More” tab > enter a value in the “Purchase Order Number” field.

The “Comments” field should be used to print special comments on an invoice.  The “Comments” field length is 1760 characters.

Yes, Oracle’s Multi-Fund Account module has been implemented, which allows revenue to be split between multiple accounts using the “Distributions” tab.

No, there is no set minimum at this time. Departments should consider the cost to print and mail an invoice and assess the return on investment when invoicing customers for small dollar amounts.

On an individual basis.

If the invoice is past due, we will be pursuing collection.

If a write-off is warranted, an adjustment should be completed. See Adjust an Invoice in the How Do I section of the Accounts Receivable page.