Billing Other State of Connecticut Agencies

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

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

To bill another state agency,

1. Navigate to ‘Accounts Receivable & Cash’.
   
2. Click on Customer Invoice.
   
3. Within the ‘Document Overview’ folder, click into the Description field.
4. Enter descriptive text for the invoice eDoc. For example, you might enter ‘New Core-CT Inv for CCSU - CEN11718’.
   
5. Click on the General folder.
6. Navigate to the Customer Number field.
7. If you have the customer number, enter it in the space provided.
   • Alternatively, you can use the search function to locate the Customer Number. To do so, click on the magnifying glass to the right of the ‘Customer Number’ field.
     
8. Once you click on the magnifying glass, the ‘Customer Lookup’ screen will appear. Tab to the ‘Customer Name’ field.
9. Enter a portion of the agency name, surrounded by asterisks (wild card).
10. Click Search.
    
    
11. The following results will appear, displaying all active customers who have ‘Central’ as part of their Customer Name. Once the correct customer is located, click on ‘return value’ link.
    
    
12. After selecting ‘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. 
    
    
    • At this point, you can enter additional data that may be helpful for the agency to identify, such as PO#, Attention Line Text, etc.
      
13. Once you enter the customer information, enter the Accounting Lines:
    • In the ‘Chart’ field, enter UC.
14. Tab to ‘Account’.
    • Enter the KFS account number.
15. Tab to the ‘Object’.
    • Enter the KFS object code.
16. Tab to ‘Invoice Item Quantity’.
    • Enter the amount of item(s).
17. Tab to ‘Invoice Item Description’.

    • Enter the billing details. The billing details should state why the customer is being invoiced.

      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.
18. Tab to ‘Invoice Item Service Date’.

    • Enter the date of service or current date.

      Warning

      This date is required by state auditors. It is often referred to as the "Billing Period".
19. Tab to ‘Invoice Item Unit Price’.
    • Enter the amount per unit.
20. Click the green + button in the ‘Actions’ column on the far-right corner.
    
    
21. Once you click the green ‘+’, the accounting lines will be totaled.
22. Navigate to the ‘Notes and 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.
23. Navigate to ‘Ad Hoc Recipients’.
    1. Enter ‘KFS-AR’ in the ‘Namespace Code’ field.
    2. Enter ‘CORE-CT Receivables’ in the ‘Name’ field.
    3. Click ‘FYI’ from the drop-down menu in the ‘Action Requested’ field.

    4. Click the ‘ADD’ button.
       

       Info

       • 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.
       • At that point, the entire packet (KFS invoice, Core State Transfer Invoice, and 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 the customer address screen.
         
24. 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,’ so long as you received the ‘successfully submitted’ notification).
    
    

Completed KFS Invoice Sample

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

Ad Hoc/Pending Action Requests & Route Log

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

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

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