Invoicing other organisations

This information is for non-student invoices only.

Issuing a University invoice

You may be required to raise a University invoice so that a customer can pay for goods or services provided by the University, or reimburse the University for expended funds.

Revenue Accounting, Financial Services, issue invoices for the University. Follow the step by step guide "How to raise an invoice request" in TechnologyOne (TechOne).

TechOne is the University's finance system.

You will raise the invoice in TechOne. It will workflow to Revenue Accounting for review, before being issued to your customer.

The University does not issue invoices between departments. If you provide goods or services to another department of the University at a cost, you can transfer funds between the two accounts.

Transfer expenditure between:

Do you need an invoice?

Not all organisations require an invoice to make a payment. You should first explore other payment methods. Only create an invoice if you need one, or the payee has requested it.

Research invoices

If you need to invoice another organisation for your research, please contact Research Accounting.

Information you will need to raise your invoice

To raise an invoice in TechOne you will need the following:

  • Active debtor code.
  • Invoice amount.
  • Narrative - what is this invoice for?
  • Customer Purchase Order number - this information is vital for some organisations and if this is the case your invoice will not be paid without providing a valid PO #. Please ask your customer contact for a PO if applicable.
  • Debtor contact - name of the customer contact person for this invoice.
  • UON contact - name of the contact person in the University.

Adjustment note request for debtor invoice

If circumstances change or an error has been made, your invoice will require adjustment in TechOne to be updated. For example, the invoice is no longer required, the amount is incorrect, an event has been cancelled, the customer purchased less than originally requested, or the invoice was made out to the incorrect customer.

You may need to credit the invoice in full, or reduce (adjust) the amount of the invoice. Request an adjustment note for debtor invoice.

If in doubt as to whether you need to request an invoice adjustment, contact Revenue Accounting.

Debtor chart maintenance - create or amend a debtor in TechOne

To raise a University invoice, your customer must have an active Debtor Code in TechOne.

Check to see if your customer has a Debtor Code in TechOne.

If your customer does not appear, their Debtor Code is inactive, or details have changed, you will need to complete a Debtor Chart Maintenance form.

Debt collection

Once an invoice is raised in TechOne it is a recorded debt of the University; your customer has become a debtor. Debt collection action will be taken if the invoice is not paid within the University payment terms of 30 days.

Revenue Accounting manage the debt collection process. University debtors are our customers. Our aim is to obtain payment without hampering customer relations. We may liaise with the University staff member who raised the invoice, to assist with, and inform, the debt collection process.

In addition, and with your consultation, we may employ an external debt collection agency to collect debts that cannot be recovered through our standard processes.

Contact details

Revenue Accounting - 02 4348 4043 our-revenue@newcastle.edu.au

Finance Key Contacts