Requesting a Customer - UGA Customer Request Form

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Overview

The UGA Customer Request form is used by the Requester in two ways: add information such as address information or contact information to an existing customer, or, create a customer that was not found when a search of the database was performed.

In this article you will learn the steps to create and submit a Customer Request form for a new customer in the UGA Financial Management System.

1. Step 1

First, log into the Financial Management System.

Click the Classic Home button.

2. Step 2

To navigate to the Customer Request page, select:

Main Menu > UGA > UGA Billing Processes > Customer Request

Click the Customer Request link.

3. Step 3

The Customer Request search page is displayed.

4. Step 4

Click the Add button.

5. Step 5

The Customer Request page is displayed. This page is used to add additional information to a customer that is in the database, such as a new address or a new contact, or Create a Customer when a matching customer entry does not show in search results.

Example shown here: A Customer is created by entering information that will be used by the Approver to either Approve or Deny the request.

6. Step 6

The Create Customer radio button is the default for the Add a New Value tab.

7. Step 7

Enter the appropriate information into the Customer Name field .

Example shown here: " Avon Deli ".

8. Step 8

Click the Type drop-down list.

9. Step 9

From the *Type Drop-down list,select the appropriate customer information.

Note : The Customer *Type is a mandatory field that must be filled out.

Example shown here: Other .

10. Step 10

The Short Name field is used to enter a descriptor or abbreviated name. If you tab into the field, the name will populate. You can change this information or leave it as displayed.

Example shown here: tabbed into the field and leave the name as displayed.

11. Step 11

To add the Address information,

click the arrow to expand the Address Details section.

12. Step 12

The Address Details section displays the required fields for the Customer Request form.

13. Step 13

To send invoices to this address, click the Send Invoices to this Address? option.

14. Step 14

To send statements, click the Send Statements to this Address? option.

15. Step 15

The Address Description field is used to enter a brief description of the location. This is a required free-form field, limited to 30 characters.

Enter the appropriate information into the Address Description field.

Example shown here: " Main Location " in the Address Description field.

16. Step 16

Enter the appropriate information into the Country field.

Note: You can use the lookup magnifying glass to the right of the Country field to locate the country information if necessary.

Example shown here: " USA ".

17. Step 17

Enter the appropriate information into the Address 1 field.

Example shown here: " 111 Clark ".

18. Step 18

Enter the appropriate information into the City field.

Example shown here: " Athens ".

19. Step 19

Enter the appropriate information into the State field.

Example shown here: " GA ".

20. Step 20

Enter the appropriate information into the Postal Code field.

Example shown here: " 30602 ".

21. Step 21

The Requester Comments field is an optional field for you to use to enter any comments you wish the Requester to see.

Example shown here: field blank.

22. Step 22

When you have completed entering the information, click the Save button.

23. Step 23

A Customer Request ID number is assigned.

Click the Submit button.

24. Step 24

Once the Customer Request form is submitted, the Approvals section is displayed. The Request Status displays Pending Approval.

25. Step 25

The Requester Approval section displays Pending status.

Additional Information:

Guidelines

Customer names and addresses should be mixed case.
Addresses should not include punctuation such as periods or commas. Apostrophes can be used.
Abbreviate all road identifiers.
If a suite number is included in the address, place this information on Address Line 2.
The Country field must be populated; otherwise, the state codes will not be available.
A customer can have multiple addresses differentiated by location.
- To add a location to an existing customer, choose Update Customer radio button.
- Click the magnifying glass to look up existing customer.
- Add the new address information.

Workflow

The form is filled out and via the workflow process sent to the Approver for review and approval. The Approver will review the form, and return it to the Requester with one of the statuses as described below. The Approver will make any comments as to the reason for the status in the Approver Comments field.

Approve - When the Customer Request Form is approved, a workflow status of "Approve" is sent to the Requester. The Approver will enter the customer into the database.
Deny - The "Deny" status will be used if the customer already exists in the database or if there is any reason the customer should not be added to the database
Return - The "Return" status is used if formatting standards or other issues exist on the form.

Requesting a Customer - UGA Customer Request Form

Summary

Body

Overview

In this article you will learn the steps to create and submit a Customer Request form for a new customer in the UGA Financial Management System.

Details

Details