Customer Invoices

When you select Customer Invoices from the Main Menu, the system displays the Document Lookup screen. Although you may use this screen to search for any type of e-doc, it initially displays fields that are especially helpful in searching for customer invoices.

Customer Invoices Document Lookup screens:

Title

 

Description

Type

To search for invoices, use the default entry of INV. To search for another type of e-doc, enter the appropriate type code or use the lookup  to find it.

Note: If you change the Type entry and move the cursor to another field, the system displays fields appropriate to the type of e-doc you have specified.

Initiator

 

To search for invoices initiated by a particular user, enter the person’s username (principal name) or use the lookup  to find it.

Document/Notification ID

To search for an e-doc based on its unique document number, enter the number.

Date Created From

To search for invoices created during a particular period of time, enter the first date in the desired range of dates. You may also use the calendar icon Description: _cal to select the date. The default is today’s date.

Date Created To

To search for invoices created during a particular period of time, enter the last date in the desired range of dates. You may also use the calendar icon Description: _cal to select the date.

Document Description

To search for invoices containing a particular description, enter the description.

Organization Document Number

To search for invoices containing a particular organization document number, enter the number.

Note: This number is typically used to identify a related record in another campus system (for example, a customer relationship management system, an order processing system, etc.).  When used in this way, the entry ties a KFS invoice to a record in the non-Kuali application.

Customer Number

To search for invoices based on a particular customer number, enter the customer ID or use the lookup  to find it.

Customer Name

To search for invoices based on a particular customer name, enter the name.

Processing Chart Code

To search for invoices based on the processing organization associated with them, use this field and the Organization Code field (see below). Select the appropriate chart code from the list or use the lookup  to find it.

Processing Organization Code

To search for invoices based on the processing organization associated with them, use this field and the Processing Chart Code field (see above). Enter the appropriate organization code or use the lookup  to find it.

Billing Chart Code

To search for invoices based on the billing organization associated with them, use this field and the Billing Organization Code field (see below). Select the appropriate chart code from the list or use the lookup  to find it.

Billing Organization Code

To search for invoices based on the billing organization associated with them, use this field and the Billing Chart Code field (see above). Enter the appropriate organization code or use the lookup  to find it.

Invoice Item Code

To search for invoices specifying a particular item, enter the item code.

Parent Invoice Number

If searching for invoices that were created using recurring invoice functionality, enter the invoice number of the “parent”—that is, the master invoice from which the recurrent invoices were created.

Chart Code

To search for invoices for a particular account, use this field and the Account Number field (see below). Select the appropriate chart code from the list or use the lookup  to find it.

Account Number

To search for invoices for a particular account, use this field and the Chart Code field (see above). Enter the appropriate account number or use the lookup  to find it.

Organization Code

To search for invoices billed to a particular organization, enter the organization code or use the lookup  to find it.

Ledger Document Type

To search for invoices associated with a particular ledger document type, enter the appropriate type code or use the lookup  to find it. 

Total Amount

To search for invoices based on the total amount, enter the amount.

Search Result Type

To view the invoices in their entirety that match your search criteria, click Document Specific Data. To retrieve only the routing status, date created, and route log for these invoices, click Workflow Data.

Name this search (optional)

To save this set of search criteria in order for later use, enter a name for it.

 

Note: In many fields you may use special characters to search on a partial entry. For information about using special characters to search, see Data Entry Tips.

For information about using features and options that are common to all types of custom document searches and working with the search results, see Performing Custom Document Searches.

After you select an invoice from the search results, the system displays it in view-only mode.

For information about the fields on an invoice, see Document Layout under Customer Invoice.

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Payment Applications