Accounts Receivable Invoices

What is Accounts Receivable (AR)?

Accounts Receivable (AR) Invoices are what we use to bring money into NDCN and the University when outside bodies need to pay us for goods and services we have provided, or for any other reason.

Standard payment terms within which customers need to make their payments are 30 days (unless otherwise agreed). Please see The University of Oxford Standard Conditions of Sale & Supply for more details. 

Invoices can be raised upon request by the NDCN Finance Team. You will need to email a fully completed AR Invoice Request Form to finance@ndcn.ox.ac.uk, along with any other relevant documents (such as a Purchase Order from the customer we are raising the invoice against).

Completing the AR Invoice Request Form

When filling in this form, please always give as much information as possible to the NDCN Finance Team to allow us to raise the Invoice correctly. You must include the following:

Requester Details:

Requested by: Your name (or the name of the person in NDCN who is asking you to request this invoice).

Date: The date you are requesting the invoice be raised

Unit: The Unit, Group or Lab in NDCN you belong to.

General Ledger (GL) Code:

Payments can only be made into General Ledger (GL) Accounts and not into Grant and Task codes. These are always “HM” followed by four digits (e.g. HM1234). If you do not provide this coding, then the invoice cannot be raised.

If you have a specific Source of Funds (SoF) coding then please also provide this information here.

Customer (Company) Details:

Customer (Company) Name: This is the legal trading name of the company we are invoicing. This information should be on the Purchase Order, or be supplied by the customer.

Invoice Address: The full business address of the customer.

VAT Number: The VAT Number if the customer (if applicable).

Contact Name: The name of your contact individual at the customer.

Position: Their title/position in the organisation.

Email Address: Their contact email address, where our invoice should be sent via email.

Telephone Number: Their telephone number (if available).

Purchase Order (PO) Number:

This is where you should add the Purchase Order number that you have received from the customer for us to raise the Invoice against. Please also always include a copy of the PO document itself with your email.

Please note, if you do not have a Purchase Order from the customer then your request may be returned, asking for you to contact the customer to obtain a PO before the invoice can be raised. If the customer has said that they cannot supply a PO then please contact the NDCN Finance Team to discuss this before requesting your invoice.

NHS entities in particular will require a Purchase Order number for all transactions and will not pay our invoice without one.

Invoice Details:

Please enter a new line on the form itemising each separate cost we will be charging the supplier on our invoice. Each line should include:

Item Description: Please enter a full and clear description of the goods or services being provided by the customer, including any reference numbers or other information that will enable them to know why we are asking for payment.

Qty: The Quantity of goods/services being provided.

Price: The price per unit of the goods/services being provided before VAT (if applicable).

VAT: The VAT amount (if applicable).

Total: The total amount to be billed.

What happens Next

Once the NDCN Finance Team have received your AR Invoice Request, provided we have all the information we need then we’ll go ahead and raise this for you on our Oracle R12 Finance system. Please be aware that for new customers this may take a little while longer as we will have to set them up as a customer on the system before the invoice can be generated.

When the invoice has been raised then NDCN Finance will contact you to let you know this has been done, and to provide you with the invoice number for your records.

If you have provided us with a contact name and email address at the customer, and you have not indicated that you want otherwise, then we will send a pdf copy of the invoice out to the customer for them to process for payment.

If you have mentioned in your covering email that you would prefer to send the invoice out to the customer yourself then we can provide you with a pdf copy of the document to do so.