KFS Invoicing: Additional Information and Support
- Former user (Deleted)
- Daniel Lis
- Sarah Nguyen (Deactivated)
Staff can review the sections below for helpful notes, tips, and other information about Kuali Financial Systems (KFS).
Notes and Tips
Invoice Generation
It is the responsibility of the University department to print and mail invoices to the Customer.
To send an invoice to a customer after submitting an invoice,
Return to the bottom of the eDoc.
Click Reload. The invoice will then proceed to FINAL status.
At the bottom of the eDoc, click Print. This will bring up a PDF file in another tab which can then be printed and mailed or sent to the customer via email.
If the PDF does not open, check your browser for pop-up blockers and/or clear your cache.
Relief of Receivables
If the department received a payment directly and an invoice has been created in KFS, the department must create a cash control to relieve the receivable.
The act of creating a cash receipt/credit card receipt/advance deposit to be directly deposited into your respective KFS departmental account is a failure to relieve the receivable.
Failure to relieve the receivable will result in the customer erroneously receiving a statement indicating that payment is still due. Relief of receivables is meant to prevent this from happening.
Quarterly Customer Statements
Quarterly customer statements are generated and forwarded to the customer by the AR Office.
Customers who have outstanding invoices for longer than 60 days will receive a template past due letter requesting prompt payment.
If the balance is not paid by the time the next customer statements are run, the customer will receive another past due letter informing them that they are in jeopardy of being sent to an outside collection agency.
Internal Billing
Internal Billing eDoc is the appropriate document to use when a university department needs to bill another university department.
To access this eDoc,
Navigate to the Accounting tab.
Click on Internal Billing.
Confirming Customer Invoice Payments
If you know an eDoc’s ID number, you can perform a Doc search.
Navigate to Doc Search.
Enter the Document ID.
Click Search.
Click on the Document ID that appears in the results.
The invoice will then open. Move your cursor to the top right corner of the screen to view the Open Amount.
An open amount of 0.00 indicates that the invoice has been relieved (i.e., the invoice has either been paid or canceled).
Support Resources
Self-Service
To access the help menu function within eDocs, click on the small question mark symbol next to the Customer Invoice heading.
Contacts for Accounts Receivable or Cash Operations Issues and Questions
Topic | Department | Name | Phone | |
CUS, INV, CRM, Collection Status | Accounts Receivable | Angela Piela Dan Lis | (860) 486-5995 (860) 486-1684 | |
CR, CCR, AD, CTRL, APP | Cash Operations | Jeanine Lavigne Amanda Ehrhardt Sherri Manis | (860) 486-6633 (860) 486-1676 (860) 486-6454 |
Accounts Receivable Shared Email
When contacting the AR Office, email the shared email box; do not email individual staff members. This way, if a particular staff member is out of the office, another staff member will be able to assist you.
Emailing Customers
If you or your department have questions regarding a customer account, include the customer number in the subject line of the email. Doing so will save AR staff time when attaching notes to customer accounts.