New Customers

New customers are created by Revenue Services and controlled centrally.

When the University provides services on a credit basis, a staff member with the appropriate delegation (refer to Delegations of Authority - Administrative Functions) needs to approve the arrangements, often by formal written contract.

The contract must:

• be ratified by the Office of General Counsel
• include provision for a credit reference check of the external organisation
• contain financial terms, including payment of invoice within 30 days
• contain terms and conditions of service, including dates of service

NB. All commercial activities must be referred to Sydnovate for assessment and approval. Trade debtor invoices cannot be raised for commercial activities without attached approval from Sydnovate. For more information refer to section 4.6 of the Delegations of Authority - Administrative Functions.

Raising an invoice
Staff of the University who raise invoices are known as billing specialists.

To establish a new customer the billing specialist identifies that the debtor is not an existing customer and then completes the Customer Create form.

For follow up purposes it is important to record as much specific detail about the new debtor as possible. A post office box address should not be accepted in the case of individuals. However a post office box number is acceptable when dealing with a government department or a large recognised company.

Completed Customer Create forms should be faxed to Revenue Services on 9114 0556 or forwarded by internal mail to Revenue Services, Margaret Telfer Building K07.

The new customer will be created by Revenue Services by the next working day.

Invoices can only be raised for amounts over $82.50. Therefore each Faculty/Department needs to operate a cash account to record transactions where the establishment of a new customer account is not feasible.

Refer to the Finance and Accounting Manual’s Trade Debtors Procedures - Accounts Receivable for more information about raising invoices.

NB: For billing specialist details see your local finance officer/accountant.

Amending customer details
To amend customer details such as a change of address or company name, the billing specialist must advise Revenue Services via a Customer Amend form and attach supporting documentation as evidence of change.