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Accounts Receivable Invoicing

Invoices to current students and Sodexo Marriott Services must be processed through Banner.

Invoices to employees, former students, the general public, and government agencies are processed through Banner or through DaFIS.

Customers must have a customer number before they can be invoiced. For Banner, that means completion of the Accounts Receivable Customer Number Request form. For DaFIS, that means completion of the DaFIS Customer (CUST) document.

Banner
Invoicing is a monthly batch process:

1. The department prepares invoices using prenumbered, multipart invoice forms, available from the Storehouse (catalog number 71461-900 in UCD Buy).
2. The department handles completed invoices as follows:
   • Mails the white original and yellow Customer Copy to the customer
   • Mails the pink Accounting Office Copy to Student Accounting Office on the same day the invoice is mailed to the customer
   • Retains the goldenrod Departmental Copy
3. The customer sends the yellow copy with payment to the Cashier's Office or Lock Box and retains the white original. Alternatively, customers can make wire payments.
4. Student Accounting establishes accounts receivable and credits the department's account.

DaFIS
Departments invoice using a monthly batch process or by printing individual invoices. The invoice process is as follows:

1. Department creates DaFIS Accounts Receivable Invoice (ARIN) documents.
2. Department prints invoices (only fully approved invoices can be printed).
3. Department mails invoices to the customers.
4. Customers remit payment and remittance stub to the Cashier's Office. Alternatively, customers can make wire payments.
5. Cashier's Office records the payment and the customers' records are updated in DaFIS.

To print invoices:

Batch Printing - Recommended for departments with a high monthly volume of invoices.

1. Click on Inquiries in the menu bar.
2. Click on Accounts Receivable.
3. Click on Invoice List or Manage Overdue Receivables.
   
   • Invoice List - Allows you to print invoices but does not change the customers' collection status.
   • Manage Overdue Receivables - Allows you to print invoices but also changes the customers' collection status.

Printing a single invoice - Recommended for departments with a low monthly volume of invoices.

One way to print a single invoice is to do the following:

1. In the DaFIS TP Document Search screen, find and open an approved ARIN document.
2. In the menu bar, click Actions.
3. Click Print Document.

Final approvers of ARIN documents have an additional way to print single invoices, available via User Options. The following steps will result in the final approver receiving a prompt asking if they want to print the invoice when they approve the document:

1. In the DaFIS TP menu bar, click Options.
2. Click User Options.
3. Find A/R Final Approver Print; click on the box so that a check mark appears.
   • To set this option permanently, click the Save User Profile button and then click Return.
   • To set this option just for the current session of DaFIS, click on Set for this Session Only.

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