Cashier s Office. Income Procedure Guidance

Transcription

1 Cashier s Office Income Procedure Guidance Accounts Receivable Revised May 2013

2 Contents Introduction 1 Key Financial Regulations 2 Paying-In at the Cashier s Office 3 Paying-In Advice Income Miscellaneous Cheque 4 Guidance Notes 5 Example 1 VAT Exempt 6 Example 2 Multiple coding 7 Example 3 Reimbursement on Expenditure codes 8 Paying-In Advice Income Miscellaneous Cash 9 Guidance Notes 10 Example 1 VATable items 11 Paying-In Advice Invoices/Prepayments 12 Guidance Notes 13 Paying-In Advice Credit Debit Cards 14 Guidance Notes 15 Example Non-Invoiced Income 16 Credit/Debit Card Transactions 17 General Information 18 Guidance Notes Internal Form 20 Guidance Notes External Form 21 Sales Invoices/Credit Notes 22 Refunds General Information 23 Guidance notes - Agresso Customer 24 Example - Agresso Customer BACS 25 Guidance notes Agresso GL 26 Example Agresso GL Cheque 27 Example SAM (students & student sponsors) 28 Sales Ledger Adjustments - Credit/Debit Memos General Information 29 Guidance notes Credit memo (SAM) 30 Guidance notes Debit memo (SAM) 31 Frequently Asked Questions 32 Accounts Receivable Revised May 2013

3 Introduction General: The role of the Cashier s Office is to: Receive and bank the University s income Process sales invoices and credit notes Process credit/debit memos Process refund requests Reconcile bank accounts Petty cash payments The Cashier s Office is located in Wessex House Counter opening hours: : Monday to Friday Contact telephone number: General Enquiries X6576 Contact address: [email protected] Bank account details: VAT registration number: GB VAT codes: The following forms are available from the Finance Office web site: under 'Downloadable Forms Paying-In Advice Income -Miscellaneous Cash Paying-In Advice Income -Miscellaneous Cheque Paying-In Advice Invoices/Prepayment Paying-In Advice Credit/Debit Cards Credit/Debit Card Authorisation Form External Customer (Internal (pre-printed) form is available from the Cashier s Office) Refund Vouchers Sales Ledger Adjustments: Credit Memo Student/Sponsor related only Debit Memo Student/Sponsor related only Refund Debit Memo Student/Sponsor related only Accounts Receivable Revised May 2013

4 Key Financial Regulations Reg: D 1.2 Departments are responsible for ensuring that the Director of Finance is informed promptly of all income due to the University or a University Company and should provide promptly such information as the Director of Finance requires for the purpose of collecting such income. All requests for monies due to the University or University Companies should be rendered on official invoices issued through the Finance Office. Reg: D 2.1 It is the responsibility of departmental administrators to ensure that all cash and cheques received are deposited with the Finance Office intact on the day of receipt, and that payments are not disbursed out of receipts Reg: D 2.4 University sales invoices may only be issued by, or on the authority of, the Director of Finance. All invoices must be raised through the University Finance Systems. Reg: D 7.2 Departments must confirm the Value Added Tax liability on research contracts and agreements with the Research Support Unit. All other VAT liabilities should be confirmed with the Finance Office. Accounts Receivable Revised May 2013

5 Paying In at the Cashier s Office The following forms are available from: under 'Downloadable Forms Paying In Advice Income Miscellaneous Cash For any income paid in cash that has not been invoiced and is to be paid into departmental codes Paying In Advice Income Miscellaneous - Cheque For any income paid by cheque (or postal order) that has not been invoiced and is to be paid into departmental codes Paying In Advice Invoice/Prepayment For income to be paid against invoices raised or income received before an invoice has been issued (prepayment) Paying In Advice Credit / Debit Card For all income paid by credit / debit card Accounts Receivable Revised May 2013

6 PAYING IN ADVICE Income Miscellaneous - Cheque Paying In Advice Income-Miscellaneous-Cheque is to be used for payments that have been received and do not have invoices Information required on Paying In Advice: Date: Date form completed From: Person completing form Location: Department/School Ext: Your telephone extension number Cheque Details: Name of Drawer List names of drawers of cheque (printed name under amount box on cheque) and amount of cheque. * Where different account codes and projects are required, mark each line with the corresponding letter on the coding grid* column (see Multiple codes example Enter total of cheques Record number of cheques to be paid in Receipt: Tick relevant box for receipt record (if not ticked receipts will not be issued for cheques) Attached: Attach copy letters or other vouchers/correspondence where available. Purpose of remittance: Description of income (Please give full details for VAT evaluation) Codes: The Account Code and Project boxes must be completed. Income will not be credited to operating budgets other than for minor items or advances. Reimbursement on expenditure codes (i.e. travel) requires additional information (i.e. product code) please provide the relevant details VAT Tax Code: A VAT code must always be entered, even when VAT is not chargeable, see VAT code table on form.. (If you are in doubt about any aspect of VAT, contact: Anne Winchester X4491 or go to Please note: NTX is not applicable to income. For Sales/Income, VAT Tax Codes begin with S. VAT will be deducted if box left blank or explanation is unclear Accounts Receivable Revised May 2013

7 Guidance notes: Paying-In Advice Miscellaneous Cheques Name and Department/ School of person completing the form with ext number and date Form Mark each line with corresponding letter where different codes/projects are required List names of drawers of cheques and amounts Indicate if receipt is required by ticking relevant box A record receipt will be a copy of the Paying In Advice with transaction /receipt numbers Full description of payment Attach any available paperwork relating to payment Enter total of cheques and number of cheques to be attached to form Please complete: An account code and project will always be required An income VAT code must be entered, even when VAT is not chargeable, see list Expenditure reimbursement requires additional information i.e. product code, please enter details in this box Accounts Receivable Revised May 2013

8 Example: VAT Exempt item Paying in Advice Miscellaneous Cheque Your name Your location within the University and extension no Customer name and amount, attach a list if more than eight names Receipt requirements: Tick relevant boxes Enter number of cheques attached to paying in form Attach any relevant paperwork to support income Full description of income (necessary for VAT evaluation An account code (normally in the 1000 range) and project will always be required Total of cheques An income VAT code must be entered in every case (see VAT code table) Accounts Receivable Revised May 2013

9 Example: Multiple Coding Paying In - Miscellaneous Where different account codes and projects are required, mark each line with the corresponding letter on the coding grid* column Accounts Receivable Revised May 2013

10 Example: Reimbursement on Expenditure Codes Paying In Miscellaneous - Cheque Your name Your location within the University and extension no Customer name and amount, attach a list if more than eight names Receipt requirements: Tick relevant boxes Enter number of cheques attached to paying in form Attach any relevant paperwork to support income Full description of income (necessary for VAT evaluation An account code (normally in the 1000 range, except when for reimbursement of expenditure) and project will always be required Additional information required for expenditure codes An income VAT code must be entered in every case (see VAT code table) Accounts Receivable Revised May 2013

11 PAYING IN ADVICE Income Miscellaneous - Cash Paying In Advice Income Miscellaneous - Cash is to be used for cash payments that have been received and do not have invoices Information required on Paying In Advice: Date: Date form completed From: Person completing form Location: Department/School Ext: Your telephone extension number Cash Details: *Cash - list names of persons paying and amount if separate receipts are required for each person. Attach a separate sheet if more names than lines available * Where different account codes and projects are required, mark each line with the corresponding letter on the coding grid* column (see Multiple codes example Enter cash amounts in relevant boxes Enter total of cash Receipt: A receipt will always be issued for cash at time of paying in. *Cash should not be sent by internal mail Attached: Attach copy letters or other vouchers/correspondence where available. Purpose of Payment: Description of income (Please give full details for VAT evaluation) Codes: The Account Code and project boxes must be completed. Income will not be credited to operating budgets other than for minor items or advances. Reimbursement on expenditure codes (i.e. travel) requires additional information (i.e. product code) please provide the relevant details VAT Tax Code: A VAT code must be entered, even when VAT is not chargeable, see VAT code table on form. (If you are in doubt about any aspect of VAT, contact: Anne Winchester X4149 for VAT queries or go to Please note: NTX is not applicable to income. For Sales/Income, VAT Tax Codes begin with S. VAT will be deducted if box left blank or explanation is unclear Accounts Receivable Revised May 2013

12 Guidance Notes: Paying-In Advice Miscellaneous Cash Name and Department/ School of person completing the form with extension number and date A total receipt will be issued unless otherwise requested. Enter customer names and amounts if individual receipts required Mark each line with corresponding letter where different codes/projects are required Receipts will always be issued for cash. Please do not send cash via internal mail Breakdown of cash and total of cash Attach any available paperwork relating to payment Full description of payment (necessary for VAT evaluation) Please complete: An account code and project will always be required - An income VAT code must be entered, even when VAT is not chargeable, see list. Expenditure reimbursement requires additional information i.e. product code, please enter details in this box Accounts Receivable Revised May 2013

13 Example: VATable items Paying in Advice Miscellaneous Cash Your name Your location within the University and extension no Customer name, attach a list if more than eight names Receipts will always be issued for cash. Cash should not be sent via internal mail Breakdown of cash and total Attach any relevant paperwork to support income Full description of income (necessary for VAT evaluation An account code (normally in the 1000 range) and project will always be required Enter amount including VAT An income VAT code must be entered in every case (see VAT code table) Accounts Receivable Revised May 2013

14 PAYING IN ADVICE Income Invoices/Prepayments Paying In Advice Income Invoices/Prepayment is to be used for payments relating to Sales Invoices or payments received before sales invoices are raised (this form may also be used for student related income i.e. fees invoices or deposits) Information required on Paying In Advice: Date: Date form completed From: Person completing form Location: Department/School Ext: Your telephone extension number Cheque Details: Customer name List names (printed name under amount box on cheque) of drawers of cheque and amount of cheque. Attach a separate sheet if more names than lines available. and/or If *cash - list names of persons paying and amount Enter cash amounts in relevant boxes Enter total of cash and/or cheques Receipt: Tick relevant box for receipt record (if not ticked receipts will not be issued for cheques) *Cash should not be sent by internal mail, cash should be brought in person to the Cashier s Office Invoice Number: For invoices - enter customer number, invoice number/s and amount For prepayments enter customer number, PRE and amount Attached: Attach remittance slip from invoice if available or any relevant paperwork. Accounts Receivable Revised May 2013

15 Guidance notes: Paying-In Advice Income Invoices/Prepayments Name and Department/ School of person completing the form with extension number and date List names of drawers of cheques and amounts Indicate if receipt is required for cheques by ticking relevant box. Receipts will always be issued for cash Breakdown of cash and total of cash Total of cheques Attach remittance advice from invoice/s if available or any paperwork relating to prepayment Total of cash/cheques Enter payment method i.e. Cash or Cheque Enter the customer number and invoice number/s and amounts. If a payment is received before an invoice is raised, enter PRE Accounts Receivable Revised May 2013

16 Paying In Advice Credit / Debit Cards Paying In Advice Credit / Debit Cards is to be used for all types of card transactions relating to Sales invoices, prepayments and non-invoiced income Information required on the Paying In Advice: From: Person completing form Dept: Department/School Ext: Your telephone extension number Date: Date form completed Card Type: Type of card being used for payment i.e. Visa Debit Cardholder: Cardholder name Payment of behalf of: Customer name if different from cardholder Customer/Student no: Enter the customer/student number in this section if an invoice or prepayment is being made Amount: Enter the amount taken on the card Card Sheet ref: Enter the number from the pre-numbered Internal authorisation form (not required when the External form is used) Purpose of payment: Enter a description of the payment if not an invoice or prepayment Account Project Vat code Amount: Enter the account project VAT code relating to the non-invoiced income. Enter the total income for each project. Receipt: Tick relevant box for type of receipt required (record receipt will be a copy of the Paying In Advice with the transaction references added) Invoice no/s: For invoice payments - enter the invoice no/s Prepayments: For prepayments (prior to invoicing) tick box (please ensure customer id has been entered in Customer/Student no column) No. of forms attached: Enter the number of card forms attached to Paying In Advice Accounts Receivable Revised May 2013

17 Guidance notes: Paying In Advice Credit / Debit Card The form is available from the Finance Office web site: under Downloadable Forms (a continuation sheet is available). An electronic copy can be ed, please contact [email protected] Name and Department/School of person completing the form with extension number and date Enter the card type i.e. Visa Debit Enter the number from the Internal prenumbered form Enter the cardholder name. Enter the customer name if different from cardholder Tick relevant box for required type of receipt Enter the number of forms attached to the Paying In Advice Enter a description of payment if not an invoice or prepayment. Enter the account code project VAT code and total for project Payment of invoices or prepayment - enter customer/student no, invoice no/s or tick prepayment Accounts Receivable Revised May 2013

18 Example: Paying In Advice Credit / Debit Card Non-invoiced income Your name, location, extension no. and date Card type Number from Internal prenumbered form. Leave blank if external form Cardholder name with payment on behalf of name Type of receipt required Number of forms attache Description of income Account Project VAT code Total to be credited to project Accounts Receivable Revised May 2013

19 Credit/Debit Card Transactions Please note the changes in the handling of credit/debit card details taken in department/schools from December 2009 With the steady increase in card-related fraud, the University is obliged to adhere to high standards when dealing with credit and debit card transactions. It is vital for everyone in the University to follow these procedures carefully. Otherwise the University could potentially be exposed to extremely damaging and expensive sanctions in the case of security infringements. Please read the Credit and Debit Card Transaction procedures carefully, and take particular note of the following:- Card details must never be held electronically - on spreadsheets, databases, finance systems, etc - even if they are encrypted. (Please note that this does not apply to third party payment providers, e.g. Worldpay) In cases where the card security code has been obtained from a customer, it must never be retained for longer than is necessary to process the transaction Only those people who have been explicitly authorised by the Head of Department and the Director of Finance (or her deputy) may handle credit or debit card transactions There is a specific Internal form to be used where you are taking card details directly from the customer. These forms are pre-numbered and are obtainable from the Cashier s Office. They must never be copied. Where a form is sent out to a customer for the customer to complete, the External form should be used It is essential that you are authorised to take card details over the phone. The authorisation signatory list must be signed by the Head of Department. A register of authorised persons is held in the Cashier s Office. The procedures can be found on the Finance Office website: The external form can be found on the Finance Office website: under downloadable forms The internal forms can be collected from the Cashier s Office, WH 3.38 (A signature is required as the forms are accountable documents) Accounts Receivable Revised May 2013

20 Credit/Debit Card Authorisation Forms Please follow the card procedures Internal Credit/Debit card authorisation form Card details taken directly from the customer: Internal Credit/Debit card authorisation forms are available from the Cashier s Office, WH The forms are pre-numbered, so must be signed for. All sections of the authorisation form need to be completed: Completed by and Signature: Must be an authorised person to complete this form Dept: Cardholder Details: Cardholder name and address Telephone/ address Customer/Student ID (if applicable) Customer/Student name (if different from cardholder) Card Details: Type of card Please note: Electron and Solo cards cannot be used for mail order/telephone payments The University does not accept American Express or Diners Club Amount Card number Expiry date Issue number Valid from: Payment Details: Purpose of payment: Description of income when not an invoice or prepayment Or: Invoice number/s or Prepayment Accounts Receivable Revised May 2013

21 Tear off section Security Code The card security number should be entered in the bottom right hand corner Completed forms should be hand delivered to the Cashier s Office, WH 3.38, with a Credit/Debit card Paying In advice form, or the main section of the form sent to the Cashier s Office, WH 3.38, the tear off section sent separately to the Finance Office, WH 4.23 Receipts will be returned to Departments/Schools for despatch External Credit/Debit card authorisation form Card details to be completed only by the customer: External Credit/Debit card authorisation forms are available from the Finance Office web site: under Downloadable Forms This form can be adapted to a department/schools own version, providing all the relevant information is included i.e. adding Department name and telephone number and amending the Payment Details section to suit the type of payment. The adapted form must be checked by the Cashiers Office first; when designing the form care must be taken to only include the minimum card details All details required are as for the Internal form except the security code, in no circumstances should the security code be shown on this form in order to protect the cardholder details. The completed forms should be hand delivered or sent to the Cashier s Office, WH 3.38 with a Credit/Debit card Paying In advice form Receipts will be returned to Departments/Schools for despatch Accounts Receivable Revised May 2013

22 Guidance Notes: Internal Credit / Debit Card Authorisation This form to be used for taking details directly from a customer Completed by/signature section must be completed and must be an authorised person Complete the cardholder details Enter the customer/student ID no. where payment is for an invoice or prepayment Enter customer/student name if different from cardholder Enter all card details including card type Indicate the purpose of payment or invoice no/s or prepayment Enter the 3 / 4 digit security code from the back of the card For security, when sending the form in the internal mail, the top section should be sent to the Cashier s Office, WH 3.38, with the Paying In Advice. The tear off section should be sent separately to the Finance Office, WH 4.23 Accounts Receivable Revised May 2013

23 Guidance Notes: Credit / Debit Card Authorisation Customer Use Only (External) All sections of this form need to be completed by the customer/student. The security code should never be shown on this form. Accounts Receivable Revised May 2013

24 Sales Invoicing/Credit Notes General invoicing and credit notes are entered directly by departments through Agresso Sales Orders Research and Consultancy invoices are processed through PCB (Project Costing and Billing) by Research Development and Support Office To access the Sales Order entry window: Agresso Smart Client: Logistic Sales Orders Sales Orders Entry/Amendment of Sales Orders The sales order manual is available from: General invoicing for students and student sponsors are raised through SAMIS SAM, a spreadsheet will need to be completed and forwarded to the Cashier s Office for processing. Please Note: Credit Notes: A reason must always be indicated for the cancellation of an invoice. The spreadsheet template is available from the Cashier s Office. Request by phone x6576 or [email protected] The User manual for student/sponsor invoices/credit notes is available from the Finance Office web site: Accounts Receivable Revised May 2013

25 Refunds There are three types of Refund Voucher: Agresso Customer Agresso GL SAM The Agresso Customer refund voucher is used when refunding: Payment against a sales invoice where a credit note has been issued (goods or services not provided) Duplicate payment has been made against an invoice (Agresso Financials/Accounts Receivable/Enquiries/Open & Historic items per customer/customer enquiry) The Agresso GL refund voucher is used to refund payments coded to departmental projects (no sales invoice has been issued) The SAM refund voucher is used to refund students/sponsors (transactions in the student system - SAMIS/SAM (Student Accounting Module)) Agresso Customer refunds require the following: To refund a duplicate payment: Refund Voucher and Debit Memo* both coded to the refund code: 9954 HC-XX1RFD - SO To refund where an invoice has been raised and paid but goods or services not provided: Credit note*, Refund Voucher and Debit Memo*: (A credit note will always be required where a VATable invoice has been issued) Credit note to be coded as per the original invoice Refund Voucher and Debit Memo to be coded to the refund code: 9954 HC-XX1RFD - SO *Raised through Agresso Sales Orders Agresso GL refunds require the following: Refund Voucher coded to original transaction codes SAM refunds require the following: Refund voucher and debit memo to be coded to the SAM refund code: 9954 HC-XX1SAM SO A credit note will be required when refunding against an invoice (in addition to the debit memo and refund voucher). Accounts Receivable Revised May 2013

26 Guidance Notes: Refund - Agresso Customer Your department/school Supplier no: if known (Accounts Payable) Customer name and no: (Accounts Receivable) For BACS payments complete bank account details For cheque payment complete address box Circle or tick method of payment Refund amount Attach any supporting documentation where available Enter original batch/payment references and date received Give full explanation for reason of refund Description for reports Signature of preparer and departmental authoriser Accounts Receivable Revised May 2013

27 Example: Agresso Refund Customer BACS Your department/school Enter supplier number if known Customer name and customer number Customer bank account details Full reason for refund Any supporting documentation? Original batch/payment references and date received Please Note: A debit memo (coded as refund voucher) will be required as well as the refund voucher. A credit note (coded as original invoice) will also be required where an invoice has been issued. Accounts Receivable Revised May 2013

28 Guidance Notes: Refund Voucher Agresso GL Your department /school Supplier no if known/ Name of person being refunded and address if to be a cheque refund Tick or circle method of payment required if BACS enter bank account details Give full explanation for reason of refund Attach any available paperwork to support reason for refund Enter original batch/payment references and date received Enter amount to be refunded Enter account code and project (same as original payment) Enter brief description for reports Enter VAT code, see VAT code table. This must be the same as original payment Signature of preparer and departmental authoriser Accounts Receivable Revised May 2013

29 Example: Refund Agresso GL - Cheque Your department/school Enter supplier number if known Name and address of company/ individual to be refunded Full reason for refund Original batch/payment references and date received Refund amount Original account code, project and VAT code Brief description for reports (Agresso GL) Signature of preparer and departmental authoriser Accounts Receivable Revised May 2013

30 Example: Refund Voucher SAM (Refunds for students & student sponsors SAMIS (SAM) Your department/school Enter supplier number if known Name and address of company /individual to be refunded. Tick or circle method of payment required Customer (sponsor) no (SAM) and student registration no Full reason for refund Original payment (receipt) references, batch number and date received Enter description if required this will show on GL Please Note: A debit memo (coded as refund voucher) will be required as well as the refund voucher. A credit note (coded as original invoice) will also be required when refunding a sponsor Accounts Receivable Revised May 2013

31 Sales Ledger Adjustments Credit/Debit Memos Credit memos are used to transfer income from departmental projects to customer accounts, where income has been paid incorrectly to a departmental project when an invoice should have been cleared To pay outstanding invoices from departmental projects Or To cancel an invoice that has been incorrectly issued and not sent out to the customer Debit memos are used to transfer income from customer accounts to departmental projects, where an invoice has not been issued/will not be issued Or To cancel a credit note that has been incorrectly issued and not sent out to the customer Or Refunding to a customer/student/sponsor (please see notes on refunds) Agresso Credit/Debit Memos Credit and debit memos are raised through Agresso Smart Client: Logistics/Sales Orders/Entry/Amendment of Sales Order The sales order manual is available from: For further help and assistance contact X6576 or [email protected] SAM (Student Accounting Module within SAMIS) Credit/Debit Memos Credit and debit memos are processed in SAM by the Cashier s Office from manual forms The forms are available from: under Downloadable Forms For further help and assistance contact X6576 or [email protected] Accounts Receivable Revised May 2013

32 Guidance notes: Credit Memo To be used for student related transactions only Customer (sponsor) no and name Student no and name Original transaction number i.e. Payment ref or invoice no Enter the amount as gross Explanation for the issue of credit memo Mandatory fields: Account code, project and VAT code must be completed Cross through any unused sections Signatures are required the person completing the form and the departmental authorised signatory Accounts Receivable Revised May 2013

33 Guidance Notes: Debit Memo To be used for student related transactions only Customer (sponsor) no and name Student no and name Original transaction number i.e. Payment ref or invoice no Explanation for the issue of credit memo Mandatory fields: Account code, project and VAT code must be completed Cross through any unused sections Signatures are required the person completing the form and the departmental authorised signatory Accounts Receivable Revised May 2013

34 Frequently Asked Questions What payment methods can be used? Acceptable payment methods: Cash, Cheque, Banker s Draft (drawn on a UK bank), Bank Transfer, BACS, Credit/Debit Card Can payments be accepted by credit/debit card? Yes: (except American Express or Diners Club which are not accepted) Please refer to the Credit/Debit card handling regulations To whom should cheques be made payable? Cheques are payable to: University of Bath How do I pay money in? Paying In Advice forms are available on the Finance Office web site on the bottom right hand side - Downloadable forms, click on the down arrow to select the form required. Cash should be brought in person to the Cashier s Office, WH3.38, never sent by internal mail. Please refer to procedures on how to complete forms. What is a VAT code? Ref: Financial Accounting Procedures - VAT Why do I need a VAT code if the income is not VAT able? Ref: Financial Accounting Procedures - VAT What is an account code? Ref: Financial Accounting Procedures General Accounting Who can I ask about coding income? Refer to your Faculty Accountant (Finance MIS) Accounts Receivable Revised May 2013

35 I am expecting money from xxxx xxxx, has it been received? Contact the Cashier s Office X5036 or [email protected] Has invoice no: xxxxx been paid? There are several ways to enquire: Contact Credit Control X3187 Use the Agresso Customer Enquiry Screen: Agresso Financials/Accounts Receivable/Enquiries/Open & Historic items per customer/customer enquiry or Agresso Reports Menu/Global Reports/Sales Inv Reports There are two reports: Unpaid Invoices: AR Invoices (UNPAID) by Cust/Project/Date All Invoices: Invoices by Cust/Project/Date Please note: these are Agresso Smart Client enquiries I need to raise an invoice, what should I do? Invoices are raised through Agresso Sales Orders (Smart Client). Agresso Logistics/Sales Orders/Sales Orders/Entry & Amendment of Sales orders For assistance in raising Sales Orders, contact the Cashier s Office, X6576 The Sales Order manual is available on the Finance Office web site: You will need to contact the MIS Helpdesk (X3434) if you do not have access to Smart Client. For invoices relating to Students and Student Sponsors an Invoice/Credit Note spreadsheet template is available from the Cashier s Office. The template, when completed, can be ed to: [email protected] Please refer to User manual on how to complete the spreadsheet template. Accounts Receivable Revised May 2013

36 I need to cancel an invoice, what should I do? Credit notes are raised through Agresso Sales Orders (Smart Client). Agresso Logistics/Sales Orders/Sales Orders/Entry & Amendment of Sales orders For assistance in raising a Sales Credit, contact the Cashier s Office, X6576 For credit notes relating to Students and Student Sponsors a Invoice/Credit Note spreadsheet template should be completed The Invoice/Credit Note spreadsheet template, is available from the Cashier s Office, which, con completion, can be ed to: [email protected] Please refer to User manual on how to complete the spreadsheet template. How do I get a new customer set up? your customer details, with full name and address (phone no and if available) to: [email protected] or complete the customer set up form - Downloadable forms I need a new contact set up on an existing customer, what should I do? your contact details, with full name, address and existing customer number to: [email protected] or complete the customer set up form - Downloadable forms I cannot find a suitable sales product, what should I do? Phone X6576 or [email protected] Where can I find the University s bank account details? Bank account details: Where can I find the University s VAT number? VAT number: When is the Cashier s Office open for paying money in? Counter opening hours: : Monday to Friday Contact telephone number: General Enquiries X6576 Contact address: [email protected] Accounts Receivable Revised May 2013