Sales Invoicing for Schools and Units. Contents

Transcription

1 Finance Department Sales Invoicing for Schools and Units

2 Contents 1. External Sales Invoicing Overview Terminology Aptos Customer Codes Request a New Customer Accessing Core Aptos Entering an External Customer Invoice Invoice Entry Invoice header the General Tab Invoice lines the General Tab The Accounts Tab and Split Coding Invoice Lines The Tax & Currency Tab The Addresses Tab The Print Notes Tab Batching Invoices Credit Notes Special Cases AR Invoice Entry Recurring Invoices Foreign Currency Invoices Amending or Cancelling Invoices If the invoice is not yet batched Amending an Invoice Cancelling an Invoice If an invoice is already batched Authorising / Committing and Printing Customer Invoices

3 Change History Version Date Author 1 16 August 2004 Karen Porteous 2 08 December 2004 Karen Porteous 3 14 December 2004 Karen Porteous 4 18 April 2006 Mary Woodcock-Kroble 5 14 February 2007 Karen Porteous 6 07 November 2007 Karen Porteous 7 07 October 2008 Ian Fowler 3

4 1. External Sales Invoicing Overview Sales Invoicing for Schools and Units The University provides goods or services to customers and it is necessary to raise a sales invoice to receive payment for these goods or services. The invoice should be raised as soon as is practicable after the completion of delivery of goods or services. For non-students, the invoice should be entered onto Aptos by the School or Unit with Accounts Receivable completing the process; for students, the details should be sent to Accounts Receivable to be entered onto SAM. Accounts Receivable sends the invoice to the customer (or back to the School or Unit if this was stipulated). Normal payment terms are 30 days from the date of the invoice. All invoice payments should be sent to the Old Union Reception to matched with the invoice and banked. If an invoice remains unpaid, the debt will be passed to the Credit Control department and could ultimately be passed to the University s debt collection agency. For members of staff who have an unpaid invoice, the Credit Control department will inform the Salaries department who will deduct accordingly from the employee s wages Terminology Invoice Types there are several of these types set up on Aptos, falling into two categories recurring and normal. Invoice entry both the process of entering a sales invoice onto Aptos and the screen used to do this Invoice an invoice is created from an invoice entry when a batch is authorised, printed and committed. Batching - collects all invoice entries for a particular invoice type together in a batch, ready to be processed further. Authorising checking details of invoice entries in a batch, then approving the batch if everything is ok Committing produces a voucher for each invoice batch, which is automatically posted. This generates the invoice onto the customer account, to await payment Aptos Customer Codes Before an invoice can be raised against a customer, that customer must exist on Aptos. Each Customer is allocated a unique code against which its details are held. The format of the code is: SAAAAA999 where S indicates it s a customer on the Sales Ledger AAAAA the first five letters of the Customer Name 999 a number which increments each time Finance sets up a new Customer with the same 6-letter prefix (starting from 001) 1.3. Request a New Customer If a new customer is required please fill out the webform which can be found on the Money Matters pages. 4

5 The details you provide will be forwarded to Accounts Receivable who will then create a new Customer code and confirm by . You should then be able to enter invoices to be charged to that customer Accessing Core Aptos Aptos can be accessed via a web-based product called JTI (Java Thin Interface). To access Aptos via JTI: enter the following URL into your browser: select Aptos 9 Core system. For further information, including information on reporting problems, please see the separate document An Introduction to Aptos. 5

6 2. Entering an External Customer Invoice Sales Invoicing for Schools and Units The process for entering a single invoice may be summarised by: Enter the invoice header and line details on the general tab (see sections and 2.1.2) If appropriate, amend details on the accounts tab (section 2.1.3) If appropriate, amend details on the tax & currency tab (section 2.1.4) Check the invoice address on the addresses tab (section 2.1.5) Enter notes as appropriate using the print notes tab (section 2.1.6) Return to the General tab and note the entry number onto the invoice request To enter another Invoice, select File, New from the Menu bar and proceed from the start of section Invoice Entry Accounts Receivable Customer Invoices Update Invoice Entry Select New... from the File menu Enter the correct invoice type If you don t know the code: Press F1 to bring up the Invoice Types screen.. This brings up a detail screen with the Invoice Type code and an associated description. The description clearly identifies whether the type is recurring or normal. Highlight the invoice type you want Click OK 6

7 Click OK The Sales Invoice screen re-appears with the Invoice type now prefilled Invoice header the General Tab Tab through the header fields, entering all the information marked in bold below: Currency: Select GBP, if blank (for foreign currency invoices see section 3.2) Reference: Enter FAO name Invoice a/c: Enter AR in the first field If known, enter the customer code to be invoiced in the second field If unknown, drill ( ) to search Close the account enquiry by name and address screen to give Enter 1 in the company field Enter the first few letter of the customer code followed by an asterisk in the customer field (do not remove the dot Aptos puts in front of the asterisk) Drill ( ) to see all matches ACCEPT (or click OK) the appropriate customer code Click OK to return to the invoice entry screen If departmental addressing is enabled the department box will appear showing any active departments for selection: Select the appropriate department from the drop-down list Def Line a/c: Enter GL in the first field Enter the appropriate general ledger income account in the second field. Due Date If appropriate, enter the due date of the invoice Click the drill to the receipt schedule to save this due date 7

8 Invoice lines the General Tab Enter the fields marked in bold below: Product: Ignore Description: Enter a description for the line including the customer order number if applicable. Do NOT use the or, characters Use ZOOM (F2) to see all of the description (it can contain a lot more than it looks like it can) UOM: Select either: UTS for whole numbers DEC for decimals Qty: Enter quantity Price: Enter price per item Net Amount: This is calculated based on Qty and Price. The final small square box is prefilled with Dr, as this is an invoice When you have entered a line, click ADD OCCURRENCE (F3) to create a new line. Continue in this way until you have entered all the lines on the Sales Invoice The Accounts Tab and Split Coding Invoice Lines By default, all lines of the invoice are coded to the general ledger code entered on the header. The charge code for any line can be changed by clicking on the Accounts tab and amending the coding of the line in question. An individual invoice line can be credited to multiple general ledger codes if required. 8

9 Split Coding an Invoice Line Sales Invoicing for Schools and Units In the items section of the Accounts tab screen, the lines of the invoice can be seen. To split an invoice line, click on the drill ( ) for that line underneath the Split heading. The Split Distribution window will appear. It is only possible to split the invoice credit by amount, allowing partial net amounts to be credited to each account. Amend the line in the Split Distribution section to the amount you wish to credit to that GL code. Then ADD OCCURRENCE and another line will appear. Enter the coding and amount for the next line Continue until all lines have been entered, so the target amount matches the total amount, ACCEPT (F5) out of the screen. This then returns to the Accounts tab. 9

10 The line you ve just split is highlighted. The ledger, Account, description and type are blank, because the line s been split. The split details for the highlighted line appear in the bottom part of the screen. When all account lines have been amended, click on the General tab to return to the main invoice entry screen. STORE your changes The Tax & Currency Tab Aptos assumes VAT will be charged at the default rate for the customer usually this is tax code S. This can be viewed and changed as necessary by clicking on the Tax & Currency tab and using the invoice lines section of the screen. 10

11 It is vital that the correct VAT codes are used when raising the invoice to ensure the VAT is posted correctly. If unsure please refer to VAT Guidelines on Money Matters Web page. To amend the default VAT code: Highlight the code in the Tax Spec column Enter required code Refer to the VAT Guidelines if necessary. Tab off the Tax Spec field The Tax Amount is automatically amended in line with the code entered Eg if the code is entered as Z the amount becomes 0. DO NOT tick the Exempt checkbox When all VAT codes have been amended as necessary, click on the General tab to return to the main invoice entry screen. STORE your changes The Addresses Tab The address displayed on this screen will be picked up from the CUS address type on the account maintenance screen or from the departmental address as appropriate. Check the address is correct If it is not, and the department field appeared on the general tab: Return to the general tab Select the correct address from the department field drop-down. If it is not and there is only one address available for the account: Contact Accounts Receivable and request they make the appropriate updates ASAP. 11

12 The Print Notes Tab It is only possible to print notes in one position on the invoice, so it is only worth entering notes that apply to the entire invoice. Click in the notes field in the header section. Type the required print note in the print notes field at the bottom of the screen. This must include enquiries to information STORE your changes These print notes will be printed on the invoice and refer to the whole invoice Batching Invoices When creating a batch of invoices, only one type of invoice entry is included on that batch. Separate batches have to be created for each invoice type. It is particularly important to run the batch process regularly for recurring invoice types, to pick up the entries as they become available for batching and printing. Accounts Receivable Customer Invoices Update Invoice Batch 12

13 Enter all the information marked in bold below: Entered by: Defaults to your user id Invoice type: Select an appropriate invoice type, e.g. FININV Run date: Defaults to current date Batch status: Ensure the default UNC appears SBE type: Enter CO SBE Value: Enter 1 Currency: Select/Enter GBP Click on the invoices tab to see the select invoices screen. Select the invoice entries to be included in the batch by ticking the checkbox at the start of each relevant line referring to the entry numbers previously noted if necessary. ACCEPT out of the screen. The invoices tab now shows the batch number and invoice entry numbers together. Note the batch number, ACCEPT out of the screen. Inform Accounts Receivable that the batch is ready for their attention Remember to include the batch number in the message Run this batch process regularly for all invoice entry types, up to a maximum of once per day, per submitting School or Unit. Note in all cases, a batch should be created on the last working day of the month to clear down all invoice entries not yet batched Credit Notes Credit Notes are processed by Accounts Receivable. If you require a credit note to be raised Contact Accounts Receivable (accrec@st-andrews.ac.uk) with all of the following: Customer code Amount to be credited to the customer Invoice number(s) the credit note refers to Reason for credit note 13

14 3. Special Cases AR Invoice Entry 3.1. Recurring Invoices Sales Invoicing for Schools and Units Recurring invoices can be used to simplify the process of raising regular invoices such as monthly rent invoices or quarterly contract payments. The value does not have to be the same on all invoices. Accounts Receivable Customer Invoices Update Invoice Entry Select New... from the File menu Select a recurring invoice type: e.g FIRINV, RGRINV, SARINV, EBRINV If you don t know the code: Press F1 to bring up the Invoice Types screen. This brings up a detail screen with the Invoice Type code and an associated description. The description clearly identifies whether the type is recurring or normal. Highlight the invoice type you want Click OK Click OK Enter the first invoice using the process detailed in section 2.1. Once you ve completed the first invoice Select recurring invoice schedule from the ACTIONS menu. Enter the number and frequency in the Schedule section Select apply schedule from Actions to see the entries to be created. Note: these two steps can be repeated until the schedule criteria and invoice dates are correct.. When the schedule is correct: Select generate invoices from the ACTIONS menu to obtain entry numbers Write all the entry numbers on the invoice request. ACCEPT (F5) out of the screen Once these entries exist they can be changed later by retrieving the entry in the invoice entry screen. 14

15 Recurring invoices should be batched once each recurrence is finalised Foreign Currency Invoices Foreign currency invoices are processed by Accounts Receivable. Schools and Unit should Sales Invoicing for Schools and Units Contact Accounts Receivable with all of the following: Customer code Foreign currency amount to be charged to the customer Currency that the invoice is to be issued in. Accounts Receivable will then Obtain the exchange rate Enter the sterling equivalent on Aptos Once the invoice number is known Create/print and issue the foreign currency invoice to the customer using the exchange rate they previously obtained. When currency payment is received and converted to sterling, there may be a difference due to exchange rate fluctuations. In these cases, the staff dealing with the income will raise a journal between the customer account and the internal GL account credited when the invoice was raised to balance the customer account. 15

16 4. Amending or Cancelling Invoices 4.1. If the invoice is not yet batched Amending an Invoice Accounts Receivable Customer Invoices Update Invoice Entry Sales Invoicing for Schools and Units Enter the invoice entry number you want to look at Hit RETREIVE (F8) Make any necessary amendments Check the Accounts tab for split coding, as any changes to amounts will affect the split distribution Check the Tax & Currency Tab to ensure VAT is set at the correct rate. Refer to VAT Guidelines on Money Matters Web page for the latest VAT codes STORE your changes Cancelling an Invoice Accounts Receivable Customer Invoices Update Invoice Entry Enter the invoice entry number you want to look at Hit RETREIVE (F8) Choose Cancel Invoice from the ACTIONS menu If an invoice is already batched If an invoice is already batched: Contact Accounts Receivable for advice. Depending on the processing stage it has reached, you may have to: Enter a new invoice. 16

17 5. Authorising / Committing and Printing Customer Invoices Accounts Receivable staff authorise, print and commit all invoices regardless of who keyed the invoice. Remote users notify Accounts Receivable staff that a batch of invoices is ready for authorisation by sending an to accrec@st-andrews.ac.uk. When sending the , remote users need to state the batch number and any other relevant information (for example exchange rates / currency for any foreign currency invoices). The is also used to request the printed invoice be returned to the user rather than sent out to the customer. 17