Updating Customer Information

   Overview   

If you need to update customer information for Accounts Receivable/Billing, you can submit a request in the UGA Financial Management System with the new/updated information. This might include a second location or a new invoice address.

In this article, you will learn the steps to update the information of an existing AR/Billing customer in the UGA Financial Management System.

1. Step 1

step image

First, log into the Financial Management System

On the UGA Financials homepage, click the Classic Home tile.

2. Step 2

step image

Follow the navigation to go to the Customer Request page:

Main Menu > UGA > UGA Billing Processes > Customer Request

Click the  Customer Request  link.

3. Step 3

step image

The Customer Request page is displayed.

Click the Add a New Value  tab to create a new customer request.

4. Step 4

step image

You should not change the Customer Request ID field. Keep it as Next .

Click the Add button.

5. Step 5

step image

The Customer Request page is displayed.

Check the Update Customer option in the Requested Customer Information section to update a customer's information.

6. Step 6

step image

Enter the appropriate Customer ID in the Update Customer ID field.

If you do not know the Customer ID, click the magnifying glass to the right of the field to search for the information.

Example shown here: Lookup magnifying glass to the right of the Update Customer ID field.

7. Step 7

step image

The Look Up Update Customer ID dialog box is displayed.

You can use one or more of the search criteria to look up the appropriate Customer ID.  

Example shown here: Name 1 dropdown list.

8. Step 8

step image

Click the contains option so that you can search for any customer name containing your search terms.

9. Step 9

step image

Enter " ath " into the Name 1 field.

10. Step 10

step image

After filling out all search criteria fields, click the Look Up button.

11. Step 11

step image

The Search Results section has been updated with matching results.

Click the appropriate Customer ID to update the information.  

Example shown here: UGA Athletic Association  link.

12. Step 12

step image

From the *Type Dropdown list,select the appropriate customer information.

Note : The Customer *Type is a mandatory field.

Example shown here: University .

13. Step 13

step image

You can add/update the contact information and address details.

To edit the appropriate information, click the expansion arrow to the left of Contact Information or Address Details .   

Example shown here:update the address information. Click the expansion arrow next to Address Details .

14. Step 14

step image

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

Example shown here: " Send Invoices to this Address? " option.

15. Step 15

step image

Enter the appropriate information into the Address Description field.   

Example shown here: " Second Location ".

16. Step 16

step image

Enter the appropriate information into the Country field.   

Example shown here: " usa ".

17. Step 17

step image

Enter the appropriate information into the Address 1 field.  

Example shown here: " 123 Main St ".

18. Step 18

step image

Enter the appropriate information into the City field.   

Example shown here: " Athens ".

19. Step 19

step image

Enter the appropriate information into the State field.  

Example shown here: " GA ".

20. Step 20

step image

Enter the appropriate information into the Postal Code field.

Example shown here: " 30602 ".

21. Step 21

step image

Adding comments to the Requester Comments section is optional.   

22. Step 22

step image

Click the Save button to generate a Customer Request ID.

23. Step 23

step image

The Customer Request ID has been assigned to the saved request.

Click the Submit button.

24. Step 24

step image

The Approvals section is displayed. It shows the approval workflow for the submitted request process.

If comments are added by an approver, a link will be sent via email, and these will show up in the Comments section of the approval flow.

Note: An email will be sent showing where the customer request was approved or denied.  

25. Step 25

step image

You can return to a search (Return to Search), send notifications to a certain person/a group of people (Notify), and/or add another request (Add) by clicking one of the buttons at the bottom of the page.

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.

 
Print Article