Invoicing and Credit Memos

Learn about the guidelines and procedures for invoices and credit memos.

Departments may bill student account in two ways:

Billing Methods

1. ISIS Batch Feed
   • Used for high-volume, recurring transactions. Processed electronically.
2. UCSD Invoice
   • Used for one-time or manual billing. Follow the steps below for correct handling.

1. Department generates invoice

• Distribute all copies immediately
  • Customer Copy: Send invoice and remittance copy to the customer
  • SFS Copy: Send to Student Financial Solutions - Student Account Services
  • Department Copy: Retain a copy according to UCSD’s records retention policy.

• Distribute Credit Memo copies as follows
  • Customer Copy: Send credit memo to the customer.
  • SFS Copy: Send to Student Financial Solutions - Student Account Services
  • Department Copy: Retain a copy according to UCSD’s records retention policy.

2. SFS Reviews & Enters Invoice

Student Financial Solutions-Student Account Services will:

• Review documents for accuracy and completeness.
• Verify and correct inaccurate or incomplete invoices. 
• Key-enter invoices into the ISIS AR system.
• Reconcile each batch against ISIS AR.
• Correct any processing errors.
• Issues status reports. These include:
  • Recommended for Write-Off
  • Past Due Balance
  • Final Write-Off

3. Recommended for Write-Off Report Sent to Departments

SFS sends a monthly Recommended for Write-Off Report to each department with unpaid charges.

Departments are responsible for:

• Reviewing the report and running AR Aging Queries.
• Generating correcting activity for errant transactions.
• Contacting SFS with any questions or concerns.