University of Missouri - Accounting Services

325 Jesse Hall    Phone: 573-882-3051    Fax: 573-884-5572   Home

Accounts Receivable/Billing: Frequently Asked Questions

1. How can I see if an invoice has been paid?

2. What do I do if I receive notice that one of my customers has filed bankruptcy?

3. How do I request that a wire be claimed for one of my invoices?

4. I received a check for payment of one of our invoices. What do I need to do to make sure the check is properly applied?

5. How can I view a customer's history in PeopleSoft?

6. I billed the wrong customer. What do I need to do to correct this?

7. One of my customers returned some merchandise for which they have already paid. What do I need to do to adjust their account?

8. How do I print an invoice?

9. How do I print a Pro Forma?

10. Where can I find the Customer Create Form and where do I send it when completed?

11. Who can use customers whose numbers begin with "8899"?

12. What is our federal tax id number?

13. Where do I obtain a copy of our W9 form if a customer requests a copy?

1. To view payments and credits that have been applied to an invoice, from your main menu in PeopleSoft, go to Accounts Receivable/Customer Accounts/Item Information/View Update Item Details. You will be prompted to enter your Business Unit and invoice number. From the Item Activity tab, you will be able to view any payments or credits that have been applied to your invoice.

2. If you receive notice that one of your customers has filed bankruptcy, print out any open invoices that the customer may have on their account and mail all documents to 325 Jesse Hall. If further action is required from you, you will be contacted by Accounting Services.

3. If a wire payment that belongs to one of your invoices has not been claimed for your invoice, contact John Layman in Accounting Services. Please provide the amount of the wire, amount of the invoice (if different from the amount of the wire), date wire payment was received and the invoice number.

4. Hand carry the check to 325 Jesse Hall, attention John Layman. Make sure to write on the check the invoice number to which the check is to be applied.

5. To view a customer's history in PeopleSoft, from your main menu, go to Accounts Receivable/Customer Accounts/Item Information/Item List. Put in your customer number. To view closed items, change the status drop down menu to read "All" or "Closed".

6. If the wrong customer was billed, you will need to credit the customer that was billed and rebill the correct customer. You can consult the End User training manual for detailed instructions on how to issue a credit.

7. From your main PeopleSoft menu, go to Billing/Maintain Bills/Adjust Selected Bill Lines. You will be prompted to enter your Business Unit and invoice number. Under line option, select "Credit Line" and check the box next to the invoice line that is to be credited. You can do this even if the bill has been paid.

8. From MIS Web Apps, go into PS Search Options. Enter your invoice number. Your invoice should appear in a new window. An invoice cannot be printed from MIS Web Apps the day it is entered.

9. From your PeopleSoft main menu, go to Billing/Generate Invoices/Non-Consolidated/Print Pro Forma. Remember that you can only print a Pro Forma the day an invoice is entered in PeopleSoft. An actual invoice will be mailed to your customer the next business day. (Note: A run control will have to be set up the first time you print a Pro Forma. Consult the End User manual for detailed instructions on how to create your run control.)

10. The Customer Create Form can be found in Outlook by going to Tools/Form/Choose a Form. Email the completed form to MU ACCTG ACCT REC.

11. Only the Grants office can use customers that begin with "8899". Please do not use these numbers.

12. Our federal tax id number is 43-6003859.

13. You can request a copy of our W9 form by calling (573) 882-3455 or emailing John Layman.