6-2: Customer setup and billing profiles codes

Effective: July 1, 1998
Revised: July 2, 2026

Purpose

This policy explains how to create or modify customer and billing profiles in Vantage Financial. Agencies must keep accurate and complete data and maintain these profiles to support billing, collections, and financial reporting.

Definitions

Agency – Any agency, board, bureau, commission, office, department, or other administrative subunit of the executive, legislative,

and judicial branches of state government.

Billing profile – A grouping of billing attributes that can be associated with a customer. Examples include an agency remittance address and payee name; an agency contact; the choice of billing via invoices, statements, or both; the day of the month for invoice generation; and the frequency of statement generation.

CCM – Customer change/modification transaction in Vantage Financial.

GovOps – The Department of Government Operations

Miscellaneous customer – A type of customer that can be set up to bill several different entities. This is typically used for billing infrequent customers for smaller dollar amounts.

RE – Receivable transaction in Vantage Financial used to record and track amounts owed to the state.

State finance – The GovOps Division of Finance.

VCC – Vendor/customer creation transaction in Vantage Financial.

Policy

A – Agencies must use a customer ID when recording receivables

1 – Agencies must create a customer ID in Vantage Financial for every entity billed and doing business with the state. Customer IDs are required to record an RE transaction in Vantage Financial and to support accurate billing, collection, and reporting.

2 – Agencies may only use miscellaneous customer codes for billing small amounts to infrequent customers. Agencies should use these codes minimally because they make it difficult to track individual customers’ receivable activity.

2a – Agencies may only set up 1 miscellaneous customer for each division within their agency.

2b – When agencies use a miscellaneous customer code in an RE, they must also enter the name and address of the customer.

B – Agencies may set up and modify customers

1 – Agencies must not create duplicate customers. Before setting up a new customer in Vantage Financial, agencies must ensure that the customer doesn’t already exist by searching the Vantage Financial Vendor/Customer page (VCUST).

2 – Agencies use the VCC transaction in Vantage Financial to create a new customer.

3 – Agencies use the CCM transaction in Vantage Financial to modify existing customers.

3a – Agencies may add a customer profile to an existing vendor profile by entering a CCM to add the billing address, billing profile, and certification as a customer. This allows agencies to invoice vendors for an overpayment and keep the accounting information within the same vendor/customer profile.

4 – Agencies must consolidate customers with the same billing address and department/division when possible.

C – Agencies must request the set up and modification of billing profiles

1 – Billing profiles set the format, delivery method, and due dates for invoices and statements. Agencies and state finance must work together to configure these profiles to support timely, accurate billing and collections.

2 – State finance establishes and maintains billing profiles in the Vantage Financial billing profile table (BPRO). Agencies must use a billing profile to record an RE transaction.

3 – A billing profile sets the following details:

Remit to: The name and address on the invoice or statement showing where the customer must send payment.
Pay to: The name the customer should make their check payable to.
Billing type: Determines if customers receive invoices, statements, or both. Some profiles may be set for cost accounting or require no billing at all, such as with federal agencies.
Contact: The name and contact details printed on the invoice for customer questions. This includes the email address Vantage Financial uses to send PDF invoices and statements.
Receivable due date lag: The number of days past the invoice or statement date that the RE is due. This must always be set to 30 days.

4 – To set up a new billing profile or modify an existing one, agencies must complete form FI 138: Billing profile setup and get approval from the agency’s finance director or designee. Agencies must submit the completed form to state finance at [email protected].

4a – Agency finance directors and designees may directly request new or modifications to billing profiles by submitting a ticket to state finance’s help desk.

5 – State finance will notify agencies when the requested billing profile is set up or modified.

D – Agencies must ensure consistent use of customers and billing profiles

1 – Agencies must use customer records and billing profiles consistently to ensure accurate reporting.

2 – Agencies must keep any customer records readily available for audits.