Creating a Customer Invoice
Per UConn policy, staff must create and submit a customer invoice (INV) through the Kuali Financial System (KFS) whenever goods or services are provided on credit (where payment is received after-the-fact).
Before invoicing, be sure that a customer already exists in KFS. If it does not exist, you must create a new customer. You can also edit a customer to add an alternate address.
Invoices are not automatically emailed to the customer by KFS or Accounts Receivable. Departments must email the PDF of the invoice to the customer or mail them a paper copy.
A department’s revenue is credited immediately after an invoice is submitted. The department will receive the revenue regardless of whether the invoice is paid or not.
If a customer fails to pay, the customer will be placed with a collection agency and any applicable collections costs will be charged to the KFS account on the invoice.
If the balance remains unpaid, the invoice will be written off at a later date and the revenue will be reversed—typically in a later fiscal year.
Accounts Receivable recommends obtaining a contract or written payment agreement whenever possible to avoid payment disputes.
You must follow up with the customer to ensure the timeliness of their payment to avoid collection fees and/or potential reversal of revenue.
Creating a Customer Invoice
Navigate to Accounts Receivable & Cash.
Click on Click on Customer Invoice.
Use the following prefix in your Customer Invoice Description to indicate which department is creating the invoice: 4-digit organizational code-abbreviated department name followed by a brief description specific to the goods/services provided.
For example, the image below displays the Customer Invoice Description 1174-Patho CVMDL Invoice PP20151511.
In this example,
1174 is the 4-digit organizational code.
Patho is the abbreviated department name.
CVMDL Invoice PP20151511 is the brief description specific to the goods/services provided. The description you enter on the Customer Invoice eDoc appears on the Customer Statement. It does not appear on the Invoice.
For more example images of the Customer History Report, see Sample Documents and Reports.
Under the General tab, enter the Customer Number, or click the magnifying glass to search by name.
Note: The Customer Purchase Order Number and Attention Line Text are required on UCH invoices.Enter optional fields, as needed.
Under the Billing/Shipping tab, enter a Bill To Address Identifier or click on the magnifying glass to search.
If the shipping address differs from the billing address, add a Ship To Address Identifier in the Customer Edit section, and select it from there.
Enter the Account Number and Object Code (Revenue).
See KFS Invoicing: Additional Information and Support regarding account types that can be used
Enter the Invoice Item Quantity, Invoice Item Description, and Invoice Item Unit Price. The Invoice Item Description will appear on the Customer Invoice. The character limit is 400.
Click ADD.
Include any backup or notes regarding the invoice in the Notes and Attachments section; you may include emails and/or documents.
Click ADD when complete.
Click Submit.
Send the invoice to the customer. Invoices are not automatically emailed to the customer by KFS or Accounts Receivable. Departments must email the PDF of the invoice to the customer or mail them a paper copy.
Click the Reload button at the bottom.
Click the Print button to print a PDF of the invoice that you can send (via email or regular mail) to the customer.
You can reprint the PDF of the invoice at any time by reopening the edoc and clicking Print.
To view examples of a completed Customer Invoice eDoc and Customer Invoice, see Sample Documents and Reports.