Billing for Goods & Services (DARBI)

DARBI should not be used when funds can be exchanged internally via budget transfer. If a unit has never billed before, that requires a DARBI Transaction Type Request. If billing a new good or service, this requires a DARBI Item Type Request. When billing a customer for the first time, this requires a DARBI Customer Request.

Billing Unit/Department

• Department name
• Business Unit (KUINT for UKANS funds, RSINT for KURES funds)

Customer Information

• Customer name
• Account/Site numbers
• Primary contact
• Multiple customers may be included on one form

Item Number & Description

• Identifies goods/services being billed
• Must be set up prior to billing
• Multiple items per customer allowed

Salesperson

• Primary contact for billing questions
• Contact information prints on invoice

Billing Details

• Quantity, price, total due
• Billing dates (service period or date goods provided)

Optional Fields

• Header Reference (2 fields, 20-character limit)
• Line Reference (2 fields, 20-character limit)
• Special Instructions (no character limit)

1. Start a new SSC Finance Request.
2. Enter the ticket title, primary unit/school/department, and any additional contacts.
3. Under “I would like to:”, select:: Bill for Goods/Services provided by the Unit/School/Department. Select (DARBI) Billing Information Request
4. Download the Billing Information Form from the Financial Systems Resource Center. Complete and attach it to the ticket.
5. Attach additional forms if requesting new customers, items, or transaction types

1.  If the Bill needs to be edited:
   • Confirm whether the customer has paid
   • If unpaid: submit a new billing request and reference the original invoice
   • If paid: submit a refund request
2. If the Bill needs to be Canceled:
   • If unpaid: SSC can cancel the bill
   • If paid: refund is required​​​​​​​​​​​​​​​​​​​​

After submission, a confirmation email with a ticket ID will be sent. This ticket ID should be used when referencing the request outside the system.

The Finance SSC may request additional information. Replying to notification emails or adding comments to the ticket will update the request.

Ticket status notifications will be sent as processing progresses.

If a ticket has already been closed and an error is discovered, a new request must be submitted detailing the needed corrections.

If the ticket is still open, revisions should be provided by adding a new comment to the existing ticket.

Tickets may be withdrawn to remove them from workflow. A withdrawn ticket can be discarded and replaced with a new submission if needed.

When in doubt, submitters are encouraged to contact their assigned SSC Accounting Specialist.