Miscellaneous Receivables invoices the sales and services rendered by University departments to external entities. We recognize the importance of maintaining productive relationships with our customers and we are committed to providing outstanding service.
Miscellaneous Receivables assists Boston University departments in processing invoices for services and sales provided by Boston University departments to other organizations, companies and individuals.
Advantages to Boston University departments invoicing through Miscellaneous Receivables:
Revenue is credited to the Boston University Departmental account upon invoicing (departments not using Miscellaneous Receivables receive revenue when the invoice is paid)
Payments are processed and deposited by Miscellaneous Receivables
Boston University departments can run Accounts Receivable reports to check the status of whether an invoice is paid or outstanding
Although Boston University is a tax-exempt institution, providing services and or selling goods may have tax consequences. Certain sales may require the collection of sales and meals tax. Boston University may also incur Unrelated Business Income Tax. Please contact the Office of the Comptroller at 617-353-2290 for tax questions prior to providing services or sales to outside entities. Boston University departments requiring assistance with invoicing may contact miscrec@bu.edu for both further guidance and instructions.
Boston University Miscellaneous Receivables accepts payments by checks, ACH or wire. If you would like to pay via ACH or wire, please contact Miscellaneous Receivables for our banking instructions using the contact information provided above.
Payments by Check:
Please make checks payable to Boston University in U.S. dollars (post dated checks are not acceptable). Please also include your Miscellaneous Receivables account number and the invoice number on your check to ensure proper credit.
When making payments, please address payments to: Boston University Miscellaneous Receivables P.O. Box 28770 New York, NY 10087-8770
Collections
Miscellaneous Receivables sends monthly statements to all customers with outstanding balances greater than 60 days. These statements include all current charges. If receivable account is not paid within 60 days, the customer will receive a letter from the BU Collections Department. If the customer does not respond, we may proceed with our outside collection agency and/or may take legal action.
Resources/How To
How To Create AR Customer
Instructions To Create ARAccounts Receivable Customer
Log onto BUworks Central Portal
Click on the Finance Tab
Click on the Distributed Forms
Click on the Customer Master Data
Enter Contact Information on the left hand side
Choose “No” to change an existing customer Data.
Enter the following information (ALL CAPS) on the right side of form
Title Drop Down: Company or Salutation Customer Name: Company Name or Last Name, First Name Search Term: Same as the Customer Name C/O (if applicable) Customer Address (Select the expand/enlarge box + to enter additional line items, i.e. Suites and PO Box) City, State, Country and Zip code Telephone Fax Email WBUR Salesperson (ONLY for WBUR Customers) Description of Sales and Services
Click on Validate Request, scroll up to top to see if you have any error messages. If there are no errors, scroll back down to click Submit Request.
Note: Your screen may time out and will ask if you wish to log out. Select yes if you are done or no if there are other accounts that need to be set up.
System will auto generate an email to you with the tracking number and the new customer number. It is recommended that you should verify the new customer number in SAPBoston University’s financial system, T-Code FD03 “Display Customer” to ensure the customer data is accurate.
***DEPARTMENT IS RESPONSIBLE TO OBTAIN ANY PURCHASE ORDER NUMBER PRIOR TO BILLING.
How to Change an existing AR Customer
Instructions To Change an Existing AR Customer
Log onto BUworks Central Portal
Click on the Finance Tab
Click on the Distributed Forms
Click on the Customer Master Data
Enter Contact Information on the left hand side
Choose “YES” to change an existing customer Data
Enter the existing customer number and press ENTER
Select the drop down menu for Change Reason
Make your changes (ALL CAPS) to the following fields:
Title Drop Down: Company or Salutation Customer Name: Company Name or Last Name, First Name Search Term: Same as the Customer Name C/O (if applicable) Customer Address (Select the expand/enlarge box + to enter additional line items, i.e. Suites and PO Box) City, State, Country and Zip code Telephone Fax Email WBUR Salesperson (ONLY for WBUR Customers) Description of Sales and Services
Click on Validate Request, scroll up to top to see if you have any error messages. If there are no errors, scroll back down to click Submit Request.
Note: Your screen may time out and will ask if you wish to log out. Select yes if you are done or no if there are other accounts that need to be set up.
System will auto generate an email to you with the tracking number and the new customer number. It is recommended that you should verify the new customer number in SAP, T-Code FD03 “Display Customer” to ensure the customer data is accurate.
FAQs for Boston University Departments
What does Miscellaneous Receivables do?
Miscellaneous Receivables is responsible for processing all non-student, non-sponsored research invoicing for sales and services rendered by University departments to organizations and/or individuals outside of the University.
Can I invoice Boston University departments via Miscellaneous Receivables?
To order services from and send invoices to a department within the University, Faculty and Staff can submit one of the following service requests;
Internal Service Request (ISR) – used to order services from other University departments and service providers (e.g., Publications Production, Dining Services, Campus Catering)
Facilities Service Requests (FSR) – used to order routine, non-routine, or emergency building maintenance for both the Charles River and Medical Campus. For more information about FSRs click here
Can I invoice through Miscellaneous Receivables for a grant account?
No. To invoice for a grant account (grant beginning with 50xxxxxx or 55xxxxxx or an IO beginning with 950xxxxxxx or 955xxxxxxx), please contact Cash Management.
How do I create an account number for a new customer?
How do I determine if a customer has paid an invoice?
Instructions for viewing customer line item data in SAP
Use this t-code when you would like to display customer account transactions. You can run the report to see all of the open transactions on a customer account, all cleared items posted to the customer account, or all items (cleared and open.)
Transaction Code: FBL5N Tips and Tricks • At times you may need to use your scroll bar to view additional information. • Displays are available for all items. • This example demonstrates the AR process for this transaction.
Procedure
1. Start the transaction using the above menu path or transaction code. 2. Enter your customer account into the customer account field. This sections also supports a customer range 3. Click the button
Customer line item display
4. Review the displayed information. 5. Click the Control checkbox next to the document you would like to view. 6. Click the Display Document button
7. Review the displayed information. 8. Click the Call Up Document Overview button
9. Click the Back button to return to the Customer Line Item Display screen.
What General Ledger code should I use for my revenue?
The most frequently used revenue General Ledger (GL) accounts are as follows:
401030 – Workshop Tuition – Other 420010 – Sales Revenue – Services 420030 – Receipts and Credits
Who should I contact if I have a question regarding my invoice?
Please contact miscrec@bu.edu for both further guidance and instructions. Or call the SPSponsored Programs (SP) is the coordinating office for all p... Post-Award front desk, 617-353-4555.
What is the difference between an “original invoice” and an “account statement” – which one should I pay?
An invoice is a single bill for services rendered. An account statement is a complete overview of all of the open items on your account as of the date the statement was generated. All open invoices, unmatched payments and adjustments that have been charged to the account are included on an account statement.
Who should I contact if I made a payment and it is not reflected on my account statement?
First, check the date of the statement. Any payment that was not received by the date the statement was generated will not be included. For further assistance, please contact Missy Downs or Josh Ferreira for both further guidance and instructions. If you are unsure of who to contact you can call the SP Post-Award front desk, 617-353-4555.
When is my invoice due?
Unless otherwise noted, all invoices are due and payable to Miscellaneous Receivables upon receipt.
How do I notify Miscellaneous Receivables regarding a name or address change?
Information may be updated in either of the following ways:
Notify your Boston University department contact and inform them of the change
Notify the Miscellaneous Receivables Department (miscrec@bu.edu)
Does Miscellaneous Receivables accept credit card payments for invoice balances?
No. As of May 2022, we are no longer accepting credit card payments for Miscellaneous Receivables invoice balances.
