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How to Process a UCSD Invoice

Last updated December 11, 2009 5:45:00 PM PST
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Learn how to invoice outside entities or students for services or goods your department provides.

In the right place? A vendor invoice is different from a UCSD invoice. When your department enters into an agreement to buy goods or request services from a vendor or service provider by means of a Department Order or High Value Purchase Order, the vendor submits an invoice (or bill) to Disbursements to request payment. For this kind of information, see Vendor Invoices (Accounts Payable).

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You decide to invoice manually or electronically.

  • Invoice electronically if you will be processing a large number of invoices on a regular basis. In this case, contact Tracy Stutts, (858) 534-6806.
  • Invoice manually if you send fewer invoices and on an infrequent basis. In this case, follow the steps below.

You contact University Billing Services (UBS) for a series of invoice numbers.

  • Contact Tracy Stutts, (858) 534-6806, and she will assign your group a series of invoice numbers.
  • Your department must make sure not to duplicate invoice numbers because they are unique identifiers.

You complete the invoice.

  • UBS sends you an Excel version of the invoice with your series of invoice numbers.
  • Complete all information on the invoice.
    Note: The effective date on the invoice must be the date your department provided services or shipped goods. This date ensures that your funds will be recorded in the correct fiscal year.
  • Send 1 copy of the invoice to UBS to be keyed into ISIS.
  • Send 2 copies of the invoice to your customer: one for remittance and the other for customer records.
    Note: When you send the copies, instruct the customer to:<
    • Remit payment to UCSD, Central Cashier's Office, 9500 Gilman Dr., La Jolla, CA 92093-0009
    • Include their account ID and invoice number with the payment
  • Keep 1 copy of the invoice for your department records.
    Note: Invoices are considered a form of cash. Be sure to appropriately secure them online or in a locked cabinet just as you would cash or check payments.

UBS enters the invoice into ISIS.

You will be able to see the transaction in ISIS or on Accounts Receivable Aging Query tool the next day after being entered by UBS.

  • UBS enters the invoice into ISIS within 5 business days.
  • The day after UBS enters the invoice, you can see it recorded as a ledger provisional credit, in ISIS or on AR Aging.

Note: This provisional credit means that UBS has entered the invoice as an outstanding receivable (charge) and will bill your customer. It does not indicate that payment has been received.

You monitor activity on the account.

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For more information, contact Tracy Stutts, (858) 534-6806.