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Establishing Customers and Item Codes

Setting up Customers
When establishing customers, it's important to get detailed information up front. Start with the Special Sale/Service Authorization form or a business agreement. To aid in the collections process, ask the customer for their Federal Employer Identification Number (FEIN) or Social Security Number (SSN)* and complete contact information (i.e., name, phone number, addresses).

* For customers whose customer type is Individual, their FEIN is often their SSN, in which case they are not required to provide it. See UCD PPM 320-22 regarding the collection and confidentiality of SSNs.

Banner users must complete an AR Customer Number Request form. When Student Accounting processes the form, they will assign a number to your customer.

DaFIS users must complete a DaFIS Customer(CUST) document. After the document is approved, you will be able to create an invoice for the customer.

Setting up Item Codes
An item code must be established in order for your department to bill for a product or service.

Banner users should complete the Accounts Receivable Invoice Detail Account Code Request - Banner form. After General Accounting processes the form, you will be able to bill for the associated product or service.

DaFIS users should complete a DaFIS Invoice Item Code (IICO) document.

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