Customer Upload Names

[Kristine S. Alise]

Hello All,

 

We have more questions around the customer names.  The first issue is around the upload file and the second is around payments to CGB/AR customers.

 

1.       When entering a new Customer through the application, the customer name is automatically copied in the address name field. However that can be changed to a different value and saved and no validation occurs. If 60 characters are entered in the customer name then all 60 are copied to the address name. However when trying to add the address a validation error will occur:   "The specified Address Name (Name) must not be longer than 40 characters."   We also see this on the customer upload; it presents the same error and upload needs to be modified to succeed.  Are these two field indeed supposed to hold the same value? 

 

2.       Is there a connection between the customer name fields in the upload (and/or customer record) with the PDP process?   In other words, is either field used to populate the “payee name” field?  If so, have there been changes needed and if not, what is the KFS process to reimburse a customer? (Manually set up vendor?)

 

 

Thank you in advance for sharing any insights you may have on these topics!

 

Best regards,

Kris

 

 

Kristine Alise

 

Cornell University

Division of Financial Affairs

Financial Information Services

Mrg Finance II/Business/Financial Information Analyst

Ks...@cornell.edu

607-254-8021

 

 

[Tammy-Lu Vandevender]

Kristine,

At UH we used to have a modification that limited the Customer Name to 45 characters since that was the length of a DV Payee and a pre-release version of AR/CGB had a feature that would generate a DV to refund customers and used the customer name as the DV payee.  However, with our KFS6 upgrade, the automatic refund feature was removed when CGB was brought into the base code so UH removed that modification.  I believe the Invoice (INV) and CG Invoice (CINV) use the Address Name rather than the Customer Name to allow flexibility with who the invoices are sent to.  At UH we use the defaulted Customer Name as the Address Name but we do not have names that exceed 45 characters since that was a carry over from before.  I would assume we would abbreviate the name to fit within the 40 characters in the Address Name.

We did a modification to our CINV template to look at the Agency Name and Address fields since that is what we were doing in our pre-release version of CGB.  The Agency table has more address lines and a contact name and we wanted that information on our CINV.

Since KFS does not do an automatic refund to the Customer, you would have to create a vendor code and then do a DV.  I believe some schools have added AR refund functionality.

Hope this helps.

tammy

--

Tammy Vandevender | Director | University of Hawaii System  |  Financial Management Office - Fiscal Services Office
1406 Lower Campus Road, Room 43 | Honolulu, HI  96822
phone: 808-956-0383 |  ta...@hawaii.edu

[Kristine S. Alise]

Tammy,

 

Yes, this is very helpful!  Thank you so much!

 

Best regards,

Kris