By entering descriptive information in key fields, departments can easily find their customers, invoices, customer credit memos, and backup documentation/justification. This proves to be efficient and effective when a customer questions their account as well as when a department undergoes an audit.
The following are suggested description conventions our office recommends:
Customer Invoice (INV)
| Invoice descriptions (40 characters)
This text appears on Customer History Report |
[Department’s Org Code]
[Product or Service] [Dates involved] [Quote number]
Example: 1234 wicket maintenance 1/20-2/20 ABC123 |
| Invoice explanations (400 characters)
If using this field, copy and paste the text in this field to the Notes and Attachments section |
[Department’s Org Code]
[Product or Service] [Dates involved] [Quote number] [Detailed description of product/service being invoiced and any reason for invoicing]
Example: 1234 wicket maintenance 1/20-2/20 ABC123 - Perform service on 100 wicket machines for ACME company from Jan-Feb of 2020. Cost includes labor and parts. |
| Invoice item descriptions (400 characters)
This text appears on Customer Invoice and Customer Statement |
Same as Invoice explanations.
Example: 1234 wicket maintenance 1/20-2/20 ABC123 - Perform service on 100 wicket machines for ACME company from Jan-Feb of 2020. Cost includes labor and parts. |
| Invoice notes and attachments (800 characters per note/attachment) | Make notes about relevant details not described previously. Attach supporting emails/documents.
Example: 1234 wicket maintenance 1/20-2/20 ABC123 - Perform service on 100 wicket machines for ACME company from Jan-Feb of 2020. Cost includes labor and parts. ACME requested revised quote. Please see attached final quote that includes correspondence from ACME agreeing to the service period. |
Invoices to UConn Health (UCH)
| Purchase Order numbers
UCH will not process payments without a PO number |
A PO might have “PO” and/or “P0” (P + the letter O, or P + the number zero) depending on how the invoice is provided to you. Copy/paste this exactly as provided.
Example: PO7654321 OR P07654321 |
| Contact names
UCH will not process payments without a UCH contact name |
“First Last” of the primary contact at UCH department to whom you have been corresponding about this particular invoice.
Example: Jane Smith |
Invoices to other State of CT agencies
| Invoice descriptions (40 characters) | "Core-CT
[Agency code] [Product or Service] [Dates involved] [Quote number]"
Example: CORE-CT ABC1234 Wickets FY20 #9876543 |
| Invoice explanations (400 characters)
If using this field, copy and paste the text in this field to the Notes and Attachments section |
“Create Core-CT Invoice for [Agency code] [Agency Name].
[Product or Service] [Dates involved] [Quote number] [Detailed description of product/service being invoiced and any reason for invoicing].”
Example: Create Core-CT Invoice for ABC1234 Department of Wickets. Testing of 100 wickets over period of March 2020 to April 2020. Quote #9876543. Cost of labor and parts included. |
| Invoice notes and attachments | Attach supporting emails/documents. Include any special instructions in this section, i.e., if invoice needs to be emailed to a specific agency contact, the email address should be entered here.
Example: Create Core-CT Invoice for ABC1234 Department of Wickets. Testing of 100 wickets over period of March 2020 to April 2020. Quote #9876543. Cost of labor and parts included. Dept. of Wickets requested revised quote. Please see attached final quote that includes correspondence from Dept. agreeing to the service period. Please email invoice to Jane Smith at jsmith@departmentofwickets.ct.gov |
Customer Credit Memo (CRM)
| Credit Memo descriptions (40 characters) | Credit [$Amount] INV [Invoice number] due to [Reason]
Example: Credit $101.02 INV 7654321 duplicate INV |
| Credit Memo explanations (400 characters)
If using this field, copy and paste the text in this field to the Notes and Attachments section |
Credit [$Amount], INV [Invoice number], to [Customer name], due to [detailed reason for crediting; explain the amount if the amount is not the whole invoice]
Example: Credit $101.02, INV 7654321, to customer ZYX01234 due to double billing. Original invoice INV1234567 was paid on APP3210123 |
| Credit Memo notes and attachments (800 characters per note/attachment) | If a rebill:
Rebill due to [reason] on INV [rebilled INV].
If billed to customer in error: Billed to [customer] in error due to [reason].
If duplicate invoice: Duplicate invoice to INV [original invoice, not the duplicate being credited on the credit memo].
If payment already received but invoice is appearing as unpaid in KFS: [Check, cash, card, wire, ACH, etc.] payment made on [date] and deposited on [eDoc type] [eDoc number].
If invoice item returned/service never provided: [Product/service] [returned/never provided] to [customer]. Crediting [customer] [amount] due to [refund policy or explanation of specific amount to be credited if the amount is not the whole invoice].
Be as descriptive as possible of the credit memo and amount to be credited. Attachments of correspondence and supporting documentation are required for approval of credit memo.
Example: Credit $101.02, INV 7654321, to customer ZYX01234 due to double billing. Duplicate invoice to INV1234567 that was paid on APP3210123. |
Customer Creation (CUS)
Note: Search KFS for other customers with similar names. There may already be a customer in KFS which is spelled similarly, i.e., Connecticut Equine or CT Equine. To avoid duplicating customers, be sure to search before creating a customer! Adding alternate addresses is the correct alternative to duplicating customers.
| CUS descriptions (40 characters) | New Customer, [Department], [Billing Org number]
Example: New customer, Wicket Services, 1234 |
| CUS explanations (400 characters)
If using this field, copy and paste the text in this field to the Notes and Attachments section |
New Customer, [Department], [Billing Org number], [brief reason for creating customer]
Example: New customer, Wicket Services, 1234, new customer in service area |
| CUS notes and attachments (800 characters per note/attachment) | Be as descriptive as possible of the eDoc. Attach supporting emails/documents.
Example: Customer will be requesting service and testing of its wickets quarterly. Please see attached documentation from customer's AP department. |
| Customer names | “Last, First”. NO special characters should be entered in the first 3 digits.
Example: Smith, Jane |
| Customer addresses | “First, Last” as this is how the name appears on customer invoices and statements.
Example: Jane Smith |
Customer alternate addresses
Please add alternate addresses when needed. Creating alternate addresses is necessary when customers have multiple addresses/locations. Addresses should not be overwritten as this may affect prior invoices created by other university departments.