University departments and service centers may process charge transactions of non-University clients through the University's Billing Receivables System (BRS).
The University Receivables Section of the Controller's Office administers the BRS and associated manual processes. University Receivables is located in French Administration 342.
For general accounts receivable procedures applying to all University receivables systems (including the BRS), see 30.56.
REQUESTING ACCESS TO BRS
University employees with a demonstrated "need-to-know" may access online accounts receivable information. See 85.33 for access procedures.
USING THE ACCOUNTS RECEIVABLE SYSTEM
NOTE: Due to paperwork costs of billing, goods and services costing less than $5.00 will not be processed through the BRS. Clients should pay for small purchases at the time of the sale. The Controller may grant exceptions to this requirement.
Complete a WSU Invoice to document each client transaction. Prenumbered WSU Invoice forms are available from University Receivables.
Alternative Invoice Forms
A service center may use an alternative prenumbered invoice form if the form is approved in advance by University Receivables. Contact University Receivables before printing the invoice form to make sure the planned form meets the requirements of the BRS.
When an alternative invoice is used, the department is responsible for retaining a copy as an Official Public Record (OPR) for the retention period indicated on the department's Records Retention Schedule (see 90.01). (NOTE: An OPR must be retained for a minimum of six years.) In such cases, copies are not sent to University Receivables.
Completing the WSU Invoice
The following completion instructions are numerically keyed to the sample in the PDF version of page 30.57.3. Form sections without instructions are considered self-explanatory.
Invoice Date (1)
Enter the transaction date.
Customer Number (2)
Enter the customer's WSU ID number. WSU ID numbers are maintained in the University Name and Address File. Access the WSU ID number through the BRS by using the online name search function. If the customer has not yet been assigned a customer number, enter customer name, address, telephone number, and either a tax ID number or social security number. University Receivables creates a customer WSU ID number using this information.
Tax ID Number (3)
When the merchandise or service being sold is generally subject to sales tax and if the customer is exempt from paying sales tax, enter the customer's tax identification number. This number is assigned by the customer's state government.
Purchase Order Number (4)
Enter this number if it is required by the customer.
Enter the appropriate subcode assigned by University Receivables. Entering the correct subcode ensures that revenue from the transaction goes to the correct University account.
Distributing the WSU Invoice
How the WSU Invoice is distributed depends upon whether the data is input into the BRS by the department or by University Receivables.
In either case, give the customer the white original.
Use the yellow copy for online input. Retain this copy in departmental files in numerical sequence. Retain the yellow copies in accordance with retention periods on the departmental Records Retention Schedule (see 90.01).
Route collected pink copies to University Receivables at least weekly.
University Receivables Input
Route the yellow copies to University Receivables for online input.
Retain pink copies in numerical sequence in accordance with retention periods on the departmental Records Retention Schedule (see 90.01).
All WSU Invoices must be used or otherwise accounted for. Return the white original and the pink copy to University Receivables marked "void." If the white original was given to the customer prior to the void, include an explanation on the pink copy. Retain and file the voided yellow copies in sequence with other copies.
Merchandise Credit Memorandum
Complete a Merchandise Credit Memorandum when a customer returns a purchased item or to otherwise credit a customer's account. Obtain supplies of the Merchandise Credit Memorandum form from University Receivables.
Use the instructions for completing the WSU Invoice to complete the Merchandise Credit Memorandum. Enter the original WSU Invoice number in the Invoice Number block. (Merchandise Credit Memorandum forms are not prenumbered.)
After completion, a supervisor must sign the credit memorandum prior to online input of the credit into the BRS.
Note on the yellow copy of the original WSU Invoice the date and the amount of the Merchandise Credit Memorandum.
How the Merchandise Credit Memorandum is distributed depends upon whether the data is input into the BRS by the department or by University Receivables.
Give the yellow original to the customer.
Use the green copy for online input. Retain this copy in a separate departmental file for Merchandise Credit Memorandums. Retain the green copies in accordance with retention periods on the departmental Records Retention Schedule (see 90.01).
Route collected pink copies to University Receivables with the copies of the WSU Invoice.
University Receivables Input
Send the pink copy to University Receivables for online input with the copies of the WSU Invoice.
File the green copy in a separate departmental file for Merchandise Credit Memorandums. Retain the green copies in accordance with retention periods on the departmental Records Retention Schedule (see 90.01).
University Receivables sends a monthly statement to nonstudent customers who owe the University. The statement includes all charges outstanding and may be itemized by service center, type of charge, and/or invoice number.
Upon request, Accounts Receivable provides to departments aging reports which list receivables which are currently unpaid. Revenue reports are also available.
When University customers do not pay bills within a reasonable period, University Receivables initiates bill collection procedures which may include:
- Direct contact with the customer,
- Hiring a bill collection agency,
- Seeking redress through the court system, or
- Reporting delinquent accounts to credit bureaus.