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Account Receivables Invoicing

Account Receivables Invoicing. PCBO August 19, 2009. Types of Invoicing. Reimbursed Activities (Fund 48501) – Expenses reimbursed by an auxiliary or outside entity (ASI, UARSC, University Corporation, Chancellor’s Office)

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Account Receivables Invoicing

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  1. Account Receivables Invoicing PCBO August 19, 2009

  2. Types of Invoicing • Reimbursed Activities (Fund 48501) – Expenses reimbursed by an auxiliary or outside entity (ASI, UARSC, University Corporation, Chancellor’s Office) • Miscellaneous Invoicing (Funds other than 48500 & 48501) - Revenues earned through services rendered to an auxiliary or outside entity • Abatements (Fund 48500) - To obtain funds from other entities that will be budgeted for future expenses (expense has not been incurred)

  3. Reimbursed Activities Invoicing • Type of Activity: • Any expense that has been incurred but is not included in department’s budget plan and is being reimbursed by an auxiliary or outside entity • Transaction must be charged to: • Fund – 48501 • Account – 6XXXXX • Dept ID – 1XXX • Program - (see Billing Upload training guide for looking up Program Code to ensure it gets billed to correct customer ID) • Class & Project - Optional

  4. Reimbursed Activities Invoicing(continued) • Invoicing • Put Reimbursed Activity chartfield on Facilities Work Orders, Requisitions, ProCard Charge, PAN/ATF • Pay Direct Pays directly to Reimbursed Activities chartfield • Can adjust chartfield to Reimbursed Activities after expense has been recorded via Salary Adjustment or Expenditure Transfer Adjustment if not charged there from the beginning

  5. Miscellaneous Invoicing • Type of Activity: • Parking, University Events, Extended Learning Non-Credit Courses, Clark Field House Events, Pride Newspaper Ads, Financial Aid Scholarships, Catalog Sales • Transaction must be charged to: • Any fund except 48501 or 48500 • Account – 5XXXXX • Dept ID 1XXX • Program – not required • Class and Project are optional

  6. Miscellaneous Invoicing(continued) • Invoicing: • If available purchase order number from “customer” is required • Complete Billing Upload form and forward to accounting@csusm.edu (see Billing Upload training guide for looking up Customer ID)

  7. Abatement Invoicing • Type of Activity: • Campus sponsored workshops, conferences, or other events • Revenues received prior to expenses being incurred • Corresponding budget will be posted to department • Transactions must be billed to: • Fund – 48500 • Account – 580090 • Dept ID – 0000 • Program – not required • Class & Project are optional

  8. Abatement Invoicing(continued) • Invoicing: • If available purchase order number from “customer” is required • Complete Billing Upload form and forward to accounting@csusm.edu (see Billing Upload training guide for looking up Customer ID)

  9. Billing Upload Form

  10. Customer Lookup RA CF to Customer Map General Customer Information

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