This procedure covers requesting or correcting transactions from Accounts Receivable by departments without access to IS Accounts Receivable.
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.
The AR Viewer is responsible for:
The Departmental Manager is responsible for approving Credit Memos.
The AR Manager is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
This activity is performed whenever a department without access to IS Accounts Receivable requires a transaction or correction to a transaction.
1. Complete a Transaction Request Form.
Refer to the University of Virginia Forms Directory [http://uvaforms.virginia.edu/cgi-local/formsDir.cgi].
The forms are Microsoft Excel spreadsheets.
Complete the appropriate sections.
2. Forward the form as an email attachment to Accounts Receivable.
Send the form to: firstname.lastname@example.org.
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.
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