The university, through its Bond Revenue, Sales and Service, Local Fund Activities, and Income Funds, has cause to make sales and assess charges to various individuals, organizations, and agencies “outside” the university system. All sales and charges by a university department must be made via the “Request to Generate a Customer Invoice” form provided by the Commercial Accounts Receivable Office or directly into the PeopleSoft Financial Management System (FMS) (if the department has access). Direct access to PeopleSoft FMS shall be determined by the supervisor of the Commercial Accounts Receivable Office. The Commercial Accounts Receivable Office will use the information on the “Request to Generate a Customer Invoice” form sent by the departments that do not access to PeopleSoft FMS. The Commercial Accounts Receivable Office will also edit and process all invoices for accounting purposes and collection follow-up.
Direct billings by any university department are a violation of university policies of internal control and conflict with audit recommendations.
Accounts receivable is defined as any amount owed to the university by an individual, organization, or agency whose funds are not controlled by the university. Accounts receivables are established by the selling department or the department issuing the charge – not the Commercial Accounts Receivable Office.
Departments wishing to issue university billings for the first time must obtain clearance through the supervisor of the Commercial Accounts Receivable Office. When a department has been authorized to issue university billings, it is assigned a three-character alpha prefix code by the Commercial Accounts Receivable Office. This code will appear on all invoices followed by six numeric digits (e.g., THE000001). PeopleSoft FMS allows each department to start their invoice numbering sequence as XXX000001 and will automatically assign the next number to be used.
The “Request to Add/Update a Customer Record” form is located on NIU Departments: Commercial Receivables website. Complete the following sections:
Completed forms should be sent to the Commercial Accounts Receivable Office (email@example.com) for processing. You will receive an email within 3 business days indicating the customer number or confirmation to your update request.
Non-Rollout Departments are departments that do not have direct access to PeopleSoft Financial Management Systems; therefore, Commercial Accounts Receivable Office will enter their billings into PeopleSoft FMS. The “Add/Update Customer Record” form is located on NIU Departments: Commercial Receivables website. Complete the following sections:
Rollout departments are departments that have been granted access by Commercial Accounts Receivable supervisor to enter billings into PeopleSoft FMS. Each person requiring access must attend training sessions conducted by the Commercial Accounts Receivable supervisor.
Invoices will not be processed if the amount is less than $5.00. Billing areas could accumulate small charges to the same customer until they total $5.00 or more.
Once the invoice has been processed, the department will receive an electronic version (PDF file) of the invoices to retain for their records. The department has the option of having Commercial Accounts Receivable Office mail or email all of its invoices at the time of processing. If the department chooses to mail out their own invoices, they can print the electronic version and mail.
In order to fulfill Illinois State reporting requirements for collection of receivable accounts billed through Commercial Accounts Receivable Office, departments must furnish the Tax Identification Number for individuals and businesses. Departments must provide SSN numbers for individuals and/or a copy of businesses’ W-9 form. If a customer refuses to provide this information, the department should not be extending services. Contact the Commercial Accounts Receivable Office for questions regarding exceptions.
Departments should submit “Request to Generate an Invoice” forms or enter online in Peoplesoft FMS all charges incurred on a timely basis. Commercial Accounts Receivable Office processes invoices biweekly and/or as needed.
Statements are generated on the first business day of each month. Please note that Commercial Accounts Receivable Office does not send out zero balance statements.