Raising Invoices

To ensure that your department receives your income efficiently for any goods/service that you have undertaken, you need to use a central system to ensure that the money isn’t left unidentified within the University bank account.

The income collection route depends on the type of good(s) or service(s) that you are collecting for, below are guidelines on how to choose the most appropriate method to collect your income

Shop@le

Operated by the Residential and Commercial Services, shop@le provides the University with a simple & convenient way to sell products and services online.

Shop@le is useful in the following scenarios

  • Reoccurring business event (Could happen once a year every year)
  • Payment is Required Up Front Prior to the Event
  • Business with a private individual
  • CPD Courses

If you would like to see more of how shop@le could help you collect your income them visit the shop@le

Research and Enterprise Business Development

Operated by Research and Enterprise Business Development, covers invoicing to Research Grants and Contracts

Research Support will manage the following situations

  • Research Grants – Once contract is signed and completed Research will take ownership of collecting your grant income – Departments do not need to request an invoice the contract schedule will be followed by RED
  • Other Services Rendered including Consultancy and Licence Costs –Once agreement is signed and completed Research will take ownership of collecting your income – Departments do not need to request an invoice the agreement schedule will be followed by RED

External Invoices

Operated by the Finance Division, External Invoices provides the end user with a VAT Invoice. This ensures that the University has a history of all transactions with a 3rd party and that any payment issues can be identified and resolved centrally.

The University’s expectation is that all invoices raised will be paid within the University’s 30 day credit period. The Fees Payments Office will send reminders to customers and chase debts in line with the University’s debtor policy
External Invoices are useful in the following situations

  • Business with a 3rd Party Organisation
  • Payment is required after an event or service has taken place
  • It is an unusual business transaction that will not be repeated
  • Reimbursement of University Expenditure already accrued

Invoice Process

Invoice Process

Raising Multiple Invoices

Raising Multiple Invoices

 Amending or Cancelling Invoices

Amending/Cancelling Invoices

Reasons for Non-Payment

Reasons for Non-Payment

Reasons for Delays

Reasons for Delays

Help

Help

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