Table of Contents:
- General Information
- Exhibit and Instructions
- Form Requirements
- Number of Copies and Ultimate Distribution
- Contact Information
- Cross References
The Invoice forms are designed to provide uniform invoices for the University for the billing and recording of charge sales of materials and services (as authorized by Policy FN14 ) by departments of the University to entities outside the University (i.e., having no University budget) where settlement cannot be made by an IDCC .
The Bursar maintains the Accounts Receivable via CARP (Central Accounts Receivable Portal) for areas of the University that have NOT been authorized to maintain their own accounts receivable. For areas that HAVE been authorized, the respective Business/Finance Office will maintain its own accounts receivable. For more information on Charge Sales and Billings, refer to University Policy FN02 .
NOTE: To maintain their own receivables, areas must request authorization and receive approval in accordance with Policy FN02 and Procedure CR2066 - Guidelines for Accounts Receivable .
Credits covering the cancellation or adjustment of invoiced charges are to be reported in the
same manner as the original charge sales. A
covering the adjustment should include the reason for the credit and reference to the original
invoice number, in addition to the information normally required on the Invoice. The
must also be clearly marked, "CREDIT."
All invoices in use
than those exhibited here must comply with the criteria in
Procedure CR2066 - Guidelines for Accounts Receivable
. This also applies to reorders of existing invoices now in use.
- Invoices are not to be used for student billings. Charges concerning students should be made via LionPATH directly to the student's account through the Bursar.
To view document exhibits, check on link below:
No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.
GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF Forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.
The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at adobe.psu.edu. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.
If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.
Retain the last two copies as indicated below and send the original and first copy to the customer.
|Invoice Form||Ultimate Distribution:||
|Original||White||Customer||- - - - -|
Customer (to return with
remittance to the local
|- - - - -|
|Refer to Financial Record Retention Schedule|
|3rd Copy||Green||Originating Department||(After payment) Current fiscal year +1 year|
For questions, additional information, or to request changes to this form, please contact Systems & Procedures.
- Policy FN02 - Charge Sales and Billing
- Policy FN14 - Use of Tangible Assets, Equipment, Supplies and Services
- Procedure CR2066 - Guidelines for Accounts Receivable