1. INTRODUCTION
This policy sets clear guidelines for invoicing goods and services provided by CHRG to ensure accurate billing, timely payment collection, and proper financial reporting. The Finance Department will process all invoicing for CHRG with the exception of Events invoices which will be raised via the event booking system
2. RESPONSIBILITIES
• Finance Manager: Oversees the entire AR process, manages the AR Person, and ensures compliance with company policies and procedures. Ensures accurate posting of Invoices, payments, write-offs, and financial reporting.
• Accounts Receivable Officer (Junior Accountant): Handles day-to-day AR functions, including invoicing, and reconciling accounts.
• CHRG Business Units: Provide necessary details to the Accounts Receivable Officer for invoicing and payment allocation by sending to nominated email address araccounts@chrg.com.au
3. INVOICING GUIDELINES
• All invoice requests must be issued promptly upon the provision of goods and/or services.
• If prepayment is required, invoices will need to be issued at least 7 days prior to the service date.
• Invoice requests should contain the following details via email to the Finance Department:
o Department/person requesting the invoice.
o Client name and contact information, including email address.
o Date of service provided.
o Description of the service provided.
o Amount due for each item (including GST)
o The General Ledger account to be credited.
4. PAYMENT TERMS AND DUE DATES
Standard Payment terms are Net 7 days.
5. LATE PAYMENTS AND FOLLOW-UP
A statement will be emailed at the end of each month, after month-end processing has been completed.
6. PAYMENT METHODS
Payments will be made via EFT to CHRG bank account (bank details will be clearly shown on the invoice). Clients will be requested (on the invoice) to supply a remittance advice to araccounts@chrg.com.au once they transfer funds.
7. BREACH OF THIS POLICY
Breaches of this policy and accompanying programs and procedures may result in counselling and or disciplinary action, up to and including dismissal.
8. REVIEW OF THIS POLICY
This policy will be reviewed every two years to ensure it remains consistent with all relevant legislative requirements, as well as the changing nature of the company or more frequently where legislative requirements are changed or amended.
9. POLICY COMMUNICATION AND EDUCATION
This policy will be stored on CHRG’s intranet site. It will be incorporated into induction/onboarding programs and CHRG will conduct education sessions on the application and operation of this policy as required and when any changes to the policy are implemented
10. DOCUMENT HISTORY
Prepared by: Approved by: Date: Version: Comments Nancy Cali Nadeem Ali 17/04/2025 1.0 First issue