Customer eDoc

The Customer eDoc (CUS) is used to create new customers and edit existing customers through Kuali Financial Systems (KFS).

KFS enables users to auto-generate new customer account numbers and store customer biographical information like addresses, phone numbers, customer type, tax ID, etc.

Customer eDoc Specifications

The customer account number is based on user entry in the customer name field. 

• The customer name must be entered using the following format:
  Last Name, First name.
• A customer account number will be auto-generated and consist of the first 3 letters of the last name and 4 to 5 numerical digits.
  • For example, the customer account number for a customer named John Doe would be DOE12345.

Customer accounts should not have special characters in the first 3 digits.

• For example, the customer name C&S Distributors has an ampersand (&) for the second character. In this case, enter their customer name as Distributors C&S.
• Customers who have special characters in their account number will affect reporting when running reports in Web FOCUS.

If you are setting up a new customer which is an organization, use the organization name as the customer name instead of the name of the organization’s contact.

Checking for Duplicate Customers

Before you create a new customer, you must search KFS to verify that the customer does not already exist.

For example, before creating a new customer for Mansfield Supply, you would click into the customer name field and enter the name or a portion of the name surrounded by asterisks.

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.

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