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Accounts Receivable

Entering Customer Records

When extending credit to a customer, it is vital that the appropriate information is obtained prior to the sale. This same principle applies to providing the customer information to the Accounts Receivable (AR) team when creating a customer record in the Integrated System.

The following information should be requested from a prospective customer at the time the debt is incurred and also entered into the customer record for collection purposes:

If the customer is an individual:

  • Social Security Number (SSN), though this can not be required except as provided by law;
  • Full name;
  • Home address;
  • Telephone numbers for home and place of employment;
  • Fax number, if available;
  • Email address; and
  • Alternate contact, if available.

If the customer is a university, corporation or sole proprietorship:

  • The appropriate identification number:
    • Federal Employer Identification Number (FEIN); or
    • Social Security Number (SSN) for sole proprietorships.
  • Full name of the company;
  • Full name of the billing contact;
  • Alternate contact, if available;
  • Office address;
  • Telephone number;
  • Fax number; and
  • Email address.

For additional details on the minimum prescribed information for extending credit, please visit the CAPP Manual Accounts Receivable policy issued by the Department of Accounts.

For additional information about the University of Virginia's Accounts Receivable Department, please contact us at: , or call 434-924-7180, FAX 434-924-1034.