Customers - Setup and Update

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Distribution

AR Administrator^*

AR Billing Specialist^*

AR Billing Specialist-Remote^*

AR Collections Specialist^*

AR Manager^*

Related Procedures

Customers - Setup and Update

Ownership

The AR Manager is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

IS Receivables
N ® Customers ® Standard
Customers - Standard

Customer information can be entered at a Customer level, for each Address of the customer, and for the Business Purpose at each address.

Customer Exists

1. Before entering a new Customer, search the database to determine if the Customer already exists.

In the example below the customer we searched for, David Richardson, already exists.

Note on line three the number 20030 is in the Address1 column. That number is a UVA Org number.

There should be at least one address line for each Organization at UVA that will invoice this customer.

2. Click [OK]. The Customers – Standard window appears.

Verify that this is the Customer you were searching for by confirming the Taxpayer ID (if you have it), and the address. Do not change this information.

Under the Taxpayer ID field is a FlexField. Clicking in this field brings up the Customer Information window shown below.
Customer Information window is used only for the Office of Sponsored programs information. DO NOT USE THIS WINDOW unless you are in OSP.
If you are in OSP select values from the lists of values.

3. Close the Customer Information window without adding any information to the fields.

4. Select the first Addresses line and click [Open].

Note the address in line one above begins with 20030. This is a UVA Org number and indicates that this address record includes information about that Organization’s accounting.

Note the UVA Organization number, 20030 in the first address field in the window shown below.

Customer Record Does Not Exist

Required Customer Information

5. Enter your search criteria, click [Find].

6. Click [New] if your query found no match.

The Customers – Standard form appears.

7. Complete the Customers- Standard form

Customer Type: Use the drop down to select Organization or Person.
Select the Active check box to allow transactions to be created.
Customer Name field: Manually enter the Customer name.

For individuals, enter First Name then Last Name

Customer Number field: The Customer Number is automatically assigned by the system when the record is saved.
Taxpayer ID field: Strongly suggested for collection and refund purposes.

For individuals, this is the social security number.
Use hyphens.

Customer Information FlexField. The Customer Information FlexField, [the unnamed box under Taxpayer ID], should only be used by OSP to enter the Agency information.

Classifications

Profile Class: Select from the List of Values.

This field is used to determine Dunning Letters and Payment Methods.

Class Field: Select from the List of Values.

This field is used to help define this customer.

Reference Field. Will automatically default to the Customer Number when the record is saved, unless the Customer was imported from a legacy system.

Do not use the customer-level Reference field without permission from Accounts Receivable.

Type Field: Leave as "External".
Category Field. Customer

Addresses

The Address level is where required Customer address information is stored.
This information is owned by the creator of the Address and is to be edited only by the owning Organization.
The Customers-Standard Addresses tab will show all addresses for the customer.

8. Create a new Address or edit an existing Address.

Option 1: Enter a new Address.

Click the [New] button.

The blank Customer-Addresses form will appear to allow creation of a new Address.

Option 2: Edit an existing Address that you own.

Select the desired Address then click the [Open] button.

The existing Customer Address will appear in the Customer-Addresses form.

Required Address Level Information

9. Complete the Customer-Addresses form

Country field: Defaults to "United States".

Use LOV to change if required.

Address field.

On the first line enter your 5-digit Organization number.
On the second line, manually enter the street address, apartment, room number, etc, in upper case without punctuation.

The Address will be available from a List Of Values when creating Transactions.

City field: Enter the City field in upper case.

If you need to use an existing combination of City, State, and County fields, select the LOV in the City field and find the desired combination. You will be able to select the combination of all three at once instead of retyping.

State field: Use standard abbreviated State name in upper case.
Postal Code field: Manually enter the Postal Code.
County field: Manually enter the County in upper case.

If you don't know the county re-enter the City.

Reference field: The Reference field is system generated if the Customer was previously imported into the system from a legacy system.

You may enter a customer reference from your current system if desired.

Active checkbox: The Active checkbox is checked by default and allows you to post Transactions to this customer.

10. Complete Business Purposes tab.

You may create multiple Business Purposes. You will choose the desired Business Purpose address when creating Transactions by selecting it from the LOV in the Location field.

Defining Multiple Sites and Assigning Business Purposes to Sites

Purpose	Description
Bill-To		All invoices are sent here for payment; typically the site of the customer’s Accounts Payable department.
Ship-To		Where the goods are shipped. Sales taxes are calculated based on this address.
Dunning		Dunning letters are sent to this location. Only one active dunning site can be defined per customer. (Central AR ONLY)
Legal		The legal location, which serves as the government point of contact and is responsible for all government reporting requirements.
Marketing		Marketing literature such as product announcements and data sheets are sent to this address.

Usage field: A “Bill To” address is required.

A “Ship To” address may be created also, if required.

Location field: Required.

Bill To Example: 20030-B01 If you create another Bill To business purpose, the Location would be: 20300-B02.
The Location field represents the Bill To or Ship To address by the Organization that owns this Customer address. It will be available from a LOV to select where the invoice will be sent when creating Transactions.
The format for the Location field includes your Organization number, a hyphen, the first initial of the Location type, and a sequential number (starting with 01).

Bill To: Organization Number-Bxx
Dunning: DO NOT USE
Legal: Organization Number-Lxx
Marketing: Organization Number-Mxx
Ship To: Organization Number-Sxx

Bill To Location field: Required if Usage field contains "Ship To" it will be the value in the “Bill To” Location field.
Primary checkbox: The Primary checkbox should only be selected for customers of OSP.
Active checkbox: Checked allows Location to be available as address when creating Transactions.

Contacts

11. Complete the Contacts: Telecommunications section.

This information is useful when contacting the Customer regarding account issues.

12. Complete the Contacts: Roles tab.

Last field: Enter Customer's last name.
First field: Enter Customer's first name.
Title field: Select from the LOV. Mr., Mrs., etc.
Job field: Select from the LOV.
Mail Stop field: Manually enter a Mail Stop if desired.
Reference field: Required. Will automatically fill in if left blank.
E-mail field: Manually enter an e-mail address if desired.
Active check box: Leave the Active check box checked if this Customer contact is active.
Description field: Select from the LOV.

Primary checkbox: The Primary checkbox should only be selected for customers of OSP.

13. Click the Contacts tab and complete the Telephone Number information.

Note: Click the drop-down list showing "Telecommunications" to see the fields for collecting email and web information.

Area Code field: Manually enter the Area Code.
Telephone Number field: Manually enter the Telephone Number.
Extension field: Manually enter the Extension if required.
Type field: Required. Select from the LOV. Used for collection purposes, numbers will appear in the Customer Calls window.
Primary field: Do not select.

14. Save the record.

If this Customer is to be billed through Grants Management, goto task #15. Otherwise, goto task #17.

For OSP Only:

15. Click the Addresses tab. Click the [Open] button on that tab.

16. Click the Business Purposes tab.

Each Usage will require setting the Contact in the Business Purpose Detail form.

17. Select the first Usage, then click [Open].

18. Save the form.

If you want to enter optional address information, goto task #18. Otherwise, end of activity.

Optional Address Level Information

19. Click the Profile: Transaction tab.

The Profile: Transaction tab is used to set default information for Transaction and Receipt tasks. Transaction information may be changed when creating Transactions.

Profile Class field: Select from the LOV. Choose the appropriate Profile Class for this Customer-Address.
Collector field: The Collector will default from the value selected in the Profile Class field.
Payment Terms field: Select from the LOV.
Leave the remaining fields unchanged.

20. Select the Profile: Document Printing tab.

The Profile: Document Printing tab allows you to indicate if dunning letters will be printed and which dunning letter set will be used.

21. Complete required printing information.

22. Save and Close the form.

Effective: 11/10/06

Revision: 3 mr

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