Accounts Receivable

• If you have an invoice in hand and need to pay a supplier, follow the instructions for Submitting an Invoice Payment via Procure to Pay (P2P).
• If you want to invoice another campus department, follow the instructions for Submitting Internal Payments via Procure to Pay (P2P).
• Use the Procure to Pay Wizard to determine which process to follow for different payment types.
• To invoice your department’s external customers, submit an Invoice Request to accountsreceivable@boisestate.edu. Note: an external customer is any individual or organization outside of Boise State University.
• New Accounts Receivable (AR) users must request access to the AR module in Bronco Hub. Submit this request to accounts@boisestate.edu.
• Invoice Requests must be submitted using a revenue account. For information on revenue accounts, see the All Segment Values Report.
• If you are a new user of AR and need support, please reach out to AR at accountsreceivable@boisestate.edu
• Any department providing goods and/or services to an external customer may become an AR user.
• AR must process all payments for AR invoices.
• Bronco Hub AR and the General Ledger is the official record for the University.

Visit the Accounts Receivable training page to see upcoming training dates.

Accounts Receivable Aging report (job aid)

Run the Accounts Receivable Aging Report at the beginning of every month to view outstanding invoices. The report output provides Customer Name, Customer Account Number, Invoice Number, Invoice Amount, Accounting Date (& due date), funding segment string and days past due.

The Original Invoice Amount and the Balance Due column reflect the total amount charged to the Customer per invoice. If this amount is applied to multiple funding sources then you will see multiple lines with the same total on this report.

Note: It is the department’s responsibility to run monthly aging reports and follow up with customers whose invoices are 30 days past due.

Run the Accounts Receivable Invoice Payment Report regularly to search for Accounts Receivable invoice payment information to see the status and amount of invoices paid.

• New/Updated Customer Info Form: Submit this form when working with a new external customer.
• Invoice Request Template: Submit this template to accountsreceivable@boisestate.edu to invoice your department’s external customers.
• Credit Memo, Void, Write-Off Request Form: Submit this form when you need to add a Credit Memo, Void, or Write Off for a previously submitted Invoice Request via Accounts Receivable.
• Unidentified Payment Google Sheet: Use this document as a searchable database to identify, claim, and reference unidentified payments received by Accounts Receivable and Treasury.
• Payment Collection Template Email: Refer to this template when you need to reach out to an external customer about an outstanding invoice via email.
• Payment Collection Phone Template Script: Refer to this script when you need to reach out to an external customer about an outstanding invoice via phone.

Click here to see the most up to date Accounts Receivable FAQ.

• Use Accounts Receivable to bill your external customers.
• It is recommended that at the beginning of every month, your department run an aging report. This report will show all invoices that are still outstanding and days past due.
• It is the responsibility of the department to follow up with all customers that still have outstanding invoices.

For support with Accounts Receivable processes, contact Accounts Receivable at accountsreceivable@boisestate.edu or visit www.boisestate.edu/vpfa-accounts-receivable/.

For support with job aids or Bronco Hub functionality, contact the Office of Continuous Improvement at OCI@boisestate.edu or visit www.boisestate.edu/continuous-improvement/.