Transactions-Correction Request

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Transactions-Correction Request: Flowchart

Scope

This procedure covers requesting an invoice correction from departments without access to invoicing through IS Accounts Receivable.

System References

None

Policy

Invoices may be adjusted until they are printed or posted to the General Ledger. After invoices are printed or posted, a credit memo must be created to decrease or cancel an invoice.

Invoices are posted to the General Ledger on a nightly basis.

Responsibility

The AR Viewer is responsible for completing the AR Invoice Correction Request Form and forwarding the form to Accounts Receivable.

The AR Billing Specialist is responsible for correcting invoice errors.

Distribution

AR Viewer^*

Ownership

The AR Manager is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Activity Preface

This activity is performed whenever an invoice requires adjustment.

AR Viewer

1. Complete an AR Invoice Correction Request Form.

Navigate to the U.Va. Forms directory.

Refer to the University of Virginia Forms Directory [http://uvaforms.virginia.edu/cgi-local/formsDir.cgi].

Follow the directions provided to locate the desired form.
Open and complete the form.

The forms are Microsoft Excel spreadsheets.

Complete the appropriate sections.

Save the form.

2. Forward the form as an email attachment to Accounts Receivable.

Send the form to: accountsreceivable@virginia.edu.

Accounts Receivable will complete the request within 24 hours.

The AR Billing Specialist in Accounts Receivable will make the required adjustments.

End of activity.

Effective: 08/13/04

Revision: 2

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