Sales Invoices 2012/13 Edition
imperialcollegeunion.org
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Contents Contents
2
Introduction
3
Background
4
Requesting sales invoices
5
Requesting credit notes
8
Help and Assistance
11
Š 2012 Imperial College Union Version 1.0 - 01 June 2012
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Introduction What is this booklet for? The Sales Invoices booklet is a guide to navigating and using eActivities for requesting sales invoices and credit notes relating to Clubs, Societies & Projects. This booklet assumes you are familiar with basic use of eActivities - logging in and selecting roles. It also assumes familiarity with online transaction pages, Transaction Codes and Activity Codes as described in the Core Finance booklet. Only Chairs and Treasurers of Clubs, Societies & Projects can use the functionality described in this booklet. Until you pass the Core Finance and Sales Invoice quizzes you will not be able to use the functionality described in this booklet. Sales invoices are the method for obtaining money from external organisations, for example sponsorship money or donations from the College. Sales invoices automatically give the organisation paying 30 days in which to actually pay the money over to the Union. Credit notes are a method of cancelling all or part of an invoice after it has been created should you discover a mistake.
Stefan Nubert Deputy President (Finance & Services) E: dpfs@imperial.ac.uk T: 020 7594 8060, extension: 58062
Further inquiries If you have any difficulties with eActivities, or there is a problem with the system you should contact the Union’s Systems Coordinator by emailing club. web.enquiries@imperial.ac.uk. The approval of sales invoices and credit notes once you have submitted them via eActivities is the responsibility of the Union’s Clubs & Societies Finance Administrator, who you can contact by emailing clubs.finance@imperial.ac.uk. Many of the invoices Clubs, Societies & Projects need to create are for sponsorship. There is specific guidance about getting sponsorship in the Sponsorship booklet; all sponsorship contracts require approval by the Deputy President (Finance & Services).
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Background Money for your Club, Society or Project can be generated through the sale of goods or services or through sponsorship. If you are supplying goods or services, you will need to produce a sales invoice. Sales Invoices cannot be issued without a supporting document. The supporting document ensures that there is sufficient proof of intent to pay; if this proof does not exist you must receive payment BEFORE the goods or services are provided. Supporting documents should be scanned and uploaded when you submit your request for a sales invoice to be created. More information about how to obtain sponsorship can be found in the Sponsorship booklet. Examples of suitable supporting evidence for sales invoices are: • An official purchase order from your customer (this is required for all sales invoices made to the College), • A written request or a signed contract from a person entitled to act for the customer assuring us that they will pay the invoice.
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Invoices automatically allow 30 days for the customer to pay. It is the responsibility of the Club, Society or Project to ensure that the invoice is paid. Never make up your own sales invoices, always make sure you create an official Union one. An example of a Union sales invoice is shown below. You should NEVER make up your own sales invoices, or provide any other bank details than those of the Union to companies wishing to pay sales invoices you have created.
Requesting sales invoices You will only be able to request a sales invoice if you the Chair or Treasurer of a Club, Society or Project and have completed the Key Information, Core Finance and Sales Invoices online quizzes. To request the sales invoice, log into eActivities and select your role in the Club, Society or Project for which you are creating the sales invoice. Select Finance then Income and finally Sales invoices from the main menu. It will default to the New submission request subtab.
Requesting the Sales Invoice You will only be able to create a sales invoice to a customer which has already been created in the Union’s finance system. Information about creating a new customer is discussed later in this section. It is very important that you add in the purchase order number if you have one and tick the international box if the supplier is from outside the United Kingdom.
Complete the fields on the form
If the invoice is to a customer located outside of the UK click the box
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Requesting sales invoices cont... When the customer details have been completed a new section will appear which allows you to select where the income will be coded to on your online transaction pages. Once you have completed the various boxes click Commit. Details of the coding structure are contained in the Core Finance booklet.
Complete the fields on the form
Approval process All requests for sales invoices have to be authorised by the Clubs & Societies Finance Administrator. Once they have been approved you will receive an email and will be able to download a pdf version of the invoice from the Authorised Sales Invoices tab. This process will take between three and five working days. You are responsible for sending the invoice to the customer. Any queries relating to approval of invoices must be directed to the Clubs & Societies Finance Administrator.
Click to download the pdf
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Requesting sales invoices cont... Requesting a new customer To request a new customer to be set up on the Union’s finance system click on the Request a new Customer tab, complete the details required and click Submit.
New customers are created by the Clubs & Societies Finance Administrator to whom all queries should be directed. To check on progress on the creation of customers click on the New Customer Status tab, the process will take up to three working days.
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Requesting credit notes Credit notes should be used for refunding a customer part of or all of a previously created sales invoice. This may be due to the cancellation of the request of the customer or a part refund due to change in the agreed costs. An example of a credit note is reproduced below.
Requesting a credit note You will only be able to request a credit note if you are the Chair or Treasurer Club, Society or Project and have completed the Key Information, Core Finance and Sales Invoices online quizzes. To request the credit note, first log into eActivities and select your role in the Club, Society or Project for which you are requesting the credit note. Select Finance then Income then finally Credit Notes from the main menu. It will default to the New submission sub tab.
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Requesting credit notes cont... Fill in details as below to request the credit note.
Select the customer from the drop down list.
Include the invoice number here for the invoice that you are crediting against.
When you have filled in these fields a set of boxes will appear. Complete details of the description of what you are crediting, the account, activity, funding and consolidation codes as well as the price including VAT, quantity and relevant VAT code. Then click Commit.
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Requesting credit notes cont... Approval process All requests for credit notes have to be authorised by the Clubs & Societies Finance Administrator. Once they have been approved you will receive an email and can download a pdf version of the credit note from the Authorised Credit Notes tab. This process will take between three and five working days. You are responsible for sending the credit note to the customer. Any queries relating to approval of credit notes must be directed to the Clubs & Societies Finance Administrator.
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Help and assistance Help and assistance You may need some help with what is discussed in this booklet, the table below summarises who can help. Stefan Nubert Deputy President (Finance & Services) dpfs@imperial.ac.uk 020 7594 8060, extension 58062
Stefan is the Sabbatical responsible for finances. He is also responsible for approving all expenditure over ÂŁ1000
Ally Cott Systems Coordinator club.web.enquiries@imperial.ac.uk 020 7594 6412, extension 46412
Ally is responsible for eActivities, speak to him if you discover an error with the system, he cannot help with financial content queries.
Aziz Bilgrami Clubs & Societies Finance Administrator clubs.finance@imperial.ac.uk 020 7594 1514, extension 41514
Aziz is responsible for administering the finances of Clubs, Societies & Projects.
Malcolm Martin m.martin@imperial.ac.uk Head of Finance 020 7594 8069, extension 48069
Malcolm is the lead finance staff member. He can help with complicated finance queries.
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Tel: 020 7594 8060 Fax: 020 7594 8065 Email: union@imperial.ac.uk Twitter: @icunion imperialcollegeunion.org