Invoice
How frequently do I need to do billings?
Customers should be invoiced immediately after the good or service has been provided.
What is the difference between a cancel, a correction, a credit memo, and a write-off?
- A Cancel is when the document is in the process of being completed and the user decides not to complete it and clicks the Cancel button at the bottom of the document. When this is performed, no entries are recorded.
- A Correction will reverse an invoice that should not have been created; however, an invoice cannot be corrected if there have been payments applied to it.
- A Credit Memo (CRM) document is used to credit the original invoice due to returns, price adjustments, or to remove open balances that will not be received due to costs associated with doing business, i.e. bank fees deducted for wire transfer payments.
- An Invoice Write-off (INVW) document is used to write off the balance of an outstanding invoice due to non-payment stemming from the customer not being able to pay (bankrupt, dispute, unresponsive, etc.).
When you cancel the invoice using the correction button, once that has been completed; can you copy and resubmit with the correction amount and description?
No, you will have to initiate a new Customer Invoice or copy the original invoice and resubmit it with the corrections.
Is there a way to show a discount?
Yes, the discount can be added as a line item on the invoice when completing the accounting lines. Click the "discount" button on the accounting line, update the amount, and click the "recalculate" button.
How do invoices get approved?
Invoices are approved by the Fiscal Officer on the account(s) used on the accounting lines of the invoice.
Is there a character limit for the Invoice description?
The character limit for the invoice description is 40.
If you attach something, does that print?
Any files or documents attached to any KFS document remains within KFS and will not be printed with the invoice.
Can any staff process a Customer Invoice as long as they have an UMD ID and password?
Yes, any UM KFS user will be able to process an AR document.
What is the difference between bill to and ship to?
The Bill To is the address that the invoice will be sent to and the Ship To is the address the goods will be sent to, if different from the Bill To address.
When I have two different accounts that the invoice pays. How do we add another account with a different object code?
Once the initial Accounting Line is completed and added, a new accounting line will be generated.
Are we able to delineate tax that some services will need to be itemized in the body of the invoice?
You can add a separate accounting line and apply the tax.
To clarify the invoices will be sent only electronically is that correct?
You will be able to download the invoice PDF and email it to the customer.
Will there be a way to know how many times an invoice was “printed” so there is a way to know for certain the first time it was “printed”?
Each time the invoice is printed, the Print Date will reflect the latest date the invoice was print. This field is located on the General tab; Statement Information section.
Do all invoices need to be approved before emailed out or is this just an option?
The initiator will not have the option to Print until the Customer Invoice document is Final.
Is the department still receiving the credit upfront once the EDB generates and sends off to the vendors?
Yes. The AR process will credit the department’s account and revenue object code and debit the SFSC AR account and object code.
Does the department have to send out the invoice or does it still go out from A/R?
The department is responsible for sending the invoice to the customer.
When you cancel the invoice using the correction button, once that has been completed; can you copy and resubmit with the correction amount and description?
No, you will have to initiate a new Customer Invoice or copy the original invoice and resubmit it with the corrections.
How do you make the correction to the invoice once it has been completed?
This was answered in FAQ #2 under Invoices.
Customer
If we know the Customer ID number from our previous invoices will those still be applicable?
Yes, as long as the Customer is active. However, if you are referring to the EDB customers from previous invoices the answer is No. The EDB customers will have to be entered into KFS AR as a new customer.
Do we have to add a customer if they are already in Kuali as a vendor?
Yes, Accounts Payable and Accounts Receivable are separate modules in KFS. Accounts Receivable are charges billed for goods or services provided. Accounts Payable are dollars UM owes to external vendors for goods or services procured by UM.
Can you have multiple names for a vendor?
If the customer has multiple names you will have to create a new customer record in order for that name to appear in the "Customer Name" field on the Customer Invoice.
Viewing AR Reports such as Billing Statement, Customer Aging and Customer Invoice please refer to the KFS AR Quick Guide for Reports.
EDB and KFS A/R
What happens to the invoices that have not been paid prior to 7/1??
All invoices that are remaining open in the EDB system will continue to be processed.
