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Purpose:

The NU Invoice is a standard document for billing external individuals and organizations that have
purchased goods or services from a university unit.  The NU invoice and subsequent customer
payment are processed by Accounting Services through CUFS.

Processing Flow:

The university unit prepares the NU Invoice and sends the original and remittance copies to the
customer.  Additional copies are sent to Accounting Services for processing.  The invoice is
recorded as an account receivable in CUFS and the corresponding revenue is credited to the
department account indicated on the invoice.  When the customer remits payment to
Accounting Services, the account receivable is reduced by the amount of payment received. 
Accounting Services sends a list of outstanding invoices to each unit on a monthly basis so that
the unit can follow-up on unpaid invoices.  Uncollectible invoices will be charged back to the
originating unit.

How to Complete an Invoice:

Enter billing data as indicated on the form.  All information should be typed.  Specific
instructions follow for special data requirements. (Click to see example of New Invoice)

Invoice Number:  Each unit develops a unique numbering system beginning with three letters
of the unit name followed by the four-digit fiscal year (9/1-8/31) and ending with a four-digit number based
on a sequence selected by the unit.  For example, an invoice for Accounting Services would be: 
ACS20070001. 

Invoice Date : Use the date the invoice is sent to Accounting Services

Provider Code:  The unit creates a unique code for each of its customers.  The required
code length is 11 spaces and by convention begins with a letter indicating the unit name,
followed by 4-6 letters of the customer name and 4-6 digits of the customer address or zipcode.

Customer Name & Address:  Complete information is needed to set-up the provider code above.

Line Number:  Each line item on the invoice must be assigned a line number, beginning with 01.

Accounting Information:  The unit assigns a CUFS account number and revenue source for each
line item and amount on the invoice.  Description should be as complete as possible to identify the
goods or services provided.

Total:  The total of all line amounts must be entered at the bottom of the form, even if only one line
item and amount is listed.

Distributing Copies:  Unit sends the invoice to the customer with a Remittance copy while retaining
a copy for the Billing Department. One copy should be sent be sent to Accounting Services,
Attn: Polina Khait, 619 Clark, Rm. 217, EV.

How to Modify an Invoice:

Changes may be made to an outstanding NU Invoice by submitting a new invoice form to Accounting
Services.  Use the same invoice number as the original and mark “M” (Modification) in the TYPE OF ENTRY
box. Only enter lines to be modified, any unchanged lines should not be shown on the modification
invoice. For each line to be modified, enter the line number and the change in the amount.  If the change
is an increase, enter “I” in the column after the amount of the change; if it is a decrease enter “D”. 
Distribute copies as above.(Click to see Invoice Modification example )

Processing Payment:  Customers should remit payment directly to the Accounting
Services address as printed on the NU Invoice form.  If payment is not processed through
Accounting Services the invoice will remain outstanding.

How to Monitor an Invoice:

Review the status of NU Invoices using the OIHT(Open Invoice Header Table) or OILT (Open Invoice Line
Table) tables in CUFS. Go to OIHT and OILT, and enter the invoice number to see the invoice data and
payment status.

Accounting Services References:

If you have any questions, please contact Accounting Services at x1-5337.

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