Incoming payments (Revenue)

Invoicing a customer

To bill a customer for products or services, we generate an invoice in TechOne financials. Customers have 30 days to pay us from the date of their invoice. Request a customer invoice are submitted through Service One and reviewed by your supervisor or college/portfolio finance team. Invoices will be raised by the Revenue Team on receipt of an approved Service One request. Before you provide products or services to a customer, make sure they have an up-to-date account with the university.

To bill a customer for products or services, you need to:

1. Check whether the customer is on our bad debt history. If you have any questions, contact Accounts.Receivable@flinders.edu.au.

2. Make sure the customer has an up-to-date account with the university.

3. To check on a payment status of an invoice please contact Accounts.Receivable@flinders.edu.au.

4. Get a purchase order, contract, or other authorised written confirmation that the customer will pay.

5. Provide the products or services.

6. Please submit a Request a customer invoice in Service One

Payment options are listed on the invoice. Customers have 30 days to pay us from the date of their invoice.

Credit notes to adjust incorrect invoices

If we've overcharged a customer on an invoice, or the invoice is incorrect in some way, you can request an adjustment to the invoice. Please submit a Cancel an invoice in Service One and attach all backing documentation. Cancel an invoice will be approved by your supervisor or college/portfolio finance team. Credit notes will be raised by the Revenue Team on receipt of an approved Service One request.

Useful links

Credit Memorandum Policy

Refunding customer payments

Customers can request a refund if we've charged them correctly but they've overpaid by mistake. Refund requests can be made to Accounts.Receivable@flinders.edu.au.

Overdue invoices

If a payment is overdue we send a series of reminders, up to a final demand for payment after 90 days. If it looks like an invoice isn’t going to be paid, the Revenue officer will work with your unit to decide what to do next. That can mean:

adjusting or cancelling the invoice,
employing external debt collectors,
writing it off as a bad debt.

Useful links

Management of Outstanding Debt Policy

Banking and receipting

If you receive payments or handle money in your area, you must keep all money secure and make sure payments are sent to the Revenue Team.

If your organisational unit has access to an approved cashiering and receipting system, it can issue receipts. If not, you’ll need to forward payments and required documentation to the Revenue Team to be processed.

Direct entries to the University Bank Account

Revenue Administration Officer is responsible for the allocation of the various daily deposits and withdrawals that are transacted on the University bank account. Transactions appear that have no clear reference by which they cannot be accurately identified are investigated to determine the appropriate allocation.

In exceptional circumstances a customer/organisation may wish to make a deposit directly to the University Bank Account without the earlier issue of an invoice. In such circumstances, please notify EFT.Remittance@flinders.edu.au with required documentation beforehand to assist in the timely subsequent allocation of funds.