Creating a New Customer
The Customer edoc (CUS) is used to create new customers and edit existing customers through Kuali Financial Systems (KFS).
KFS enables users to auto-generate new customer account numbers and store customer biographical information like addresses, phone numbers, customer type, tax ID, etc.
Follow the steps below only after confirming that the customer does not exist. To check whether a customer already exists, review the Looking Up Customers article.
There are 2 customer record types in KFS: Sponsors and Customers. If a Sponsor exists and a Customer does not exist, please create a new Customer.
If the customer you wish to create is a part of a large organization, for example a specific department at a university or a specific department at an organization, edit that customer and create an alternate address instead of creating a new customer.
Click Create New to create a new customer.
Fill out the required fields marked with an asterisk (*) for the tabs listed in the Document Overview and General Information Tabs sections below.
Document Overview
The document should consist of a Description, Customer Name, Customer Type, and Collection Status.
Description
The description must contain:
A 4-digit organization code.
The abbreviated department name.
A brief summary of the document.
Customer Name
When you enter the customer name, use the following format:
Last Name, First Name.
If you are setting up a new customer which is an organization, use the organization name as the customer name instead of the name of the organization’s contact.
Customer Type
The most common customer type is IO – Individual-Other.
The Customer Type dropdown contains options that begin with “SPS”. Never select a Customer Type that begins with “SPS”, as those are reserved for Sponsored Programs staff.
Record Type
The Record Type should always be “Customer”, and never “Sponsor” or “Customer/Sponsor”.
Collection Status
The default status is Current.
General Information Tabs
General Information tabs include the New Customer Address, Notes and Attachments, and Ad Hoc Recipients tabs.
New Customer Address Tab
The name that displays on the Customer Statement will be whatever you entered in the Address Name field.
Click ADD when you finish entering the address information. If you do not click ADD, the address record will not be created and KFS will not allow you to create the customer.
The New Email Addresses field will appear. Add email addresses whenever possible by typing in the email address and clicking ADD below it.
Customer statements are only mailed to the primary address.
Customer Email Address is used by Accounts Receivable to generate eStatements. This field allows multiple addresses for each customer.
Notes and Attachments Tab
Notes and Attachments are useful tools to include in a customer account. Anytime there is an update to a customer address or an issue with an invoice/payment, enter a note in the customer account.
If a credit memo is ever necessary, you must enter a note explaining why the credit memo is required, and you should attach emails or supporting documentation.
Ad Hoc Recipients Tab
Ad Hoc Recipients can also be useful in many situations (e.g., if you must inform your supervisor of an invoice you created, you want another KFS user to acknowledge an eDoc, etc.).
Enter the requested action.
Enter the person you are ad hoc-ing.
Click the ADD button.
Submitting the eDoc
Once all tabs are completed and all customer information is entered, click Submit at the bottom of the eDoc.
Customers are created as soon as the eDoc is submitted. If KFS believes the customer is a duplicate, it will flag the eDoc and route it to Accounts Receivable for review before creating the customer. AR will review the eDoc and approve or disapprove it within 24 to 48 business hours. KFS only notifies departments if a customer eDoc is disapproved. If you need a customer review expedited, contact Accounts Receivable at accountsreceivable@uconn.edu.