University of Saskatchewan

Financial Services Division (FSD)

Selling Goods & Services

Invoicing Requirements

Sales Invoice documents should be issued on the date of the sales transaction. The invoice should also be recorded to UniFi no later than the next business day.

A standard invoice template is available from the forms section below. If your unit does not have an invoice template or preprinted invoices, please use this template for your sales invoices. If you do have an existing template, please ensure it includes all of the required information noted below.

Your invoices should contain the following information:

Recording the Sales Invoice in UniFi

If your unit does not have an automated feed to UniFi, invoices should be recorded daily using a journal voucher. The journal voucher can be used as the invoice number if a separate journal voucher is created for each invoice. If you have a different department invoice numbering method, include the invoice number in the transaction description or the document reference field in the journal voucher.

When payment is not received at the point of sale a journal voucher should be recorded in UniFi by the end of the next business day following the date of the sales transaction.

Sample journal vouchers to record sales are illustrated below.

Sale to Another University Department

Sale to Another University Department

Sale to a Central Accounts Receivable Customer

Sale to a Central Accounts Receivable Customer

Sale to a Departmental Accounts Receivable Customer

Sale to a Departmental Accounts Receivable Customer

From these examples, you can see there is a difference in the way the sale is recorded depending on whether it is a sale to another university unit or to a customer outside the university. There is also a difference in the way the transaction is recorded depending on whether you are using the university’s central accounts receivable or whether you are managing the receivable in your own department. Regardless of the nature of the sale, it is important to ensure appropriate taxes are assessed based on the customer and the nature of the sale.

All applicable taxes must be credited to the appropriate CFOAPALs:

GST CFOAPAL: 1-100052-unit's organization #-20101-program #
PST CFOAPAL: 1-100134-unit's organization #-20103-program #

Managing the Collection of Receivables

When sales are made on account, departments must monitor and review their accounts receivable to ensure timely collection of outstanding amounts. When necessary, accounts may be written off to bad debts in accordance with University procedure. Please use the form provided to obtain approval to write off uncollectible accounts.

Taxation Information

Please visit our Taxation topic page for more information on the taxes applicable to selling goods and services.

Forms

VersionsDocument NameHelp
Non Student Accounts Receivable Invoice