Process for Raising an External Sales Invoice

 

  1. Please complete the External Sales Invoice Form. Guidance notes are provided as comments in the appropriate fields.
  2. For Invoices with a value greater than £249.99 email the form to taxoffice@le.ac.uk. The tax office will ensure that the correct VAT codes have been selected for each item, ensuring that the University complies with HMRC regulations. If any changes are made or further details are required you will be contacted directly. The Tax Office will forward your request to the processing team to enter into SAP. If you have supplied an email address for your contact then by default the invoice will be emailed only. If no email address is supplied then the invoice will be posted. If you require any specific additional actions please include this in the Receiver’s Requirements field.
  3. For Invoices with a value less than £250 email the form to processingteam@le.ac.uk. Your VAT selection will not be checked and assumed to be correct. If you have not filled in the VAT selection your form will not be processed and will be returned to you. If you have supplied an email address for your contact then by default the invoice will be emailed only. If no email address is supplied then the invoice will be posted. If you require any specific additional actions please include this in the Receiver’s Requirements field.
  4. When the invoice is raised in SAP your departmental account(s) will be credited with the income as specified in the request. You will not receive a copy of the invoice for verification that the process has been completed. Guidance on how to view this within SAP can be found here
  5. Fees Payments will then follow up (if required) with the 3rd party at 30, 60, 90 and 120 days after the invoice is raised to collect payment. As the requestor you will be informed about any difficulties in collecting payment so that you can contact the 3rd party directly if you have a working relationship with them. Fees Payments will attempt to make contact with the organisation/contact person on the University’s behalf prior to contacting you for support. If you do not have a working relationship with the company then please advise Fees Payments and they will continue with the standard process to recover the monies.
  6. If after 120 days payment is not made and there is no outstanding query on the invoice then the details of the 3rd party will be passed to an External Debt Agency to pursue the 3rd party for non-payment of an invoice. This could include legal recovery through the courts.

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