---
title: "Creating a Customer Invoice"
canonical: "https://kb.uconn.edu/space/FPB/10871505658/Creating%20a%20Customer%20Invoice"
format: markdown
---
**Per ****[UConn policy](https://policy.uconn.edu/2014/11/25/non-student-receivables-invoicing-policy/)****,** staff must create and submit a customer invoice (INV) through the Kuali Financial System (KFS) **whenever goods or services are provided on credit** (where payment is received after-the-fact).

Before invoicing, be sure that a [customer](https://kb.uconn.edu/space/FPB/10871505289/Customer+eDoc) already exists in KFS.  If it does not exist, you must [create a new customer](https://kb.uconn.edu/space/FPB/10871505304/Creating+a+New+Customer).  You can also edit a customer to add an [alternate address](https://kb.uconn.edu/space/FPB/10871505660/Adding+Alternate+Addresses).

> ⚠️ **Invoices are not automatically emailed to the customer by KFS or Accounts Receivable.**  Departments must email the PDF of the invoice to the customer or mail them a paper copy.

- **A department’s revenue is credited immediately** after an invoice is submitted.  The department will receive the revenue regardless of whether the invoice is paid or not.
- If a customer fails to pay, the customer will be placed with a collection agency and any applicable **collections costs will be charged to the KFS account on the invoice.**
- If the balance remains unpaid, the invoice will be written off at a later date and the **revenue will be reversed**—typically in a later fiscal year.
- Accounts Receivable recommends obtaining a **contract or written payment agreement** whenever possible to avoid payment disputes.

> ❌ You must follow up with the customer to ensure the timeliness of their payment to avoid collection fees and/or potential reversal of revenue.

## Creating a Customer Invoice

1. Navigate to **Accounts Receivable & Cash**.
2. Click on **Click on Customer Invoice**.
3. Use the following prefix in your Customer Invoice Description to indicate which department is creating the invoice: *4-digit organizational code-abbreviated department name followed by a brief description specific to the goods/services provided*.   
For example, the image below displays the Customer Invoice Description *1174-Patho CVMDL Invoice PP20151511*.
  In this example,
  - *1174 *is the 4-digit organizational code.
  - *Patho* is the abbreviated department name.
  - *CVMDL Invoice PP20151511* is the brief description specific to the goods/services provided. The description you enter on the Customer Invoice eDoc appears on the Customer Statement. It *does not* appear on the Invoice.
    For more example images of the Customer History Report, see [Sample Documents and Reports](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10871505695).
4. Under the **General** tab, enter the **Customer Number**, or click the **magnifying glass **to search by name.  
:warning: Note: The Customer Purchase Order Number and Attention Line Text are required on UCH invoices.
5. Enter optional fields, as needed.
6. Under the **Billing/Shipping** tab, enter a **Bill To Address Identifier **or click on the magnifying glass to search.
  - If the shipping address differs from the billing address, add a **Ship To Address Identifier** in the **Customer Edit **section, and select it from there.
7. Enter the* Account Number* and *Object Code (Revenue)*.
  - See [KFS Invoicing: Additional Information and Support](https://kb.uconn.edu/space/FPB/10879893537/KFS+Invoicing:+Additional+Information+and+Support) regarding account types that can be used
8. Enter the *Invoice Item Quantity, Invoice Item Description*, and *Invoice Item Unit Price. *The Invoice Item Description will appear on the Customer Invoice. The character limit is 400.
9. Click **ADD**.
10. Include any backup or notes regarding the invoice in the **Notes and Attachments** section; you may include emails and/or documents.
11. Click **ADD** when complete.
12. Click **Submit**.
13. **Send the invoice to the customer.**  *Invoices are not automatically emailed to the customer by KFS or Accounts Receivable.  Departments must email the PDF of the invoice to the customer or mail them a paper copy.*
  1. Click the **Reload **button at the bottom.
  2. Click the **Print** button to print a PDF of the invoice that you can send (via email or regular mail) to the customer.
  3. You can reprint the PDF of the invoice at any time by reopening the edoc and clicking **Print**.

> ℹ️ To view examples of a completed Customer Invoice eDoc and Customer Invoice, see [Sample Documents and Reports](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10871505695).

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