Document review management. Raising Sales Invoices user guide

Document review management Raising Sales Invoices user guide

Conventions used in this document Note: something for you to take note of. For example: Every Customer must have at least one address. Important: something important for you to be aware of. For example: Always review the Period selection when using transaction drill down screens Warning of consequences usually of omitting a step. Menus Navigation through menus is indicated with. For example: Select Edit Paste Special Paste Picture means select Edit menu, then Paste Special from the edit menu, then Paste Picture from the Paste Special options.

Contents Customers... 1 Checking to see if Customer is on system... 1 Adding an Address to an existing Customer... 3 Creating a new Customer... 3 Authorisation of Customer... 8 Raising a Sales Invoice... 10 Sales Invoice Workflow... 10 Creating an invoice... 11 Completing the header section... 11 Completing the contact detail in the header text.... 12 Completing the line section using a free text item... 12 Entering Line Text... 14 Completing the line detail using an item code... 15 Saving the invoice... 15 Authorisation of Sales Invoice... 15 Sending the invoice to the Customer... 16 Copying an existing invoice... 16 Reprinting a Sales Invoice... 17 Enquiry to see if an invoice has been paid... 19 Paperclip Adding email/contact details or notes to Customers or Invoices... 20 Appendix A VAT Notes... 22 Appendix B Chart of Accounts... 24

Raising Sales Invoices Customers Customers Both students and miscellaneous customers (non student related) are classed as Customers on e5 but they are held on separate ledgers. Students and student sponsors are held on the S ledger and Miscellaneous Customers are held on the M ledger A customer can have several different addresses for example University of Leeds will be the customer, but there will be different address lines for the different departments/campuses. Checking to see if Customer is on system It is very important before adding a new customer that you check carefully to see if a customer already exists on the system. Navigate to Sales Invoicing AR Customers Customer List Alternatively, you can get to the same screen by navigating to Accounts Receivable Customers Customer List To search by short name type in first part of name followed by % Or O R To search by postcode, type in P for Search Type and enter postcode in Search Key This is the primary search window which means that you can only search by one field at a time. To search by short name, type in the first part of the name and follow by %. This will bring up both student and miscellaneous customers. To search by post code, type in P for the search type and enter the postcode in the Search Key Field. Note that this only searches on the postcode for the main address (address code 0) for the customer. Only 200 rows show, and if there are more, then the green plus button will be show. Click on this until it is greyed out to see all the rows. 1

Raising Sales Invoices Customers If there are more than 200 records, this is green. Click until it is grey to see full list If required, click on extended to refine search further. For example, use to limit the ledger to M to show miscellaneous customers only. To check the address is correct or to check the email address, highlight the appropriate row and click on amend address. This gives the following screen: 2

Raising Sales Invoices Customers Click on E-Mail Address tab to check the email address. Adding an Address to an existing Customer Follow the instructions above to get to the Customer Address screen shown above. In the No. Column, enter the next incremental number. Enter the address, phone, fax and email details. Click Update to save the changes. You should only add a new address if the address is different, NOT if it just a different contact name as this can be entered in the invoice header. You should always add a telephone number so Credit Control can contact for non-payment. Creating a new Customer After you have checked that the miscellaneous customer does not exist and it is a customer you need, then you should add it to the system. You should never enter a student manually as they are entered via an overnight interface from SAINT. The diagram below represents the process flow for a new customer. Customers entered before 2pm will be approved or rejected by 4pm the same day. 3

Raising Sales Invoices Customers If the customer is an individual, then the customer should be set up with the individual s name as the customer with their personal address. For example, if the customer is Jo Bloggs at the University of Leeds, then you would need to obtain their personal address instead of using the Business Address. If the customer is a business but you wish to send the invoice to an individual, then the customer should be set up with the business name and business address. The individual to whom the invoice should be sent should be added to header text when raising the invoice. To enter a new customer, navigate to Sales Invoicing AR Customers Customer List. Ignore the selection criteria and click Insert. 4

Raising Sales Invoices Customers Ignore Selection Window and Click Insert This gives the following screen: Ledger: Account: Type: Enter M Enter M as all miscellaneous customers start with M Don t enter anything in here as it will default to Customer 5

Raising Sales Invoices Customers Name: Short Name: Miscellaneous customer name must be entered in sentence case, e.g. University of Johannesburg. Do not enter The at the beginning. If the Miscellaneous customer is an individual enter the full name and if it is a company enter the full company name including Ltd or Plc. Up to 15 characters. It is forced to uppercase. For an individual enter the surname and initials without spaces. For a company enter full name if short or first part of name, but not the Ltd or Plc Press Enter to validate all should go white to show there are no errors. Click on Controls. You do not need to validate anything on here BUT if you do not go to this screen the Customer record will not update and you will get an error message. You should not change the payment terms. If the customer does require different payment terms, you should contact Credit Control. Click on Address. Address No 0 should be the main address for the Customer and will, by default, be used for invoices. Additional addresses should not be added just for a different contact name as this can be entered in the header of the invoice. If you have an email address for the customer which you would like to store with the customer record, but it is not where the invoice should be sent to, then it can be added to the customer by a paperclip note. 6

Raising Sales Invoices Customers No: Address 1: Enter 0. This is the number for the main address. You cannot update a customer without a zero address. Mandatory, This is the first line of the address. Address 2 6: Enter the further address lines. Postcode: Cntry: Mandatory. If a postcode has been entered on another customer, you will get a warning. Use another session to check that the customer isn t already on the system. Leave blank, if an overseas country, the country name should be included on one of the address lines. Phone Number: Including the overseas code for non-uk. It is important that this field is completed. Fax Number: Email: Enter if available If there is an email address, the invoice will automatically be emailed out to the customer. If there is no email address, then the invoice is emailed to you and it will then be your responsibility to forward to print and mail the invoice. Press Enter. If the postcode is a duplicate, a warning message is shown at the bottom of the screen. You can open another session of e5 by clicking on Window and New Window if you need to check if the customer is already on the system. Every Customer must have at least one address which should be address code 0. Click on Tax. Tax Location: Tax Type: Tax Code: Default: Normally this will be UK. If the customer is a European company with a VAT reg number, then enter EU. Normally this will be STD. If the customer is a European company with a VAT reg number, then enter EUV. Enter STD. This is the normal default tax code for a UK customer. You will still be able to raise a zero rated or exempt invoice. If the customer is a European company with a VAT reg number, then enter EUV. Enter Y Registration Number: Enter the VAT registration number for EU Customers. Once the Customer set up is complete, click Update. The customer number will appear along the bottom of the screen and the customer will be sent for authorisation. 7

Raising Sales Invoices Customers Remember to include sufficient details to enable credit control to have sufficient details to be able to contact the customer in case of non payment. For example, include the customer s phone number and email address. The address can be added via a paperclip note if you do not want the invoice to be sent directly to the email address. Authorisation of Customer All new customers will be authorised by HUB Finance before you can raise an invoice. As part of the authorisation process, HUB Finance will check to ensure that the customer does not already exist, the tax setting is correct and if it is an EU tax code then the customer has a VAT registration number. Customers entered before 2pm will be approved or rejected by 4pm the same day. You do not receive any notification if the customer is approved, but if there is a problem with the customer and it is rejected you will have an action on your Worklist. The worklist is shown when you first log in. If you want to check your worklist during the day, you can go to the worklist from the main menu screen by clicking on the Worklist button or selecting Application Diary Worklist. If the customer has been rejected, the entry on the worklist is as follows: Click here to see the reason for the rejection To review the reason why and remove the message from your worklist, click on Amend Event Detail. 8

Raising Sales Invoices Customers Tick on Complete and then click on Update to remove message from worklist Tick the complete button and then click on Update to remove the message from your worklist. If you need to make changes and resubmit the new customer for approval, you can copy the rejected customer and make amendments. Go to Sales Invoicing AR Customers Customer List. In the selection window type the ledger and Account Number of the rejected customer. Click on OK. Click on the copy button at the top of the screen amendments and then click on Update., enter M in Account, make the appropriate A new customer number will be generated and will be sent for approval. 9

Raising Sales Invoices Raising a Sales Invoice Raising a Sales Invoice Invoices will be raised by finance for the following: Short Courses (Activity Codes starting C) Donations (Activity Codes starting D) HEFCE Grants (Activity Codes starting H) Research Grants (Activity Codes starting R) Sundry Externally Financed including Services Rendered (Activity Codes starting S) Invoices to be issued in a foreign currency. Sales Invoice Workflow The diagram below represents the process flow for a sales invoice. It is your responsibility to ensure the invoice follows the University Financial Regulations and use the correct coding. If you have any queries, your Management Accountant should be able to help. There are two document types: Document type XA this should be used for invoices over 500 in value and for those for which you are unsure of VAT (although it is better to check any VAT queries in advance). Document type XA is sent to HUB Finance for authorisation. Document type XB this should be used for invoices under 500 in value and will not be sent for authorisation If there is an email address on the customer address line, then the invoice is automatically invoiced to the customer. If there is no email address, the invoice is emailed to you. It is then your responsibility to send the invoice to the customer. Credit control have the responsibility for following up non-payment of invoices. They will contact you if there is a problem or they require more information. 10

Raising Sales Invoices Raising a Sales Invoice Creating an invoice Completing the header section Navigate to Sales Invoicing Documents Insert Document. Doc Type: Enter XA for all invoices over 500 and for invoices which you are unsure of. XA invoices will go to HUB Finance for authorisation. Enter XB for all invoices below 500, these will not go for authorisation. Press enter and this completes the next box with XI which is the prefix for all invoice document number. Location: Enter your location code. If you don t know the code, you can double click to use the prompt to find the appropriate code, highlight the code and click on return. This will be used for reporting purposes. Originator: Enter your originator code. This is either your initials or your department/school may have a group originator code. This is used to display the contact details on the invoice. If you need a new code or to amend the contact details, then contact e5 support. Ledger/Account: Enter S for student customers and M for miscellaneous customers. Enter the customer account number or use prompt to locate it. Press enter. Alt Billing Address: 0 is the main customer address. If a different address is required, enter the alternative customer address number then press enter to display the address. Order Ref: Enter the customer s reference or their purchase order number in this field It is important to include the customer s purchase order number as, in many cases, the customer will not pay without a purchase order number being quoted on the invoice. GL Trans Ref: If you have a useful reference which you want to include with the transaction, then it can be entered here. It isn t shown on the invoice, but it is shown in the general ledger. Analysis Code: Leave blank. It is used for accommodation invoices and tuition fee invoices. However, it could be used to record another reference number if required. It will not be shown on the invoice. Original Inv/CR Ref: Leave blank. It is only used when raising credit notes or refunds. Trans Date: Leave blank. Today s date will automatically be used as the transaction input date. 11

Raising Sales Invoices Raising a Sales Invoice Completing the contact detail in the header text. If you wish the invoice to be sent for the attention of an individual, then their name should be entered in this field. Click on Header Text which gives the following screen and enter the contact name (or any other details you wish to see at the top of the invoice). You do not need to include For the attention of:. Click on Document to return to previous screen When you have finished entering the details, click on Document to return to the previous screen to continue entering details on the invoice. Do not click on Update to return to the previous screen or you will find that the invoice has been created and you may not have finished creating the invoice. Completing the line section using a free text item Item: Description: Qty: Leave blank Type in the item details. This is printed on the invoice. Enter the number or quantity of items 12

Raising Sales Invoices Raising a Sales Invoice Price: Base Value: Enter the Net Price per item This is calculated automatically. You do not need to enter anything in this field Tax: If you press enter, this will default to the tax code for the customer. It can be overtyped with the tax code appropriate for the invoice. If you are unsure of the tax code for the type of goods or service, the list on Appendix A may help. If you change the tax code again, beware that the tax value may not be recalculated. For example if the tax code is originally std and is later changed to exe, the tax value is still calculated at the std rate. If you have made changes, click on the Tax Details tab to check the amount is correct and overtype if necessary. If the tax value is not the expected amount for the tax code, then a warning message is given when you next press enter or complete. UOM Enter a unit of measure or double click to use prompt to select the appropriate one. The usual UOM is EA. EA should be used for services. Nom, C/c, Activity, Other, Payroll: Enter the Account and Analysis codes or double click to use the prompt to find them. If there is no activity code, you need to enter 000000 Recon Code: MCA: This will normally be blank Leave blank Split Analysis Type: If you want to split the value over more than one code, then enter 1 to split by percentage, 2 to split by quantity or 3 to split by value. Then click on S/A button to give the following screen (this example gives the screen for a percentage split): Once completed, click on Cancel to continue to enter invoice detail. Click on Cancel button to return to the previous screen to continue to enter the invoice detail. 13

Raising Sales Invoices Raising a Sales Invoice Do not click on Update to return to the previous screen or you will find that the invoice has been created and you may not have finished creating the invoice. Entering Line Text You can input additional item description information. This will print on the invoice underneath the item line. Line text can be input for each item line. In Supp, enter Y to stop a line from printing on the invoice (i.e. to provide additional information which could be useful to record with the line, but you do not need to show on the invoice). Click on Line Text. If there were any warnings (for example because the code combination had not previously been used, then you will need to accept the warning by clicking on ) Click on Document to return to previous screen Click on Document to return to the previous screen to continue to enter further detail. Do not click on Update to return to the previous screen or you will find that the invoice has been created and you may not have finished creating the invoice. 14

Raising Sales Invoices Raising a Sales Invoice Completing the line detail using an item code If you regularly raise invoices for the same product or service or the invoices have the same description, price and account codes, then it could be beneficial to use an item code. Contact HUB Finance, Hubfinance@bradford.ac.uk, to request a new item code. All item codes for sales invoices should start with 2. The description, quantity, UOM, and GL Codes are then automatically filled in. You will need to enter the price and check the tax code and tax amount and amend if necessary. Saving the invoice Once you are satisfied that the details have been correctly entered it is the correct name and address, the customer s order number has been entered, the contact name has been entered in the header text, the tax code and tax amount have been reviewed and amended if necessary and the GL codes are entered, then click on Complete. The sales invoice number will appear at the bottom of the screen. Authorisation of Sales Invoice If a document type of XA has been used, then it will be authorised by HUB Finance. Any invoices raised by 2pm will be processed (approved or rejected) by 4pm the same day. HUB Finance will check to ensure it is not an invoice type from the excluded list, check VAT amount is correct and that an invoice with an EU tax code has a VAT registration number on the customer account. You do not receive any notification if the invoice has been approved, but if there is a problem with the invoice and it is rejected you will have an action on your Worklist. The worklist is shown when you first log in. If you want to check your worklist during the day, you can go to the worklist from the main menu screen by clicking on the Worklist button or selecting Application Diary Worklist. If the invoice has been rejected, the entry on the worklist is as follows: 15

Raising Sales Invoices Raising a Sales Invoice Click on the row and then click on Amend Event Detail to see the reason for the rejection. Click Complete tick box and click Update. This will then be removed from your worklist. If you don t click on complete and update, it will automatically be removed from your worklist after 28 days. Sending the invoice to the Customer If there is an email address, then the invoice will be automatically emailed to the customer. If there is no email address, you will receive the invoice as an email attachment and it is your responsibility to send it to the customer. Copying an existing invoice If you have to raise another invoice which is very similar to an existing invoice, you can copy an existing document. Navigate to Sales Invoicing Documents List Documents Enter the document number of the invoice you would like to copy. Click on Copy button and amend as appropriate before clicking on Complete 16

Raising Sales Invoices Reprinting a Sales Invoice Reprinting a Sales Invoice Navigate to Sales Invoicing Documents List Documents Enter the document number of the invoice you wish to reprint and click OK. Click on V1 button. A new window will open showing an image of the invoice. From this screen the invoice can be reprinted or sent to any recipient via email. 17

Raising Sales Invoices Reprinting a Sales Invoice Click on print button Or click on mail document and add email address 18

Raising Sales Invoices Enquiry to see if an invoice has been paid Enquiry to see if an invoice has been paid Navigate to Accounts Receivable Enquiries AR Customer Account Enquiry Account Enquiries In the selection window, enter the Ledger and Account Number OR the transaction reference. The status shows whether the invoice has been paid or is still outstanding. To look at more detail on the invoice, click on SI Link button to go back to the sales invoicing screen. From this screen, you can click on the V1 button customer. to see a copy of the invoice which was sent to the You can also link back to the AR customer enquiry screen from the GL transaction enquiry screen by clicking on Linked Enq button. 19

Raising Sales Invoices Paperclip Adding email/contact details or notes to Customers or Invoices Paperclip Adding email/contact details or notes to Customers or Invoices To add a note to a customer, navigate to Accounts Receivable Customers Customer List To add a note to a sales invoice, navigate to Sales Invoicing Documents Customer List Enter the appropriate customer number or document number, highlight the row and click on the paperclip icon at the top of the screen. This gives the following screen. Click on the red paperclip to give the following screen. 20

Raising Sales Invoices Paperclip Adding email/contact details or notes to Customers or Invoices Once a note has been added or file located, then click on Upload. Click on the Red Cross to close the Paperclip window. When there is a note against a customer or transaction, there should be a paperclip symbol. To view an existing note or download a file, highlight the customer or transaction and click on the paperclip icon. Click on the + key to open the folders to show the note. Click on + to see the title of the note/file Highlight the note/file and click on download the attached file Highlight the note, and then click on the download the attached file icon. It may be necessary to click on the following message. 21

Raising Sales Invoices Appendix A VAT Notes Appendix A VAT Notes Tax Codes Std Exe Zer Standard Rate VAT Exempt Rate Zero Rate Education is exempt from VAT whether this is for executive education, short courses, continuing professional development or undergraduate students Items associated with education such as course materials, fees are also exempt from VAT Accommodation Students exempt Long Term (over 28 consecutive days) exempt Staff exempt Short Term (non students) vatable Books/publications/Printing Zero rated they will not attract a charge of vat. Electronic books at standard rate VAT. Equipment/Telephone usage etc.- Externally recharged Subject to a charge for VAT but the VAT on the original purchase of the recharge can be recovered, please forward details onto t.j.spencer@bradford.ac.uk to gain a refund against items being charged on. European Countries other than UK All invoices to other European countries must include their VAT number on the invoice otherwise a charge for UK VAT must be made. VAT numbers vary in length but should start with the country code if you are unsure you have the correct number please contact T.J.Spencer@bradford.ac.uk. The following wording can be used for European quotations: Please provide the University with your VAT registration number. Without this, the University will be obliged to charge UK VAT on the provision of services and goods purchased by you. The rate of 20% will be in addition to the price quoted. Eye Clinic Contact lens and spectacles subject to a charge for VAT. Eye tests exempt from VAT. Special requirement glasses exempt from VAT. Food and Drink Supplies to students exempt. Supplies to staff and visitors subject to VAT. Non Educational conferences subject to VAT. All bar sales are subject to VAT. Language Testing Commercial - subject to a charge for VAT. Students - Exempt. Overseas (Non EU) there is no need to charge VAT on non UK or Non EU invoices. They are all zero rated. The following wording can be used for non EU/UK quotations: 22

Raising Sales Invoices Appendix A VAT Notes UK VAT is not applicable on sales from the University unless the supply is deemed to be delivered in the UK. This quotation assumes a zero rate for UK VAT. Any taxes due within your country are your obligation and will not be covered by the University. Room Hire/Charge for Space ICT/IPI Buildings and the JBP Library charging for room hire for non University use in these buildings is subject to a charge for VAT. All other space/room hire is exempt from VAT. Licence to occupy Land is exempt. If equipment (AV etc.) is charged separately to room hire this will be subject to a VAT charge but if part of the room hire and not separately identified will follow the charge for the room as above. Sports Provision Most of our sales through Unique are exempt from VAT, but if a corporate booking is taking this would be subject to a charge for VAT. As are the following items: - Massage - Therapies - Beauty Treatments - Reflexology Staff Sales subject to a charge for VAT, e.g. computer sales, car parking, catering etc. Staff time Academic time to other educational institutions are exempt from VAT. Staff time recharged to the NHS is exempt from VAT. All other staff time charges would be subject to a charge for VAT. Student Supplies exempt from VAT - Lab coats - replacement keys stationery/study materials computer supplies printing and photocopying Car Parking charges Accommodation Summer Placements Field Trips Language Testing, etc. Ticket Sales Music and Theatre ticket sales are subject to a charge of VAT. Arts Grant income is exempt. 23

Raising Sales Invoices Appendix B Chart of Accounts Appendix B Chart of Accounts Account Key Nominal, Cost centre and Activity codes make up the Account key. This information must be entered for every e5 transaction such as journals, sales invoices and purchase orders. Nominal code Nominal Codes indicate the type of income, expenditure or balance sheet posting, for example travel, research grant income or salary costs. Access to some codes can be restricted for posting and/or enquiry purposes. A nominal code is the basis of every transaction in e5. This is a mandatory field comprising of four digits. Nominal codes are grouped within the following ranges: 0000-0999 Balance sheet 1000-1799 Income 7000-7999 Operating Costs 8000-8199 Depreciation and Interest Payable 8200-8299 Overheads 9000-9199 Payroll Costs 9800-9999 Pension and Restructuring Costs Cost Centre Cost centre codes are five digits and are mandatory. Each academic school and the corporate services will have a range of cost centre assigned to them. If any income or expenditure is generated, it will be posted against their cost centres. For example, 43000 43999 School of Life Sciences. Only a balance sheet nominal should be used with a balance sheet cost centre -i.e. nominals in range 0000-0999 should be used with cost centres in range 00001-29999. Activity This is a six digit code and is mandatory. The activity code is used when a further level of analysis is required by the School. Some Activity codes such as Research grants can only be used with specific cost centres. All Externally Financed Project Cost Centres should have an activity code starting C,D,H,R or S. Activity code examples; R00980 Cancer Research UK, 010003 Music Activity code is a mandatory field if this level of coding is not required you must still enter a code. The Activity code 000000 is for N/A. Analysis Key Other and Payroll codes make up the Analysis key. This information is optional but should be entered when required. Other The Other code is used when another level of analysis is required against the cost centre. For academic schools this code may represent an individual. 24

Raising Sales Invoices Appendix B Chart of Accounts Payroll This field is populated with an employee s payroll ID for additional reporting/analysis. This field is also used to record details of the course for a tuition fee which has been raised via the SAINT system interface. Example of coding 25