Create Invoices and Customer Statements
Invoice Generation Requirements
You must generate invoices in the CARRR application for all major accounts by the third business day of the following month. After peak season (rush periods), you have up to the fifth business day to prepare and generate the invoicing.
The store-initiated invoice job/task assigns an invoice number to a set of selected transactions. All transactional activity charged to the major account must be invoiced, as well as any other applicable fees, such as handling fees, finance charges, or campus card fees. Partner with your regional manager if finance charges will be charged to a major account.
Note: If you do not run invoicing in CARRR by the 18th of the month following, an automated job runs to assign all of the previous month's transactions to an invoice # (with the exception of Datatel and campus card major accounts). This does NOT mean the invoice is sent/delivered to the account contact/customer.
- To create invoices in CARRR for current A/R to send to account contacts/customers to request payment, reference the CARRR Billing & Invoice Maintenance topic in TIP.
- To create a customer statement for aged invoices to send to customers to request payment. refer to the Create Statements section. If there is current A/R on the customer statement, create a date range customer statement which will include all dates prior to the current invoicing period.
- For government accounts requiring invoices by student, the CARRR-generated invoice number must be used as the base reference invoice number, followed by A, B, etc.
Note: This is an exception until a CARRR enhancement is in place.
You can provide supplemental support to accompany invoices if the information is not in CARRR, and ONLY if mandatory. For example, the Department of Veteran Affairs require a cppy of the signed receipt.
You must email, mail, or deliver the invoice to the account contact/customer no later than the fifth business day of the month (seventh business day during peak seasons) for transactions occurring in the prior month. You are required to document the date when the invoice is sent to the account contact/customer in the Major Account Log, or another form of documentation kept in the major account folder. This information must be easily accessible for audit, follow-up, informational purposes, or for other means as determined by the home office.
If the invoice is not delivered by the seventh business day, you must send an email to ARDept@follett.com to notify the home office that the invoice was not delivered, the reason why, and the timeframe of when it will be delivered. You must copy your regional manager on the email.
Invoice Term/Due Dates
All invoices have net 30 day payment terms, which means the payment is due to Follett within 30 days of the invoice date. The invoice date is displayed on the invoice; the terms are in accordance with the Credit Account Agreement.
You must communicate and reinforce that all accounts receivable invoices have net 30 day terms.
A payment remittance advance must accompany invoice payments. If the account contact/customer is not submitting a remittance advice, you must attach the Remittance Advice Request Letter to the monthly invoice. If not received by the third request, partner with your regional manager to escalate the request. Keep the remittance advice in the major account folder for reference.