Income Processing

Sales invoices and credits notes can be requested using the appropriate electronic forms. Please note that we are unable to issue invoices that credit research accounts; for these you will need to contact the appropriate research accountant or college finance staff. Due to the cost of issuing an invoice and chasing payment we are unable to raise an invoice for less than £50.

Invoicing Pages - full details on how to raise an invoice including user documentation and guides on completing request forms.

Customer Requests to set the University up as their supplier - When the University offers goods or services to an external party for the first time, we may be asked to complete a New Supplier Set Up form from our Customer in order for the customer to set us up on their payments system. Once this is complete the customer can raise a purchase order to the University who can then issue a sales invoice to request payment from the customer. 

The University's online shop can be used to take payments for almost anything, and is an efficient alternative to manual methods such as cash, cheques and invoices. Once an item is set up customers can make payment using a credit / debit card or PayPal and you are notified of sales via email. Funds are posted to your departmental accounts within 24 hours without any further intervention, and sales data exported on a routine or ad hoc basis.

Although there aren't any real limits on what we can take online payments for the most obvious examples are where you are taking low value or routine manual payments as the restrictive processing costs can be eliminated and there is no charge for using the online shop.

Online Shop Pages - full details of the online shop services including forms and guides for setting up items and access to the admin pages

Online Shop Guidelines - general guidelines and common questions about the online shop

Event Setup and Item Setup - current versions of the forms used to submit setup requests

Refund Request - for requesting refunds of payments made through the online shop

Cash and Cheques – Sterling and other currencies

• For reporting purposes we require cash and cheques to be banked separately
• Foreign currency must be brought to Income Processing for banking
  • Please be aware that some currencies and denominations are not accepted.  If you would like to confirm before bringing this to us, please email cashmgt@contacts.bham.ac.uk
  • Any non-bankable denominations can be handed to Income Processing for re-use

If you bank direct to a Lloyds branch

• The Departmental Banking Form must be submitted within 24 hours, and emailed to cashmgt@contacts.bham.ac.uk
• If you require banking books or would like to be set up to bank cheques and cash direct, please either email; cashmgt@contacts.bham.ac.uk

If banking via Income Processing

• Please complete the Departmental Banking Form, print and bring this with you

Please note it is important that the full account code is written on the back of all cheques in order for us to identify any that are returned unpaid.

Card Payments

If you are accepting payments by credit or debit card, please refer to the Online Shop as our preference is to collect these online where possible; reducing costs and saving time on administration.

All other processing must be completed in accordance with local procedures to comply with PCI DSS regulations.  If you are interested in having a terminal to process card payments please contact cashmgt@contacts.bham.ac.uk.

Where card terminals are used, please submit the Departmental Banking Form to reconcile monies received.

 

PCI DSS is a set of security requirements governing the processing, handling and storage of credit, debit and other payment card details. The purpose of PCI DSS is to ensure we are providing a secure environment (for our customers to make payment) in which our customers can make payment by reducing the risk of card data theft and subsequent fraud.

If you are a member of University staff and require more information please see the PCI DSS pages.

If you are not a member of University staff and have a question that relates to PCI DSS you can contact the PCI DSS team by email at pcidss@contacts.bham.ac.uk.

• Billing - New Customer Form
• Billing - New Customer Site Form
• Departmental Banking Form
• Online shop event setup
• Online shop item setup

 User Guides:

• Online shop reporting
• WPM Extranet reporting