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Staff can bill other state agencies for goods and services through Kuali Financial Systems (KFS).

UCONN UConn departments are frequently required to bill other state agencies for goods and services. These bills are often referred to as a State Transfer InvoiceInvoices. Frequently billed state agencies have already been uploaded to KFS.

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If

If you cannot locate the agency when setting up an invoice

, you cannot locate the agency

, contact accountsreceivable@uconn.edu, as the agency may have been consolidated with another agency.

...

Navigate to
‘Accounts
Accounts Receivable &
Cash’
Cash.
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Click on Customer Invoice.

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Within the
‘Document Overview’
Document Overview folder, click
into
on the Description field.
Enter descriptive text for the invoice eDoc
. For example, you might enter ‘New
(ex. New Core-CT Inv for CCSU -
CEN11718’
CEN11718).

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Click on the General folder.
Navigate to the Customer Number field.
If you have the
customer number
Customer Number, enter it in the space provided.
Alternatively, you can use the search function to locate the Customer Number
. To do so, click
by clicking on the magnifying glass to the right of the
‘Customer Number’
Customer Number field.

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1. Once you click on the magnifying glass, the
‘Customer Lookup’
1. Customer Lookup screen will appear. Tab to the
‘Customer Name’
1. Customer Name field.
Enter a portion of the agency name, surrounded by asterisks (
wild card
*).
Click Search.
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The
following
results will
appear, displaying
display all active customers who have
‘Central’
Central as part of their Customer Name. Once the correct customer is located, click on
‘return value’
the Return Value link.
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After selecting
‘return value’
Return Value, KFS will route back to the invoice screen.
In the image below, the Customer Number and Central Connecticut State University’s biographical data is populated.
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- At this point, you can enter additional data that may be helpful for the agency to identify (i.e.,
  such as
  PO#, Attention Line Text, etc.).
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Once you enter the customer information, enter the Accounting Lines
:
.
- In the
  ‘Chart’
  Chart field, enter UC.
Tab to
‘Account’
Account.
- Enter the KFS account number.
Tab to
the ‘Object’
Object.
- Enter the KFS object code.
Tab to
‘Invoice
Invoice Item
Quantity’
Quantity.
- Enter the amount of item(s).
Tab to
‘Invoice
Invoice Item
Description’
Description.
- Enter the billing details
  . The billing details should This
  ; state why the customer is being invoiced.
  Note
  title Note
  Note: This field appears small, but it can accommodate up to 400 characters.
  
  If necessary, type the description in the notes section, and then paste it into the Item Description field.
Tab to
‘Invoice
Invoice Item Service
Date’
Date.
- This
  Enter the date of service or the current date.
  Warning
  title Warning
  Note: This date is required by state auditors. It is often referred to as the
  "
  Billing Period
  "
  .
Tab to
‘Invoice
Invoice Item Unit
Price’
Price.
- Enter the amount per unit.
Click the green (+)button in the
‘Actions’
Actions column
on
in the far-right corner.

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Once you click the green
‘
(+
’
), the accounting lines will be totaled.
Navigate to the
‘Notes
Notes and
Attachments’
Attachments section to enter important notes or attach backup.
Backup can be any type of documentation that provides support regarding the charges being billed to the customer
,
like
, for example,
emails, letters, reports, etc.
Navigate to
‘Ad
Ad Hoc
Recipients’
Recipients.
Enter
‘
KFS-AR
’
in the
‘Namespace Code’
Namespace Code field.
Enter
‘
CORE-CT Receivables
’
in the
‘Name’
Name field.
Click
‘
FYI
’
from the drop-down menu in the
‘Action Requested’
Action Requested field.
Click the
‘
ADD
’ button
button.
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Ad hoc’ing the KFS-AR group notifies AR to set up the invoice in Core-CT.
Once the state transfer invoice is set up, AR emails the newly-created transfer invoice to the individual who created the KFS
invoice
Invoice.
At that point, the entire packet (KFS
invoice
Invoice, Core State Transfer Invoice, and
backup documentation
Backup Documentation) is emailed to the agency contact by the department.
If the department does not have a contact name for the agency, they may forward to the general AP email address, which can be located
in
on the
customer address
Customer Address screen.
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Click Submit. You will receive a message in the top left corner indicating that the document was successfully submitted. Submitted invoices will automatically receive a status of
‘FINAL,’
FINAL so long as you received the
‘successfully submitted’ Image Removed
Successfully Submitted notification).
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Completed KFS Invoice Sample

The image below is an example of what the KFS invoice looks like when it is complete.Image Removed

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Ad Hoc/Pending Action Requests & Route Log

Once an AR Manager notices the Ad Hoc of the Core-CT invoice, AR will:

Create the invoice in Core-CT.
Email the
pdf
PDF of the State Transfer Invoice (STI) created in Core-CT to the individual who created the KFS invoice.
The KFS invoice creator will then forward the STI to the other state agency requesting payment. (
see
See the sample STI in the warning below.)
.
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Warning

Warning

title

When emailing the STI and all backup backups requesting payment to the other agency, you must include the wording (boxed in red) in the image below to ensure the other agency enters the proper account codes for UCONNUConn.

The email subject should also state the State Transfer Invoice (ST) numberNumber.

Example STI email Image Modified

Example of an invoice Image Modified

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For questions regarding billing another state agency, contact the AR office at accountsreceivable@uconn.edu.

Versions Compared

Old Version 2

New Version Current

Key

Completed KFS Invoice Sample

Ad Hoc/Pending Action Requests & Route Log

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