KFS Invoicing: Additional Information and Support

Staff can review the sections below for helpful notes, tips and other information about Kuali Financial Systems (KFS), as well as .

Notes and Tips

Invoice Generation

It is the responsibility of the University department to print and mail invoices to the Customer. 

To send an invoice to a customer after submitting an invoice,

1. Return to the bottom of the eDoc.
2. Click Reload. The invoice will then proceed to ‘FINAL’ status.

3. At the bottom of the eDoc, click Print. This will bring up a PDF file in another tab which can then be printed and mailed or sent to the customer via email.

   Tip

   If the PDF does not open, check your browser for pop-up blockers and/or clear your cache.

Relief of Receivables

If the department received a payment directly and an invoice has been created in KFS, the department must create a cash control to relieve the receivable.

Quarterly Customer Statements

Quarterly customer statements are generated and forwarded to the customer by the AR Office.

• Customers who have outstanding invoices for longer than 60 days will receive a template past due letter requesting prompt payment.
• If the balance is not paid by the time the next customer statements are run, the customer will receive another past due letter informing them that they are in jeopardy of being sent to an outside collection agency.

Internal Billing

Internal Billing eDoc is the appropriate document to use when a university department needs to bill another university department. 

To access this eDoc,

1. Navigate to the ‘Accounting Tab’.
2. Click on Internal Billing.

Confirming Customer Invoice Payments

If you know an eDoc’s ID number, you can perform a doc search (follow screenshots below).

To perform a doc search,

1. Navigate to ‘Doc Search’.
   
2. Enter the Document ID.
   
3. Click Search.
   
4. Search results will appear. Click on the Document ID that appears in the results.
   

5. The invoice will then open. Move your cursor to the top right corner of the screen to view the Open Amount.
   

   Note

   An open amount of 0.00 indicates that the invoice has been relieved: i.e., the invoice has either been paid or cancelled.

   Info

   In the image below, the Open Amount is 3382.50. This is an example of an invoice that remains due.

Support Resources

Self-Service

To access the help menu function within eDocs, click on the small question mark symbol next to the ‘Customer Invoice’ heading.

Contacts for Accounts Receivable or Cash Operations Issues and Questions

Accounts Receivable Shared Email

When contacting the AR Office, you should email the shared email box. Do not email individual staff members. This way, if a particular staff member is out of the office, another staff member will be able to assist you. 

Emailing Customers:

If you or your department have questions on a customer account, be sure to include the customer number in the subject line of the email, as shown in the example below. Doing so will save AR staff time when attaching notes to customer accounts. 

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