Kuali – How to create a Customer

Document Summary

Product Owner Johan Schoeman

Author Name Johan Schoeman

Date 2014/12/01

Time 09:00 AM

Template Verbose

Lesson Objectives

On completion of this lesson you should be able to:

Navigate to customer invoice

Select a customer

Select a shipping address

Add an item type

Enter the invoice quantity / description and unit price

Generate a pro-forma invoice

Generate an invoice

Lesson Scenario

You are the debtor’s clerk of your department. One of your key roles in the department is to create invoices for customers that requests goods or services delivered to them from the organization.

You will need to create a pro-forma invoice that will need to be accepted by the customer for goods or services that they have requested before an actual invoice is generated.

For this lesson you will require the fol lowing information:

Username: *Your University staff number

Lesson Prerequisites

You will have to have completed the general / generic training for Kuali Financial System.

You will need access to Accounts receivables.

Kuali Financial System – Main Menu

Figure 3.

This is the Main Menu of Kuali Financial System.

Navigate to Transactions – Accounts Receivable

1. Click on the Customer Invoice button.

Customer Invoice – Document Overview

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Figure 4.

Navigate to the Document Overview tab.

At description a general description needs to be fi l led in for instance “Service Delivered to

Customer”. This description can be used to search for the specific document if you make it

unique and easily identifiable.

1. Type “Service Delivered to Customer”. In the Description text box.

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General Tab – Customer Information

Figure 5.

Navigate to the General tab.

On the General tab you will be able to select the customer and specify a Customer Purchase

Order Number if one is available under the Customer Information heading.

You will f irst need to search for the Customer before you will be able to select it.

1.Click on the “Search” button next to the customer field and return the value required.

General Tab – Detail Information

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Figure 8.

Under the detail information heading you will be able to make a choice on what type of Invoice

you will be generating. The choices include:

Tax Invoice Non Tax Invoice Donations Bursaries

*Note that Donation and Bursary Invoice types may only be used by certain people in the creation of invoices.

The payment terms can also be specified with three options available namely: 30 days 7 days Immediate

The default term for all invoices is always set to 30 days with only a few departments allowed to use the other options.

*If the customer that you are billing is a foreign customer then an exchange rate can be specified for that day for the currency that you are invoicing them in. Please note that this option is only required if billing a foreign customer.

1.Click the Open   drop-down list next to Invoice Type.

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2. Select the type of invoice you would like to create.

3.Click the Open   drop-down list next to Payment Terms.

4. Select the terms for the Invoice

5. General Tab – Statement Information

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Figure 9.

On the Statement Information Heading you can specify the customer contact name at Attention

Line Text. The value you fi l l into this field wil l display on the customer invoice.

1. Enter a contact person’s name into the Attention Line text box.

Billing/Shipping Tab – Ship to Address

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Figure 10.

When the customer is selected the Bill to Address automatical ly gets populated from customer

data.

The ship to address specif ies multiple sites for the same customer. This is in the case when you

have one customer but they have different sites which you can bil l or different branches.

The Ship to Address will identify which site of the company that you will bil l for the service

delivered. You will need to search for the possible bil l ing sites.

*Note that this is a required field.

1. Click on the “Search” button next to the Ship to Address Identif ier and return the value required.

Accounting Lines

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Figure 12.

On the Accounting Lines Tab the accounting for the customer invoice will be populated. You will

not be asked to f i l l in the Chart / Account / Object l ike for most of the other transactions in Kuali

Financial system.

The accounting is setup that when an Invoice Item Code is used that the fields will automatical ly

populate with the Chart / Account / Object combination that is l inked to the Invoice Item Code.

(This Invoice Item Code will be created by the Accounts Receivable manager for the specif ic

chart that you will be bi l l ing for.)

*Note that when the Invoice Item Code is selected that the VAT indicator wil l also populate and

that you will get an indication if the Item Code wil l generate VAT on the Invoice

You will be able to specify the quantity that you will be bil l ing for.

When entering the Invoice Item Description please make sure that it is a fully descriptive

description of the service that will be delivered to the customer.

When entering the Invoice Item Unit Price if the Invoice that you are trying to create is a Tax

Invoice then you will need to enter the Unit Price as VAT exclusive as Kuali Financial system

wil l automatically generate VAT on the Accounting line.

1.Click on the search button to f ind the Invoice Item type and return the value.

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2. Enter the quantity to be invoiced in the Invoice Item Quantity text box.

3. Enter the description of the service in the Invoice Item Description text box.

4. Enter the Unit Price in the Invoice Item Unit Price text box.

5.Click on the button.

Figure 13.

You will now need to save the transaction in the Kuali Financial system. This wil l keep a record

of your transaction for future use and record keeping and will then open up the possibil i ty to

generate a pro-forma invoice or an actual invoice.

1.Click on the button.

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Figure 14.

On this stage a pro-forma invoice can be generated for the customer to f irst accept or reject the

pro-forma invoice before an actual invoice gets generated. *Please note that this is optional and

the action does not need to be completed for the Invoice to be generated.

1.Click on the button.

Figure 15.

To generate an Invoice in the system you will now be required to submit the transaction.

1.Click on the button.

2.Click on the button.

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Figure 16.

1.Click on the button.

Lesson Summary

Having completed this lesson you should now be able to: Navigate to customer invoice

Select a customer

Select a shipping address

Add an item type

Enter the invoice quantity / description and unit price

Generate a pro-forma invoice

Generate an invoice

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