Requesting Accounts Receivable and Billing Access Roles

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Overview

The default roles an employee will receive are outlined HERE. Any additional roles required in the system will need to be assigned using the Access Request Form by an employee's HR Supervisor. This course outlines how a supervisor can assign the AR/Billing roles.

In this article, you will learn the steps to request employee access to Accounts Receivable/Billing Roles and additional Business Units in the UGA Financial Management System. This form should be filled out by the employee's supervisor on their behalf.

Note: The same form is used to request access to the UGA Budget Management System and Data Warehouse.

1. Step 1

First, log into the Financial Management System.

From the UGA Financials homepage, click the Request Access tile.

2. Step 2

The UGA Access Links page is displayed.

Click the UGA Financial Management System Access Request link.

3. Step 3

On the Security Access Request page, the Add a New Value tab is displayed.

Enter the User ID for the employee for whom you want to enter a security request. You can type it directly into the User ID field or click the lookup magnifying glass to the right of the User ID field to search.

Example shown here: lookup magnifying glass.

4. Step 4

The Look Up User ID pop-up window is displayed.

To search by a partial employee name, click the Description drop-down menu.

5. Step 5

The Description drop-down menu is displayed. The menu contains a list of search criteria to apply to entered data. Selecting contains returns all results that have the entered data as part of the Description.

Click the appropriate search criteria.

Example shown here:contains link.

6. Step 6

Enter appropriate information into the Description search field.

Example shown here " hey " as a partial name into the Description field.

7. Step 7

Click the Look Up button.

8. Step 8

Search results matching the information entered are displayed.

To select an employee, click the corresponding User ID link.

Example shoen here: heys53398 link.

9. Step 9

The Look Up User ID pop-up window is closed, and the User ID is entered in the corresponding field.

Click the Add button.

10. Step 10

The Access Request page is displayed with the information you selected in the top section of the page. Your name and User ID are recorded as part of the Access Request form. You will use this page to request additional access for the employee.

11. Step 11

Your Chief Financial Officer (CFO) is responsible for approving the access request.

To select your CFO, click the CFO Approver drop-down menu.

12. Step 12

The CFO Approver drop-down list is displayed.

Click the appropriate name to select it.

Example shown here: Thermopolis,Starwood list item.

13. Step 13

Justification for granting the access must be given for every Access Request. Make sure that you give adequate information to justify approval.

Enter appropriate information into the Justification for Access field.

14. Step 14

Click the arrow to the left of the Access Requested header to expand the section.

15. Step 15

The Access Requested section is displayed with options for Additional Roles Needed and Additional Business Units Needed.

To search for a role, click the lookup magnifying glass to the right of the Role Name field.

16. Step 16

The Look Up Role Name pop-up window is displayed.

Enter appropriate search criteria and select the roles needed by the employee.

Example shown here: UGA AR Customer Review link.

17. Step 17

The selected role is populated in the Role Name column.

Note : Some roles require special training, which is indicated by a check in the Training Required column.

To add additional roles, click the [+] button at the right of the Additional Roles Needed section.

18. Step 18

A new row is added. By default, rows are displayed individually.

To view the new row and previous entries, click the View All link.

19. Step 19

All rows under the Additional Roles Needed section are displayed.

Continue to search for and add roles as appropriate.

20. Step 20

To search for a Business Unit, click the lookup magnifying glass to the right of the Business Unit field.

21. Step 21

The Look Up Business Unit pop-up window is displayed.

Click the appropriate Business Unit link to select it.

Example shown here: 24001 link.

22. Step 22

The selected Business Unit is displayed. Business Units can be added or removed using the [+] or [-] buttons to the right of each displayed Business Unit field.

Once all required selections have been made, click the Submit button.

23. Step 23

The Access Request form is submitted to the CFO for approval. The approval path is displayed at the bottom of the page.

Additional Information:

Accounts Receivable and Billing modules in UGA Financial Management are used to generate invoices to customers for reimbursement of expenses incurred by the university, as well as to track incoming payments. Use of these modules is currently limited to AR Cohort participants only. More information can be found on the Accounts Receivable Resources page.

Tutorial Resources

Security Roles Spreadsheet