University of Wisconsin-Madison

Procedure: 401-A/R, Invoicing, Collections
Date: 11/05/03

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Statement of Procedure:

Any department providing goods or services on a non pre-paid basis must issue an invoice. A department involved in the accounts receivable process eventually finds it necessary to follow-up on unpaid accounts. This procedure focuses on invoicing and collection of general accounts receivable or amounts owed to the University by external customers. This procedure does not cover students accounts receivable, which is the responsibility of the Bursar's and Registrar's offices

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Related Policy:

A/R, Invoicing, Collections

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Table of Contents:

• Definitions
• Invoicing
• Required Coding
• Collections on Unpaid Accounts
  • Dollar Limitation
  • Timing of followup
• Collection Agency Referral and Write-Off
  • Between $50 and $200
  • Between $200 and $1000
  • Greater than $1000
• Recordkeeping
  • Written-off invoices
  • Accounts at the Collection Agency
  • Cancelled invoice
  • Voided Invoice
• Reporting
• Appendix 1: Collection Letter Word Document
• Appendix 2: Delegation of Collections Functions Word Document
• Appendix 3: Collection Agency Form Word Document

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Who should know this procedure?

Deans, Directors, and staff handling accounts receivable invoicing and collections.

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Related Documents:

Appendices Above

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Contacts:

Janet Hamm

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