This post summarizes two reminders about invoice headers. Please note that these reminders are specific to Accounts Receivable – i.e., external (non-Ohio State) customer billing. Also, these reminders are not applicable to billing for Sponsored Programs, which have their own separate, but similar, billing process that uses the same external billing platform.
Use Invoice Header “Memo” for Department Contact Information - Be sure to include contact information for your department or unit in the “Memo” field of the invoice header so that your customers can connect with you directly about any questions or concerns they have with their invoice. Invoices sent to customers do not include this information by default. For additional guidance, visit Step 11 in the Create a Customer Invoice job aid. You can also view a sample of a customer invoice on our website to see where your department contact information should populate.
Bill-To Contacts in Invoice Header No Longer Populate by Default - In April, system behavior was updated so that Bill-To Contacts must now be selected manually when creating an invoice. This change was made based on user feedback and is intended to improve billing accuracy. To ensure the correct contact(s) receive an emailed copy of an invoice, you must select them from the Bill-To Contact drop-down menu. If no Bill-To Contact is selected, the invoice will be emailed to the Primary Email address on the customer account.