Customer

Description: Create and modify AR customer records, which must exist for AR vendors.

Access:

KFS Module: Accounts Receivable.

Routing:

On This Page: Create a New Customer Record | Edit an Existing Customer Record | Document Anatomy |

Read about KFS document layout, including standard KFS document components, on the FMS website.

Click a screenshot below to view the full-sized image in a new tab.


Create a New Customer Record

Initiate a Customer document by clicking the "Customer" link in the Accounts Receivable module.

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Click the "Create New" button in the top right corner of the Customer Lookup page.

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Edit an Existing Customer Record

Search for an existing customer record by clicking the "Customer" link in the Accounts Receivable module.

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Enter search parameters in the appropriate fields. Use wildcards to broaden or narrow the search. Click Search to return results.

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In the list of search results, click edit to open and modify an existing customer record.

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When editing an existing record, each tab will display two columns: the Previous column and the Proposed column. The Previous column will show the current information in the customer record. Enter changes in the Proposed column.

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Document Anatomy

Enter or modify a customer's name in the General Information tab, following the Naming Rules for AR Customers listed below. Select the Customer Type (e.g., Individual, Private Business, etc.) from the drop-down menu. When adding a new customer, make sure the Active Indicator box is checked. Inactive customers may not have any invoices issued to them; however, payments will continue to be accepted.

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The fields in the Corporate Information tab are optional.

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The fields in the Contact Information tab are optional. To select a birth date, use the calendar tool to ensure the correct format is entered.

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Enter one or more customer addresses in the Addresses tab. Only one address may be designated the primary address. Address Type is optional, but Address Name, Address 1, City, and Country are required. State is required for U.S. addresses. To select an end date, use the calendar tool to ensure the correct format is entered.

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After entering the appropriate information in the Address tab, click add. KFS will display the new address and the option to enter another address, if desired.


Naming Rules for AR Customers

General Naming Rules

  1. Never use a special character in a name, unless the name requires an apostrophe or a hyphen.
  2. If space limitations make it necessary to abbreviate a name, do so at the end of the entry.
  3. When possible, spell the numbers one through ten (1-10) out in a customer name. See Naming Rules for Businesses and External Organizations, below, for exceptions.
  4. Use dashes in phone numbers.

Naming Rules for Individuals

  1. Enter individuals as Last name, First name Middle Name/Initial (e.g., Smith, John Adam) so the first three characters of the customer number are the same as the first three characters of the customer's last name. Leave a space between the comma after the last name and first name. There should also be a comma between the first name and the middle initial.
  2. Always include the customer's middle name or initial so NSAR staff can verify that the customer request is not a duplicate entry.
  3. Never use punctuation or ampersands, other than a comma, to separate the last and first name.
  4. If a last name is hyphenated, use a hyphen in the individual's name (e.g., Smith-Doe, John Robert).
  5. Never use prefixes (Mr., Mrs., Dr.) or suffixes (PhD, DVM, CPS) when entering a name in the General Information tab. Prefixes and suffixes are acceptable when completing the Address tab.

Naming Rules for Businesses and External Organizations

Acceptable Abbreviations and Acronyms

  1. Company-type abbreviations, such as Inc., Ltd., and LLC, should always be abbreviated.
  2. Doing Business As (DBA) name acronyms, such as IMB, ABC, and UPS, are acceptable and do not need to be spelled out in full; however, add a note to the document explaining the use of the acronym before submitting the document.
  3. Company names that use initials or letters, such as 3M, JL Construction, and AFSCME, should have no spaces, commas, periods, or any other punctuation separating the initials in the name.

Unacceptable Abbreviations and Acronyms

  1. Never abbreviate words like 'Medical Center' or 'Hospital' unless space limitations at the end of the name make an abbreviation necessary.
  2. Prefixes, such as Saint, Fort, and Mount, should be spelled out.
  3. Omit the 'United States' prefix from military branches and just enter the branch name (e.g., Army, Navy, etc.). Never use abbreviations (e.g., USN, USAF, etc.).

Other

  1. Never use 'The' at the beginning of a customer name in the General Information tab. You may, however, begin a name with 'The' in the Addresses tab.
  2. When names such as 'City of Bloomington' or 'University of Montana' are used, enter them as 'Bloomington, City of' or 'Montana, University of.'
  3. Never use a business contact name in the Address 1 or Address 2 fields of the Addresses tab. Instead, enter the business contact name in the Attention line of the Invoice.