[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"detail-sidebar-cat-1-en-105":3,"doc-seo-245464-105":53,"doc-detail-245464-en":131},{"code":4,"msg":5,"data":6},0,"success",[7,14,19,24,29,34,39,44,49],{"id":8,"doc_module":9,"doc_module_name":10,"category_name":11,"show_sort_weight":12,"slug":13},11,1,"Template","Presentations",90,"presentations",{"id":15,"doc_module":9,"doc_module_name":10,"category_name":16,"show_sort_weight":17,"slug":18},12,"Resumes",80,"resumes",{"id":20,"doc_module":9,"doc_module_name":10,"category_name":21,"show_sort_weight":22,"slug":23},14,"Invoices",70,"invoices",{"id":25,"doc_module":9,"doc_module_name":10,"category_name":26,"show_sort_weight":27,"slug":28},15,"Posters",60,"posters",{"id":30,"doc_module":9,"doc_module_name":10,"category_name":31,"show_sort_weight":32,"slug":33},16,"Social Media",50,"social-media",{"id":35,"doc_module":9,"doc_module_name":10,"category_name":36,"show_sort_weight":37,"slug":38},17,"Forms",40,"forms",{"id":40,"doc_module":9,"doc_module_name":10,"category_name":41,"show_sort_weight":42,"slug":43},18,"Letters",30,"letters",{"id":45,"doc_module":9,"doc_module_name":10,"category_name":46,"show_sort_weight":47,"slug":48},21,"Paper Templates",5,"papers-templates",{"id":50,"doc_module":9,"doc_module_name":10,"category_name":51,"show_sort_weight":4,"slug":52},158,"General","general-158",{"code":4,"msg":54,"data":55},"ok",{"site_id":56,"language":57,"slug":58,"title":59,"keywords":60,"description":61,"schema_data":62,"social_meta":124,"head_meta":126,"extra_data":128,"updated_unix":130},105,"en","university-invoicing-services-guide-invoicing-and-coding-requirements","University Invoicing Services Guide - Invoicing and Coding Requirements","","University departments must generate and record invoices for all external revenue sources, ensuring timely processing so internal and external financial reports reflect the most current university financial position. Departments use the U of W branded invoice template and choose between a credit-card-capable version and a non–credit-card version. The guide specifies key invoice elements, GST/PST charging rules, required recipient and coding details, and procedures for sending invoice copies, depositing payments, handling credit card data, and following up invoices overdue beyond 30 days.",{"@graph":63,"@context":123},[64,80,102],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":21,"@type":70,"position":76},"https://docshare.wps.com/template/invoices/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/university-invoicing-services-guide-invoicing-and-coding-requirements/245464/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/university-invoicing-services-guide-invoicing-and-coding-requirements/245464.png","ImageObject",442,249,{"name":88,"@type":89},"Ben ","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-17","2026-09-12",true,{"@type":98,"interactionType":99,"userInteractionCount":101},"InteractionCounter",{"@type":100},"ViewAction",7,{"@type":103,"mainEntity":104},"FAQPage",[105,111,115,119],{"name":106,"@type":107,"acceptedAnswer":108},"What are the key requirements for creating a university invoice?","Question",{"text":109,"@type":110},"Each department must invoice and record all external revenue sources for goods and services. Invoices must include the service date, a unique invoice number with the department identifier, recipient name and address, a description with amounts and applicable taxes, and the relevant general ledger coding and supporting documentation.","Answer",{"name":112,"@type":107,"acceptedAnswer":113},"How should GST and PST be applied on taxable sales?",{"text":114,"@type":110},"The university is registered to charge GST and PST on taxable sales. GST applies to most sales of goods and services except those related to degree-related courses, student residency, or non-commercial sales sold for less than or equal to cost. PST generally applies to most goods but not to the sale of most services.",{"name":116,"@type":107,"acceptedAnswer":117},"What should departments do after sending an invoice and when payment is received?",{"text":118,"@type":110},"When the invoice is sent to the vendor, a marked “copy” must be forwarded to Financial Services for input into the USL Financial System. When payment is received, the deposit should reference the invoice number, and payments should be directed to the department that initiated the invoice.",{"name":120,"@type":107,"acceptedAnswer":121},"How do departments handle overdue invoices?",{"text":122,"@type":110},"Departments are responsible for following up and collecting their invoices. Invoices outstanding over 30 days should normally be considered overdue, and problems collecting long overdue invoices should be referred to the Executive Director – Financial Reporting.","https://schema.org",{"og:url":78,"og:type":125,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":127,"canonical":78},"index,follow",{"doc_id":129,"site_id":56},245464,1790286812,{"code":4,"msg":5,"data":132},{"doc_id":129,"user_id":133,"nickname":88,"user_avatar":134,"doc_module":9,"category_id":20,"category_name":21,"doc_title":59,"doc_description":61,"doc_content":135,"file_id":136,"file_url":137,"file_type":138,"file_size":139,"view_count":101,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":76,"language":140,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":141,"faqs":142,"seo_title":143,"seo_description":61,"update_tm":144,"read_time":9},2336478951081,"https://ap-avatar.wpscdn.com/davatar_276721f389ce27ea32af1340a28f341c","There are a number of University revenue sources that are billed and collected by individual departments. It is important that each department create an invoice to record and report ALL external revenue sources for goods and services. Having invoices produced and recorded in a timely manner is essential to ensuring the financial reports prepared for internal and external users are correct and reflect the most current financial position of the University possible.  \nDepartments are required to use the U of W branded Invoice. The template can be requested from Hilda Malchuk in Financial Services.  \nYou can choose one of two invoices. The invoices are identical in content except that one provides the ability to pay by credit card (See appendix A), and one does not. If you do not have a credit card machine, and are therefore unable to process credit cards, please use the invoice that does not ask for credit card information.  \nInvoicing requirements  \nThere are a few key aspects to each invoice:  \n􀁸 The date for which the goods or services were provided.  \n􀁸 A unique invoice number which includes your department identifier (your department identifier will be provided along with the invoice template) .  \n􀁸 Complete name and address of the recipient  \n􀁸 A description of the goods or services provided and the amount, including any applicable taxes  \n􀁸 The general ledger coding that is applicable In addition, it is important that you provide:  \n􀁸 Any documentation available to further support the invoice  \n􀁸 Your department name  \nThe University is registered to charge GST and PST on taxable sales. In a University setting GST applies to most sales of goods and services that do not relate to a degree related course, student residency or goods sold for less than or equal to cost in non-commercial sales. PST applies to most goods sold, but not to the sale of most services.  \nWhen the invoice is sent to the vendor, a copy (marked “copy”) should be forwarded to Financial Services for input into the USL Financial System. When payment is received, the deposit should reference the invoice number.  \nCoding  \nDebit  \nTypically your invoice will be debited to a receivable account. If you create an average of 3 or more invoices per month Financial Services will set up a designated receivable account for your department. Some departments may already have a designated account even though they create less than 3 invoices per month. If you do not already have a designated account and you create less than 3 invoices per month you can debit account 0-00-0000-12500-000.  \nCredit  \nThe credit should be assigned to the revenue account that most logically describes the goods or service provided.  \nAny applicable GST will need to be broken out separately and coded to account 0-00-0000- 30200-000.  \nPayment on account  \n􀁸 Payments of invoices should be directed to the department that initiated the invoice  \n􀁸 Cheques received should be deposited using the “Deposit to Financial Services” form within 1 (one) business day of receipt  \n􀁸 Credit card information, if collected, must be destroyed as soon as it is used.  \nFollow-up of overdue invoices  \n􀁸 It is the departments responsibility to follow up and collect invoices generated by their department  \n􀁸 Invoices outstanding over 30 days should normally be considered overdue.  \n􀁸 Problems with collection of long overdue invoices should be referred to the Executive Director – Financial Reporting.  \nAppendix A  \nLink: [http://www.uwinnipeg.ca/financial-services/docs/Invoice-template.xls](http://www.uwinnipeg.ca/financial-services/docs/Invoice-template.xls)","cbCaiadu4VmkHiX5","https://ap.wps.com/l/cbCaiadu4VmkHiX5","pdf",375389,"English","# Invoicing requirements\n## Invoice elements and documentation\n## GST/PST charging rules\n# Submission, payment, and accounting coding\n## Send invoice copy to Financial Services\n## Debit/credit account guidance\n## Payment on account procedures\n# Overdue invoice follow-up\n## When invoices become overdue\n## Escalation for collection issues","[{\"question\":\"What are the key requirements for creating a university invoice?\",\"answer\":\"Each department must invoice and record all external revenue sources for goods and services. Invoices must include the service date, a unique invoice number with the department identifier, recipient name and address, a description with amounts and applicable taxes, and the relevant general ledger coding and supporting documentation.\"},{\"question\":\"How should GST and PST be applied on taxable sales?\",\"answer\":\"The university is registered to charge GST and PST on taxable sales. GST applies to most sales of goods and services except those related to degree-related courses, student residency, or non-commercial sales sold for less than or equal to cost. PST generally applies to most goods but not to the sale of most services.\"},{\"question\":\"What should departments do after sending an invoice and when payment is received?\",\"answer\":\"When the invoice is sent to the vendor, a marked “copy” must be forwarded to Financial Services for input into the USL Financial System. When payment is received, the deposit should reference the invoice number, and payments should be directed to the department that initiated the invoice.\"},{\"question\":\"How do departments handle overdue invoices?\",\"answer\":\"Departments are responsible for following up and collecting their invoices. Invoices outstanding over 30 days should normally be considered overdue, and problems collecting long overdue invoices should be referred to the Executive Director – Financial Reporting.\"}]","University Invoicing Services Guide - Invoicing and Coding Requirements | PDF",1789228722]