Billing for Other Services (DARBI)

Summary

This knowledge base article explains how to request additional Billing/Accounts Receivable (DARBI) services through the Finance Service Portal (FSP), including customer setup, item types, sales person records, and transaction types.

What are (DARBI) Other Billing Services?

DARBI is KU’s receivable and billing module, used to manage customers, billing units, item types, and transaction types.

You may request updates or additions to the following:

Customer Request

Add new customers
Edit existing customer accounts
Required info includes customer name, address, bill‑to contact name, and email

Sales Person Request

Add or edit billing unit contact points
Requires contact name, email, and phone number

Item Types Request

Manage goods/services provided by the billing unit
Requires:
- Billing Unit/Department name
- Item Prefix (must match Transaction Type)
- Item Description and Type Classification
- Funding for revenue (Cost Center + Fund; optional Chartfield 1)
- Default Item Price

Transaction Types Request

Manage billing unit information
Requires:
- Billing Unit/Department name (as it appears on invoices)
- Transaction Type Prefix
- Type Classification – determines types of entities the unit can billINT – Internal – for billing other KU departments or individuals
  - EXMK – External Market – for billing companies or organizations
  - EXAC – External Academic – for billing other educational institutions
  - EXST – External State – for billing Kansas or other state agencies
  - REXP – Recovery of Expense – billing to recoup costs incurred on behalf of another entity
Funding information for revenue – Cost Center and Fund required
Department Contact name
SSC Contact name

When NOT to Request Other DARBI Billing Services

Do not submit these requests when the funds can be exchanged internally via budget transfer. If you only need to bill for goods/services, use a DARBI Billing Information Request instead. If you need to refund an existing bill, use a DARBI Internal Refund Request instead.

How to Request Billing via the Finance Service Portal

Start a new SSC Finance Request.
Enter the ticket title (include supplier/customer name and amount if applicable), primary unit/school/department, and any additional contacts.
Under “I would like to:”, select:: Bill for Goods/Services provided by the Unit/School/Department and choose from the following:
- DARBI Customer Request
- DARBI Item Types Request
- DARBI Sales Person Request
- DARBI Transaction Type Request
Download and complete the required forms. The forms are available at the Financial Systems Resource Center. If you are also submitting a billing request on the same ticket, select DARBI Billing Information Request, complete the Billing Information form and attach it before submitting. You may also reference the full list of active billing units, customers, transaction types and item types.
Attach the completed DARBI form(s) and any supporting documentation

What to Expect After Submission

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 There Is an Error on Your Submission

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.

Need Help?

For assistance, contact your SSC Accounting Specialist, email finance-ssc@ku.edu or call 785-864-4995

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