Creating a Customer Invoice

Staff can create and submit a customer invoice (INV) through Kuali Financial Systems (KFS).

• A department’s revenue is credited immediately after an invoice is submitted, regardless of whether the invoice is paid or not; the department will receive the funds.

• If a customer fails to pay, the invoice will be written off at a later date and revenue will be reversed—typically in a later fiscal year.

To prepare an invoice to bill for goods and/or services provided,

1. Enter a description of the transaction in the Document Overview section to make it easier to find at a glance. Use text that will be meaningful to you in the future in case you need to search for a transaction.

2. Identify the customer.

3. Enter accounting lines.

4. If needed, save the invoice and complete it later.

5. Submit the invoice eDoc.

Creating a Customer Invoice

1. Navigate to Accounts Receivable & Cash.

2. Click on Click on Customer Invoice.

3. 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. 

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   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. 

4. 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.

5. Enter optional fields, as needed.

6. Under the Billing/Shipping tab, enter a Bill To Address Identifier or click on the magnifying glass to search. 

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   • 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. 

7. Enter the Account Number and Object Code (Revenue).

8. 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.

9. Click ADD.

10. Include any backup or notes regarding the invoice in the Notes and Attachments section; you may include emails and/or documents.

11. Click ADD when complete.

12. Click Submit.

13. Click the Reload button to print a PDF of the invoice that you can send (via email or regular mail) to the customer.

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