Sales invoices

Club, Society and Projects are able to sell goods and services to external customers or apply to them for sponsorship. In these cases, you will need to raise a sales invoice on eActivities to the customer you are dealing with.

Sales invoices cannot be issued without supporting documentation from the customer – e.g. a signed sponsorship contract or an official purchase order – this is so that the Union can prove that your group is owed this money if they later fail to pay.

You will only be able to request a sales invoice if you are the Chair or Treasurer of a Club, Society or Project and you have completed the Key Information and Sales Invoices online quizzes.

Raising sales invoices follows the process outlined below:

 

Raising a sales invoice

To raise a sales invoice first go to Finance > Income > Sales Invoices. The screen below will appear.

Start by inputting customer name. If the customer does not appear on the list you will need to complete a new customer request.

Complete all the customer details shown above as well as invoice date. If possible, include the customer's purchase order number as then it is easier for the customer to validate your sales invoice. 

Once that is done a new section will appear which allows you to enter the description, quantity, amount, VAT code and account codes for each invoice line you wish to create. The VAT code will usually be standard rated (S1) – the major exceptions to this are donations and grants which are beyond the scope of VAT (SN), sports clubs core activities income which is exempt (SE) as is any income for an event declared VAT exempt by the Deputy President (Finance & Services).

In order to complete the sales invoice you will need to upload supporting documentation - e.g. a signed sponsorship contract, a purchase order or an e-mail confirming that the customer indeed would like to purchase your goods or services.

Once you have entered all the necessary details and uploaded supporting documents click Commit. Once submitted, the sales invoice must be authorised by the Union Finance Team and you will be notified by e-mail when this process is complete (usually 3-5 working days).

The sales invoice will be attached to the e-mail you receive. You can also download the invoice from eActivities by going to Finance > Income > Sales Invoices > Authorised Sales Invoices. Select the relevant sales invoice and click on the PDF icon in the top right corner to download the document, as shown below.

 

You are responsible for sending the invoice to the customer and resolving any queries they might have. You will not be able to alter any invoices once committed. Changing invoice details can only be done by raising a credit note to cancel the original invoice (see the guidance below), then raising a new invoice with the correct details.

If you have an queries about sales invoices please contact the Union Finance Team.

 

Cancelling a sales invoice

Sometimes you may need to cancel a sales invoice - e.g. when you have entered some details incorrectly.

If the invoice has not been fully authorised by the Union Finance Team you can cancel it using eActivities by going to Finance > Income > Sales Invoices > My List in Progress and clicking the required invoice and then clicking Cancel Request.

If the invoice has already been authorised you will need to use a credit note. Credit notes can also be used when you have overcharged on the original invoice and wish to give the customer a partial credit. 

 

Creating a credit note

First go to Finance > Income > Credit Notes. The screen below will appear.

Input customer details exactly as the appear on the sales invoice you wish to correct. The invoice number should be the number of the sales invoice you wish to cancel - you can find on eActivities by navigating to Finance > Income > Sales Invoices > Authorised Sales Invoices or on the sales invoice itself. 

Once that is done a new section will appear which allows you to enter the description, quantity, amount, VAT code and account codes for each credit note line you wish to create. You should input exactly the same details as you did when creating the sales invoice you need to cancel. If you wish to give the customer a partial credit on an overcharged invoice adjust the amount on the credit note as appropriate.

Once you have entered all the necessary details click Commit. Once submitted, the credit must be authorised by the Union Finance Team and you will be notified by e-mail when this process is complete (usually 3-5 working days). The credit note will be attached to the e-mail you receive. You can also download the invoice from eActivities by going to Finance > Income > Credit Notes > Authorised Credit Notes. Select the relevant credit note and click on the PDF icon in the top right corner to download the document. You are responsible for sending the credit note to the customer and resolving any queries they might have, as well as raising a new, corrected sales invoice if appropriate.

If you have an queries about credit notes please contact the Union Finance Team.

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