Schools Financial Procedures: Invoice Request
Invoice No: / M INVOICE REQUEST FORM Important information for completing the Invoice Request Form
Unshaded boxes must be completed in full. Invoice request forms not fully completed will be returned
Central Income Section 1 Lancaster Circus Birmingham B4 7DQ
Tel: 0121 303 5522 Fax: 0121 464 0553
Invoice Request from:
Name Lotus Notes User Today's Date Department Telephone No Department Address:
Yes / No
Lotus Notes Mailbox: Revenues CIS
Serial Number Department's Reference Date(s) service / goods supplied
Date from Date to (if applicable) Department Income Section Credit Instructions
Invoice to be sent to: Name Address
Names of registered company must be given in full
Their Ref / Order No: Report Category
Telephone Fax No Email (if any)
Special Instructions (if any)
Details
Net Amount
VAT E: for Exempt N: for Non Business Z: for Zero Rated S: for Standard Rate
GLAMIS Code
Cost centre / Subjective
xxxxxx / xxx / xx
IMPORTANT All relevant supporting documentation must be attached to this invoice request in order to aid collection Invoice Authorised signature:
----------------------------------------------------------------This tear off slip will be returned to you, endorsed with the Invoice Number, as confirmation that the invoice has been raised.
Invoice No
/M
has been raise in respect of Serial No:
Date:
Schools Financial Procedures: Invoice requests
Appendix B GUIDANCE NOTES ON COMPLETION OF INVOICE REQUEST FORM
Serial Number and Invoice Number
Service provider to supply own serial number. Invoice number to be left blank.
From
This field should show the name (including first name) of the person requesting the invoice, department name and address to where queries can be referred.
Telephone and Fax Numbers
These fields are for the full telephone and fax numbers and extensions of the person requesting the invoice.
Date
This is the date when Invoice Request Form is completed.
Department
This is the name of the Department.
Income Section
This is the income section under which the invoice is to be raised.
Name
This is the full name of the company or person to be invoiced. In the case of individuals this must include title (e.g. Mr, Mrs, Ms etc), a forename and surname. The names of registered companies must be given in full including Ltd or plc. In the case of unregistered companies the full name of the proprietor must be given followed by ‘Trading As’ and the company. Where the name of a contact is given this should be part of the address.
Address
This is the full address and valid postcode where the invoice is to be sent.
Telephone and Fax Number
These are the customers numbers on which they can be contacted.
Report Category
A two character field to be completed with prior arrangement with the income section.
Credit Instruction
These are by arrangement with each department. If left blank the default credit cycle department/income section will be used.
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Schools Financial Procedures: Invoice requests
Appendix B (cont’d)
Supply Date
This is the date when the goods/service were provided and is important in assessing liability, when there is a change in rate of VAT. Their Ref./Order No. This field should show either a name, or an order number or both. The name is the name of the person who has requested the service/goods. The order number is the number of any order sent or given over the phone by the Debtor.
Invoice Details A separate line has been provided for each relevant ledger code that will be in the format: (Cost Centre/Subjective Code/3rd Element)
− − − − The ‘ledger code’ must be completed in full. The ‘Details’ field should show the description of what the invoice is for and will be typed onto the invoice. The amount should be net charge against each ledger code. The VAT column must be completed against each ledger code with either E, N, S or Z and the position with regard to the VAT status should be clarified before the request is despatched. EU countries VAT Reg No. must be quoted otherwise VAT will be charged. The tear off slip at the bottom will be returned to the sender, endorsed with the invoice number and date, as confirmation that the invoice has been raised.
− −
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