Units can request new customer set up or update an existing customer's contact detail:
Billing & Accounts Receivable Customer Request
Units that create more than 10 invoices a year can request access to Western Financials (Billing Module): Request for Billing Access and Request for Bill Type Authorization
Units are responsible for preparing and issuing official invoices to external customers for goods and services supplied. Units can request new customer set up or update existing customer address and contact information by completing - Billing & Accounts Receivable Customer Request
Disputes over the amount or content of an invoice will be referred to the issuing unit for negotiation with the customer. Invoices that are cancelled (full or partial) will be matched to the invoice and cleared from the system by Accounts Receivable - Invoice Cancellation & Write-off Request
Recoverable accounts have been established for use when there are many individuals invoiced to one external customer. For information on established external customers, contact Accounts Receivable at email@example.com.
To assist with the management of outstanding invoices, units can run various Accounts Receivable reports through Western Financials.
Accounts Receivable sends reminder notices to customers to assist with the collection of outstanding invoices. Reminder notices:
- are sent to customers when invoices are 60 days overdue;
- continue until the invoice is collected; and
- show all invoices outstanding for that customer (including finance charges at 1.5% per month for items over 30 days outstanding).
Uncollectable invoices will be charged back to the issuing unit. Invoices greater than $100.00 can be sent to an external collection agency - contact Accounts Receivable for assistance (firstname.lastname@example.org, Ext. 83870). Any amounts collected will be returned to the issuing unit net of service fees charged by the collection agency.
Invoices for Canadian customers should be issed in CAD funds. Invoices for US and foreign customers should be issued in USD funds. If you have a requirement to issue an invoice in any other currency, contact Accounts Receivable (email@example.com, Ext 83870).
Payments can be made via cheque, cash, Visa and MasterCard. Electronic Funds Transfers and wire transfers from Canadian, US and foreign customers are also accepted. More information is available under Payment Options on the Customers of Western page.
Visa and MasterCard secure on-line payments are now accepted. For instructions, please visit the Treasury & Investments Section on the Training and Reference Material page.
If you are invoicing other provinces for good and services, you may need to charge the applicable provincial HST or GST.
Refer to the University HST web page for further information. If you have questions e-mail firstname.lastname@example.org
Advantages of using the form include:
- Accounts Receivable creates an official invoice on behalf of the unit;
- revenue is recognized as soon as the invoice is created;
- customers receive an official invoice from Western;
- Accounts Receivable handles the cash and sends reminder notices to customers until the invoice is paid; and
- units will be contacted if there is an issue with collection.
Suite 6100, Support Services Building
p. (519) 661-3870
f. (519) 661-3829