Accounts Receivable Invoices

Form Instructions

Based on the State statutes, all accounts receivable receipts received from customers belong to the University of Wisconsin-Madison.  These payments may not be deposited with the University of Wisconsin Foundation or to an individual's private bank account. It may not be deposited directly into the University's imprest accounts, including petty cash accounts and Custodian Fund checking accounts; nor may it be used to make direct purchases of supplies. State Statutes require receipts to be deposited at least once a week into a UW-Madison deposit bank account only.

If your Department has adequate separation of duties between the staff person entering accounts receivable payments and the staff person making the deposits, then please check with your Dean's/Divisional Office for approval to collect receipts direct from your customers and to make your own deposits. Remember to make all deposits daily or at least once a week. Once approved by your Dean's Office, follow the procedures at Policy/Procedure 402-Revenue Accounting under the section, How can I set up a deposit procedure for our department?.

If your Department is considering using Accounting Services as the collection point for your customer invoice deposits, please follow the procedure below:

  • Review options with your Dean's/Divisional Office and Cash Management before using Cash Management as a collection point for your customer Accounts Receivable invoices.
  • Make sure your Dean’s/Divisional Office and Cash Management have approved your department for using Cash Management as a collection point for your customer Accounts Receivable invoices. 
  • Make sure your customers send their payments directly to Cash Management, Suite 5301, 21 N. Park Street for deposit.
  • Use the Cash Management Accounts Receivable Invoice template and make sure Cash Management approves your final design and coding structure.

Things to remember:

  • Check with your Dean's/Divisional Office and Department to receive information on internal policies and procedures related to revenue collections.
  • Your Department is responsible for follow up and collection on all unpaid invoices from your customers.
  • Request payments to be submitted in US dollars (foreign currency payments are not accepted).
  • If using Cash Management as the collection point for your customer payments, please make sure the customer sends the payment directly to Cash Management at 21 N. Park Street, Suite 5301. If customer sends payments back to your address, then either request a Bank Deposit Slip Order Form from Cash Management to make your own bank deposits or submit checks on a Receipt/Sales Credit Deposit Form.
  • If your customers would like to pay online, please see UW-Madison CASHNet to set up a web application. 
  • If your customer is asking to make payments by Wire/ACH, instruct them to include your Department ID and Invoice number in the Wire/ACH reference/memo field (field is 25 characters long). See "Incoming Wire Form" for instructions on notifying Cash Management and requesting bank information. Use the memo field on the bottom of the incoming wire form to request bank information for routing and bank account number to inform your customer where to send payments electronically.  Please do not put this information on the invoice.
  • Any revenue deposits involving Funds 133, 144, or 182, which do not use account code 9050, 9051, 9060, 9061, and 9062, please submitted to Research and Sponsored Programs at 21 N. Park Street, Suite 6401, Madison, WI  53715.
  • Any revenue deposits involving Funds 233 which do not use account code 9050, 9051, 9060, 9061, and 9062, please submit to Accounting Services at 21 N. Park Street, Suite 5301, Madison, WI 53715.
  • All deposits using account code 9050 through 9062 require a program code being either 0,1,2,3,4,6,8,9,F and cannot be a program code R.
  • All deposits involving Fund 161 require detail backup and must be submitted directly to University of Wisconsin System Trust Funds, 780 Regent Street, Madison, WI 53715; ATTN Trust Funds

Note: After completing each field of information, use the tab key to move to the next field of information.

Setting up the Accounts Receivable Invoice Form

Contact Information (person completing form)

Letter Head

Use the UW-Madison approved logo.  Header of all accounts receivable invoices would say “University of Wisconsin – Madison”

Department Information:

Enter your Department Name and address.

Dept ID:

Enter 6-digit Department ID.

Invoice No:

Enter invoice number up to 12 digits long.

Date:

Enter date the invoice is prepared.

Bill to:

Enter the complete Customer Address. This area can be moved on the form to either the right or left side so it can easily be fitted into a window envelop.

Ship to:

Include this section on invoice only if the ship to address will be different than the bill to address.

Work Order No:

Keep on form only if you use this field.

Ship Date:

Keep on form only if you ship product to your customer.

Description:

Describe products and/or services being billed.

Quantity:

Keep on form only if products and/or services are sold in quantity.

Rate:

Keep on form only if products and/or services are charged by standard rate times the quantity.

Amount:

Will auto fill if both quantity and rate column are used. Otherwise, enter amount of each product and/or service being billed.

Invoice Amount before Tax: Leave as is. Amount will auto fill based on amounts entered above.
Tax Due: Leave as is. Amount will auto fill based on financial details submitted in the section called University Use Only.
Total Invoiced: Leave as is. Amount will auto fill based on Invoice amount before tax plus tax due.

Department Contact:

Enter department contact name.

Department Phone No:

Enter the department’s contact 10-digit phone number.

Department e-mail:

Enter the department’s contact e-mail address.

Tax Due:

Leave as is. Amount will auto fill based on financial details submitted in the section called University Use Only.

Total Invoiced:

Leave as is. Amount will auto fill based on invoice amount plus tax due.

University use only

Dept:

Enter 6-digit Department ID.

Fund:

Enter 3-digit Fund ID.

Prog:

Enter 1-digit program code such as 0,1,2,3,4,6,8,9,F,R.

Project:

If applicable, enter 7-digit Project ID.

Act ID:

Leave blank

Account:

Enter 4-digit SFS account code.

Tax Code:

Leave as is. Amount will auto fill based on selection made in the “County Tax Code Name” column.

County Tax Code Name:

If sales tax applies to sale, pick the county tax name which relates to the sale from drop down list.

Total Invoiced:

Leave as is. Amount will auto fill.

Invoice Number

Leave as is. Amount will auto fill based on “Invoice No” field above.

Please keep a copy of this form in your office and send the original form to the Cash Management, 21 N. Park Street, Suite 5301.  Please review WISDM daily to determine if customers have submitted payment.  Payments will be posted to WISDM using financial coding provided on invoice, invoice number will be in the description field and the check number will be in the reference field.  Accounting Services will return paid invoices by campus mail to those who have submitted invoice forms to Accounting Services before receipt of customer payments.

Questions regarding this form should be directed to Cash Management.

Note: There are many versions of Excel on campus. The forms have been developed to print on one page. If you are having problems printing, on the Excel toolbar, select File, then Page Set Up. This will open a dialog box for you to select “Fit to 1 page.” If this solution does not work, please contact your IT support person for further assistance.

Calculating Gross Sales
based on Net Sale Information

(Use for Dane County and all other counties, except for Sales Tax Exception A, B, & C below.)

Net Sale

Results

Known: Amount of Net Sale

Unknown: Amount of Gross Sale

Calc for Gross Sale

(Net Sale X 1.055) 

Gross Sale

Sales Tax "Exception A" Calculation

(Use for Milwaukee, Ozaukee, and Washington Counties.)

Net Sale

Results

Known: Amount of Net Sale

Unknown: Amount of the Gross Sale

Calc for Gross Sale

(Net Sales X 1.060)

Gross Sale

Sales Tax "Exception B" Calculation

(Use for Racine and Waukesha Counties.)

Net Sale

Results

Known: Amount of Net Sale

Unknown: Amount of Gross Sale

Calc for Gross Sale

(Net Sales X 1.051) 

Gross Sale

Sales Tax "Exception C" Calculation

(Use for Calumet, Kewaunee, Manitowoc, Menominee, Outagamie, Sheboygan, and Winnebago Counties.)

Net Sale

Results

Known: Amount of Net Sale

Unknown: Amount of Gross Sale

Calc for Gross Sale

(Net Sales X 1.050) 

Gross Sale