The relevant goods/services should be supplied to the customer as required.
Note: Exports of goods/movement of goods overseas:
When sending goods overseas, the University is legally obliged to obtain:
a) Documentary evidence of the removal of the goods from the EU within 3 months of exporting them to non-EU countries, or
b) Documentary evidence of the removal of the goods from the UK within 3 months of sending them to a VAT registered customer in another EU country.
The evidence can be either official customs declarations or other evidence such as airway bills and seaway bills showing the goods leaving the country. Your freight forwarding agent or courier should be able to provide this evidence to you. (Please note that official customs evidence will only be available if the goods are sent to a country outside the EU).
Raise and send out Sales Invoice.
Invoices relating to research activity must only ever be raised by Contacts.
Invoices should only be raised in £ Sterling.
A sales invoice should be raised in Oracle Financials, unless payment is received with the order where the equivalent of an invoice is generated through another route, e.g., EPOS, courses and conferences or online (detailing University name, address, VAT number, date, description of goods, VAT amount and total amount).
For sales of items over £250 generated via such routes, a sales invoice may be raised if required. For guidance on invoice types refer to the Income Decision Tree.
Whenever possible, sales invoices should be sent by email to the customer. It is important to check the invoice using the invoice preview option and sending to the customer by post or email.
Once an invoice has been printed, users can not amend or void the invoice. It should be credited and re-invoiced.
Invoices found to be incorrect after generating the printable document image, or no longer required anytime after the day they were raised, will need to be credited and re-invoiced as necessary. See the Manage Debt section for further guidance.
Invoices relating to orders that were received with payment must be clearly stamped 'paid with thanks'. Once these have been sent to the customer it is important that departments notify Cashiers of the need for cash to be applied to the correct invoice.
Has payment been received against the Invoice?
Yes: Process Payment
No: Manage Debt