Quick Reference Guide for Cash and Accounts Receivable eDocs

KFS eDoc Name

Abbreviated eDoc Name

Purpose of eDoc

Eligible Users

Notes

Cash Receipt

CR

To record cash and checks received by departments for subsequent deposit into bank accounts by the Bursar Office.

Cash Receipt Initiator

To be used for cash and/or checks received being brought to Cash Operations for deposit. If eDoc requires Ad Hoc approval, it must occur prior to delivery to Cash Operations.

Credit Card Receipt

CCR

To record the receipt of income via credit card payment.

All Departments

A separate CCR eDoc is necessary for each credit card type. Currently, there are two types: American Express and Visa/MasterCard/Other. 

This document can be used with a negative amount for chargebacks. Timely submission required.

Advance Deposit

AD

To record deposits forwarded directly to the bank.

All Departments

To be used for receipt of wires or ACH payments, as well as RDS check batches.

Cash Control

CTRL

To record payments received for relief of an accounts receivable balance. This document assigns the payment to a particular customer.

Billing Orgs / Processing Orgs

To be used in conjunction with APP eDoc and only for receipt of check or wire/ACH payments.  

Note: APP is generated within the CTRL doc and should be completed (not saved) prior to submitting the CTRL.

Payment Application

APP

To apply funds received in a CTRL eDoc to a particular invoice for an identified customer.

Billing Orgs / Processing Orgs

A CTRL eDoc must be initiated prior to the APP. The APP can be accessed from the CTRL. If CTRL is used and the associated APP applies funds to unapplied, another APP eDoc is needed to remove the amount from unapplied to a specific customer invoice.

Customer

CUS

To create a new customer to be invoiced or to edit an existing customer.

Billing Orgs

Each customer may have up to two Alias IDs for cross-referencing between different billing orgs.

Customer Invoice

INV

To create an invoice for a specific customer.

Billing Orgs

Invoices should be created for any goods and/or services provided to non-student customers.

Customer Credit Memo

CRM

To credit a customer invoice for a specific quantity or dollar amount.

Billing Orgs

Credit memos are used to cancel an invoice (or portion thereof) based on either a reduction in the unit quantity or dollar amount.