Creating a New Customer
- Former user (Deleted)
- Daniel Lis
- Sarah Nguyen (Deactivated)
Staff can create new customers through Kuali Financial Systems (KFS).
Follow the steps below only after confirming that the customer does not exist.
To check whether a customer already exists, see the Checking for Duplicate Customers section of Customer eDoc.
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.
Customer accounts should not have special characters in the first 3 digits.
For example, the customer name C&S Distributors has an ampersand (&) for the second character. In this case, enter their customer name as Distributors C&S.
Customers who have special characters in their account number will affect reporting when running reports in Web FOCUS.
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.
Collection Status
The default status is Current.
General Information Tabs
General Information tabs include the Contact Information, New Customer Address, Notes and Attachments, and Ad Hoc Recipients tabs.
Contact Information Tab
Enter as much contact information as possible. The more information you enter, the better chances the AR/collection agency has at recovering funds if the customer fails to pay.
At a minimum, you are encouraged to enter the following information (outlined in red in the image below):
Phone Number
Email Address
Contact Name
New Customer Address Tab
The name that displays on the Customer Statement will be whatever you entered in the Address Name field.
Email addresses are required to generate eStatements.
Click ADD when you finish entering the address name and email address.
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.
Once all tabs are completed and all customer information is entered, click Submit at the bottom of the eDoc. The customer eDoc will be routed to the AR Manager’s action list for approval. Every eDoc has a route log that will display Pending Action Requests (current approval), as well as any Future Action Requests (future approval(s) in the workflow).
Departments will not be notified when the customer has been approved. If you need the customer approved prior to the 24-hour turnaround rule, contact Accounts Receivable at accountsreceivable@uconn.edu to request an exception.