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Looking Up Customers

Looking Up Customers

Looking Up Customers

  1. Navigate to Accounts Receivable & Cash.

  2. Click on Customer.

  3. Click within the Customer Name field. 

  4. Enter the customer's name.

    1. Click the All radio button to view all accounts (active & inactive).

    2. Click Search. If the customer exists, results will appear below the Search window.

      1. To edit the customer bio, click Edit.

      2. To view the customer's transaction history, click Report.

If you are having trouble finding a customer, click into the Customer Name field and enter the name or a portion of the name surrounded by asterisks. For example, “*Mansfield*” will return all customers with the phrase “Mansfield” in them.

There are 2 customer record types in KFS: Sponsors and Customers. If a Sponsor exists and a Customer does not exist, please create a new Customer. 

Typically, an organization should only have one record in KFS to avoid duplicates. The exception is when the organization serves two roles—one as a Sponsor and one as a Customer—in which case two records are needed.

Sponsored Programs Records

In October 2025, Sponsored Programs agencies were migrated into customer records within KFS. This change means that the Customer Lookup screen in KFS now contains both Sponsored Programs customers and Non-Student Accounts Receivable customers.

 

 

Screenshot of Customer Lookup screen in KFS with the Record Type dropdown opened.

When searching for customers in KFS, a Sponsor, Customer, or both may appear:

A screenshot of sample search results in KFS showing two customers, one of which is a Sponsor record type and one of which is a Customer record type. The Record Type column is enclosed by a red rectangle for emphasis.

 

  • Only use the Customer record type when invoicing in KFS.

  • Do not edit the information on a Sponsor record type.

  • If a Sponsor exists and a Customer does not exist, please create a new Customer.  Typically, an organization should only have one record in KFS to avoid duplicates. The exception is when the organization serves two roles—one as a Sponsor and one as a Customer—in which case two records are needed.