FUNCTION

The accounts receivable section provides a centralised accounting centre for issuing, accounting and collection of all invoices and payments for the University while adhering to legislative policies and procedures associated with same. All invoices issued by DCU to third parties must be processed through the Finance Office Accounts Receivable Section via Agresso System to ensure invoice and payments are processed correctly.

SERVICES

1. Processing of Customer  Invoices in accordance with DCU Policies,
2. Ensure compliance with revenue legislation in relation to VAT,
3. Ensure income is accounted for correctly,
4. Set-Up New Customer Accounts.
5. Follow up on outstanding debt to the university.

STAFF

Name	Title	Phone No.
Anne Troy	Accounts Receivable	7005915
Monika Wenus	Accounts Receivable	7008679
Enquiries	accounts.receivable@dcu.ie

ALL INVOICES MUST BE ISSUED FROM FINANCE OFFICE

DCU Policies and Procedures

1. Items for which Invoices are not required
2. Research Grants (Cost Statement),
3. HEA Grants,
4. Donations,
5. Receipt-able Items.
6. Purchases for 3^rd Parties (Invoiced Direct)
7. Payment Options

This table sets out the preferred payment method for various activities

Activity	Payment Option	Comments
(1) Conferences	On Line Payment, Payment accompany form	Payment must be received in advance
(2) Room Hire	On Line Payment, Payment accompany form	Deposit required or Payment in advance
(3) Video Conference	On Line Payment

Invoicing Third Parties for Other Services

All invoices issued by DCU to third parties must be processed through the Finance Office Accounts Receivable Section via Agresso System to ensure invoice and payments are processed correctly.

The options are as follows

Sales Order Input

Buyers can have access to Sales Order processing on Agresso and input information directly. Finance can set users up for this option.

Invoice Request Form

Staff can complete the attached form to request an invoice to be issued.

Invoice Request Form

Phone Recharges

Recharges are uploaded via an Upload sheet into Agresso and invoices are issued from there.

Legislative Policies and Procedures

VAT Regulations

Invoicing a Customer

New Customer Account Setup Authorisation Form

Frequently Asked Questions

1. How do I raise an Invoice?
   All invoices issued by DCU to third parties must be processed through the Finance Office Accounts Receivable Section via Agresso System to ensure invoice and payments are processed correctly. Requests cannot be catered for by Email.
2. Where is the Invoice request form?
   Invoice request form is set out on the Finance Website at; http://www.dcu.ie/internal/staff/finance/forms/invoice_form.shtml
3. What information is required to complete form?
   The following fields are mandatory to complete the form: Customer Name, Address, Phone Number, Email Address VAT Number, Description, Amount and if VAT is Applicable. It is also required to state if this is a once off transaction with this 3^rd party.
4. What do you mean by a Purchase Order Number/ letter of authorisation?
   In order to facilitate the collection of invoices we need an Official Purchase Order from the customer or  a letter on headed paper instructing DCU to carry out this work. Both should include a description of the activity and an agreed amount.
5. What is a Sub cost Code/ Account Number,
   A sub cost centre equals COST centre, i.e. where income and expenditure are charged.
   Sub cost centres are broken down into three types.
   1. D-Types Recurrent budgets for schools and units e.g. D10002 Chemistry,
   2. P-Types Research sub cost centres e.g. P02553 General Research,
   3. S-Types Self funded sub cost centres e.g. S04507 NCTE .
6. What is an Account,
   An account is a detailed description of income and expenses broken down as follows.
   1. 10000-19999 Income e.g. 10370 Project Income
   2. 20000-29999 Pay Accounts e.g. 20000 Academic Salaries Permanent
   3. 30000-39999 Non Pay Accounts e.g. 30010 Teaching Materials
   4. 40000-49999 Non Pay Accounts e.g. 40000 Research Materials
   5. 50000-59999 Non Pay Accounts e.g. 50504 Office Supplies
   6. 60000-69999 Non Pay Accounts e.g. 60103 Travel
   7. 70000-79999 Non Pay Accounts e.g. 70221 Bank Charges
   8. 80000-89999 Non Pay Accounts e.g. 80018 First Aid
   9. Bxxx Accounts Balance Sheet e.g. B0001007 Computers (Product B1007)
      
      
7. When will the invoice be raised.
   Invoices are raised each Thursday for all requests received by Lunch time on Wednesday.
8. I don’t know the customers Vat Number?
   VAT number will apply in the majority of cases and should be requested from the customer.
9. What VAT Rate do I charge?
   VAT is normally charged at 21%. The attached document sets out exceptions to this. http://www.revenue.ie/index.htm?/revguide/vat.htm
10. Is a charity liable to be Charged VAT?
    Invoices to charities would be liable to VAT
11. Are Invoices outside Ireland/EU Vatable?
    If the invoiced activity we are charging for takes place in Ireland, Irish Vat will be charged. If the activity takes place outside Ireland VAT is accounted for in the relevant country the activity takes place then. A Vat Exempt (Vat13b) is required to enable us to charge VAT at Zero rate and there is no exemption from this.
12. Who Follows up on the Payments?
    DCU credit terms state that all invoices must be paid within 30 days. Accounts Receivable will follow up on payment but may require input from requestor if payment is not forthcoming.
13. Is this Invoice paid?
    A statement of outstanding invoices by sub cost centre is issued each month.