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Transactions-Request

Scope

This procedure covers requesting or correcting transactions from Accounts Receivable by departments without access to IS Accounts Receivable.

System References

None

Policy

The invoice date is the date service is provided to the customer or the date to produce the invoice.

A Transaction Request Form is used to request an invoice, credit memo, or debit memo.

Customer documentation (for example, purchase orders, contact records, and correspondence) is maintained in the requesting department.

Responsibility

The AR Viewer is responsible for:

• completing a Transaction Request Form
• forwarding form to Accounts Receivable
• maintaining customer documentation files

The Departmental Manager is responsible for approving Credit Memos.

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 a department without access to IS Accounts Receivable requires a transaction or correction to a transaction.

AR Viewer

1.   Complete a Transaction 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.

Accounts Receivable will print transactions as required. Indicate on the form if printing of credit memos is required.

3.   Forward any documentation to be sent along with the Transaction to the Customer.

Accounts Receivable will send the documentation with the Transaction.

End of activity.

Effective: 08/13/04

Revision: 2

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