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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.

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

ACS19990001.

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 original white Customer copy and green Remittance copy to the customer.  Unit keeps yellow Billing Department copy.  The remaining pink and gold copies should be sent to Accounting Services, Attn: Denise Ciucci, 619 Clark, EV 1135.

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” in the TYPE OF ENTRY box.  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.

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 and OILT 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 questions about an invoice contact Denise Ciucci, 1-4725.

If you need to order invoice forms, e-mail or call Barbara Miklos, b-miklos@nwu.edu or 1-5338.

Please include a CUFS account number to be charged.  Forms are $.30 each and are available in packages of 100 or singly.

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