REFERENCE INFORMATION FOR BILLING ORGANIZATIONS
Business Rules for Creating New Customers in KFS AR:
The purposes of the Business Rules for Creating New Customers is to reduce the risk of duplicate customer records being created, which facilitates in ensuring the accuracy of each customer's transaction history. The naming convention primarily applies to the General Tab of the customer edoc.
- Do not use special characters unless the name requires an apostrophe or hyphen.
- If it is necessary to abbreviate due to space limitations, do so at the end of the entry.
- Numbers one through ten should be spelled out in the customer name when possible. For exceptions, see numbers 2 and 3 under the Naming Rules for Businesses and External Organizations section below.
- Dashes should be used in phone numbers.
- Names of individuals should be listed as Last name, First name Middle Name/Initial in the General Information tab of the Customer edoc (i.e. Smith, John A). Note: there is a space after the comma and after the first name before the middle initial.
- Entering the name in this format makes the first three characters of the customer number the same as the first three characters of the last name. The middle initial should be included so that Non-Student AR can verify that the customer request is not a duplicate entry. The name may be listed in the regular First name Last name format (i.e. John Doe) in the Address tab of the Customer edoc so that it appears correctly on the KFS AR invoice.
- Do not use punctuation or ampersands other than a comma to separate the last name and first name. If a last name is hyphenated it should be entered that way in the General Information tab of the Customer edoc.
- Do not use prefixes (Mr, Mrs, Dr) or suffixes (PhD, DVM, CPA) when entering the name in the General Information tab of the Customer edoc. Do include any appropriate prefixes or suffixes in the Address tab.
Acceptable Abbreviations and Acronyms
- Company type abbreviations such as Inc, Ltd, LLC should always be abbreviated.
- DBA (Doing Business As) name acronyms such as IBM, ABC, or UPS are acceptable and do not need to be spelled out in full. A note should be added to the customer record explaining the use of the acronym prior to submitting the Customer edoc for approval.
- Names using initials/letters such as 3M, JL Construction, or AFSCME have no spaces, no commas, no periods, or any other punctuation separating the initials in the name.
Do not abbreviate or use acronyms in the following instances
- Do not abbreviate words such as Medical Center or Hospital unless it is necessary for space limitations at the end of the name.
- Prefixes such as Saint, Fort, Mount etc. should be spelled out.
- For military branches, the prefix United States is left off. Just list the military branch name, i.e. Army, Navy, etc. Do not use abbreviations such as USN or USAF.
- Do not use The at the beginning of a customer name in the General Information tab of the Customer edoc. The name may be listed in the regular format in the Address tab (i.e. The Herald-Times).
- When names such as City of Bloomington or University of Montana are used, it should be listed as Bloomington, City of or Montana, University of.
- Do not use a business contact name in Address lines 1 or 2 of the Address tab in the Customer edoc. Enter the business contact name in the Attention line of the Invoice.
Online Accounts Receivable training resources such as short video tutorials and additional printable materials may be found in the TRAINING section of the FMS website under Kuali Financial System (KFS) Support Documentation.