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How to Process a UC San Diego Invoice

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 UC San Diego 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 type of information, see Marketplace Supplier 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.
  • Note: Distribute copies as noted at the bottom of each invoice form.
  • 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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