Case Western Reserve University Instructions for EXTERNAL BILLING EXCEL UPLOAD
When requesting an EXTERNAL BILLING EXCEL UPLOAD please fill out the attached UPLOAD TEMPLATE according to the following instructions:
Under the Customer Number column, fill in the PeopleSoft customer number (i.e. MARxxxxx, MMHxxxxx, MUHxxxxx, etc.). If it is a new customer please send a customer account number request email to email@example.com and include the customer name, address, city, state, zip code, as well as the customer contact information including the contact name, phone number and email address.
Under the Invoice Number column, type in the invoice number. Verify there are no duplicates on the file.
Under the Date column, use the following format: DD-MM-YYYY.
Under the Invoice Amount column, the number cannot have any dollar signs or commas, i.e. 23655.45.
Under the Speedtype column, fill in the speedtype receiving the benefit of the billing.
Under the Account column, fill in the appropriate account number, i.e. 4xxxxx. Verify that the speedtype and account are a valid combination.
Please send the completed EXTERNAL BILLING EXCEL UPLOAD via email to General Accounting at firstname.lastname@example.org with EXTERNAL BILLING EXCEL UPLOAD as the email subject.
Once the completed EXTERNAL BILLING EXCEL UPLOAD has been received, it will be reviewed for accuracy, completeness and processed by General Accounting within 1-2 business days.
The EXTERNAL BILLING EXCEL UPLOAD will be kept electronically on file by General Accounting.
Once General Accounting posts the invoice within PeopleSoft, the speedtype listed on the EXTERNAL BILLING EXCEL UPLOAD receives the benefit of the amount invoiced.
Invoiced amounts will be reflected in the applicable statements of the speedtype listed on the EXTERNAL BILLING EXCEL UPLOAD. The invoices will be listed with a description of AR Billing, a journal number beginning with AR, and the amount will be a credit (i.e. negative amount).
It is the responsibility of the PREPARER of the EXTERNAL BILLING EXCEL UPLOAD (the “PREPARER”) to ensure that all invoices are distributed to the respective customer contacts.
All payments received from external customers should be sent to the Controller’s Office (Location Code 7006) for appropriate deposit and application of payment within PeopleSoft. Please DONOT deposit any checks received in relation to EXTERNAL BILLING EXCEL UPLOAD invoices as a departmental deposit with the Cashier’s Office, as the speedtype you provided in your billing request has already received the benefit upon being uploaded into PeopleSoft.
On a monthly basis, General Accounting will provide the PREPARER with a current aging, which will list all outstanding invoices. The aging will provide the PREPARER a summary of the open invoices including the invoice date and the age of the invoices. The normal payment of an invoice is 30-45 days and it is the PREPARER’S responsibility to follow up with the external customer to find out the status of payment and ensure payment will be received.
The PREPARER has 120 days to ensure payment is received by the Controller’s Office. If payment is not received and the outstanding amount is deemed uncollectible, the outstanding amount will be written off back to the speedtype originally credited. The Controller’s Office will contact the department to discuss the payment status before any invoice is charged back to the department. If the department has made arrangements with the external customer to obtain payment, the Controller’s Office must be notified promptly.
On a monthly basis, external customer contacts will receive statements listing past due balances. Inquiries from the customers will be directed to the applicable PREPARER for follow up.
If you have any questions, please contact General Accounting at email@example.com or 216-368-4274.