These procedures ensure that accounts receivable are recorded accurately, completely, consistently and in a timely way within each business unit with proper internal controls in place.
They apply to all faculties, departments and ancillary operations with no exceptions.
Invoices are issued for goods sold and/or services rendered under signed contracts between UBC and third parties.
Please note that only certain UBC departments are authorized to enter into contracts on behalf of UBC. Refer to the University’s Signing Resolutions for a listing of eligible signing authorities.
There is a central billing and receivable module in Workday and the Treasury team is working with units directly to set them up with that function. If you have questions please submit a ticket via UBC's Self Services Portal.
Billing and Receivables Procedures
- Invoices should reflect the terms of the underlying agreement.
- Appropriate taxes, GST/PST, should be charged.
- Invoices should be tracked to ensure payment is received.
- Each quarter, or at a minimum by March 31, outstanding invoices should be summarized and posted to Accounts Receivable (AR)
- Departments should be able to produce an Aged Receivables Detail Report that supports the receivable balances.
- Review balances aged over 30, 60, and 90 days.
- Follow up payments with customers.
- Assess the collectability of invoices over 120 days.
- Review uncollectible accounts with the immediate supervisor and consider collection options.
- Setup allowance for the doubtful account if applicable.
Customer Accounts and Accounts Receivable in Workday
Workday’s Customer Accounts module provides a billing system and a customer subledger. The Workday Customer Accounts Module uses the ‘Trade Accounts Receivable’ ledger account 1100 reserved for a few units that are implementing Workday’s ‘Customer Accounts’ module from go-live. These units are:
- Treasury,
- Faculty of Medicine, and
- Energy Water Services
- Building Operations.
There are separate instructions for these units to receive EFTs and Wires in payment of Workday invoices. Please contact the Finance director of your unit if you are uncertain whether your customer payment falls within the scope of Workday's Customer Accounts module.
If your business unit is not using Workday to generate invoices please review below:
- Record Accounts Receivable in 'Non-Trade Receivables' ledger account 1105
- To deposit customer payments, use the ‘record cash sale’ function using ‘Miscellaneous Customer’ as the selected customer. Detailed instructions are available in the Record Cash Sale Against "Misc. Cash Receipt" Customer article in the ISC database.
- For any journals and payments relating to Accounts Receivable, you will need to use ‘Non-Trade Accounts Receivable’ ledger account 1105 .
- For customer payments on account use ledger account 2035 AP-Other.
If you have any questions please contact the Treasury Accounting Manager, Chen Shi or the Integrated Service Centre.
For tax related questions, please contact Kelly Ren.
If your unit is issuing invoices in Workday to Granting Agencies and Sponsors (Research fund revenues)
- In Workday grants are also processed through the Customer Accounts Module.
- Grant customers are called Sponsors.
Any questions relating to incoming Wires and EFTs for research funds should be directed to Research Finance.