Useful Information

Issuing Invoices and Receipts

• How do I issue an invoice?
• How do I issue a receipt?

Invoices

Established procedures for the issue of University invoices are outlined below.

• An invoice is raised by forwarding a completed Request for Issue of Invoice form to the Accounts Receivable Transactions Officer who will be happy to supply you with copies of this form.
   
• Before an invoice is produced, the Request for Issue of Invoice form must be approved by the Team Leader Transaction Processing.
   
• Once processed, the invoice is distributed by the Accounts Receivable Transactions Officer.

You can arrange to have the Debtor's copy returned to you to post or deliver by writing a note to this effect in the top right hand corner of the Request for Issue of Invoice form.

• The processing of the invoice generates the value of the invoice to be credited to the general ledger account nominated on the request for issue form.

Batches are forwarded to Accountant, Research Office, for account code verification and extraction of research overheads.

If you have difficulty following these procedures please contact the Accounts Receivable Transactions Officer in the Office of Finance, Planning & Reporting.

Debt Collection

• Debts outstanding for more than three months are referred to the originator of the invoice request for a decision on what follow up action is required (eg: debt collection agency or write off).

On-line invoicing procedures / processes

Receipts

1. To provide the payer/debtor with the evidence that a payment has been received.
2. To provide the University with the source document for posting to a General Ledger account.

• All receipts must detail the date, amount, name of the payer/debtor, account code, reason for payment and signature of the person issuing the receipt. All receipts must be prepared on University pre-printed receipt forms or by cash register.

• The receipt form is pre-numbered and in four parts -
  

  	White copy	- Debtor
  	Pink copy	- Used as a data entry document
  	Yellow copy	- Filed with supporting documents
  	Blue copy	- Audit copy

• Although the white copy is the debtor's copy, it is common practice to dispense with the sending of a receipt where the payer has indicated that one is not required. In these cases both the white and yellow copies of the receipt are filed with supporting documentation in the Office of Finance, Planning & Reporting.

• The pink receipt copy and cash or cheques equalling the value of the receipt should be forwarded to the Banking Officer as promptly as possible. Any discrepancy must be advised to the Principal Accountant in writing.

• The Banking Officer deposits all moneys received into a University bank account. Your Office or Division will be credited via the account code specified on the receipt.
  Please note that it is illegal to deposit Univerity income from external sources into any account other than an official University account.

• Debtors should be instructed to make all cheques, postal orders etc. in favour of Murdoch University not to your School or Office. Funds will be credited to your account via the account code shown on the receipt.

• If a receipt is cancelled, all copies must be retained in the receipt book. If not, reasons must be noted on the blue or pink receipts in the book.

• Post-dated cheques should be held in a safe place and must not be receipted until the date of the cheque.
   
• On-line receipting process.
   
• The payment of an debtor invoice will be allocated to the debtor.

Return To Further Topics In The Finance User's Guide