Adding a Customer - Quick Create

• References

  ORC Section 126: OFFICE OF BUDGET AND MANAGEMENT

   

Overview

Before adding a new customer to be invoiced, first verify that the customer does not already exist in OAKS FIN for the agency. If the customer is not found, follow the steps below to generate a new customer record by using a template customer.

• Do not create a new customer record if the customer already exists but has multiple locations to reference. See Maintaining Customer Records for additional information.

• OBM/State Accounting creates Ohio state agencies as customers for Intra State Transfer Vouchers (ISTV).

Each agency maintains its own customers. Changes made by one agency will not affect another agency’s customers.

When a new customer is entered into OAKS FIN, the Customer ID can either be automatically generated or manually entered according to an agency standard. Each agency has its own policy for ID creation.

While performing these instructions, an optional contact for the customer can also be created. Contacts are the people through the customer that communicate with the agency.

OAKS FIN automatically marks the checkboxes for Create Contact and Create Customer. The first makes Name (contact name) required; the second makes Customer Name (business name) a required field. If there is no contact information, deselect the Create Contact checkbox. If creating only a contact, deselect the Create Customer checkbox.

Steps

• OAKS FIN > Customers > Customer Information > Quick Customer Create

Quick Create a Customer/Contact

Not all fields on the form are required to be completed.

1. Enter the owning agency code in the SetID field.

   

2. Each agency has their own customer records, even if the supplier works with multiple agencies.

2. Enter the desired Customer Name.

   

3. Click Search to determine if the customer exists in OAKS FIN.

   

• If a customer exists, either the record or a list of matching records displays. If a customer does not exist, a message will appear.

  

4. If a customer exists, stop here. Otherwise, continue.
5. Click Create New Customer/Contact link.

   

• The Create New Customer/Contact page displays

6. Enter the ID of a customer of the same type in the Template Customer field.

   

• Entering a template customer means that certain fields are populated by OAKS FIN, lessening the need for manual entry.
• OAKS FIN users can enter any of three types of customers: Third Party, Local Government, or Higher Education. Agencies of the state of Ohio are entered by OBM/State Accounting.

7. Either enter a contact Name or deselect the Create Contact checkbox.

   

   

• OAKS FIN automatically marks the checkboxes for Create Contact and Create Customer. The first makes Name (contact name) required; the second makes Customer Name (business name) a required field. If there is no contact information, deselect Create Contact.

8. Enter the contact’s email address in the Email ID field and/or Telephone number. If entering a telephone number, use the radio buttons to mark if it is a business or home number.

   

   

9. Verify that the Customer Name field is the business entity's legal name.

   

10. Edit the Short Name field.

    

• OAKS FIN uses the first 10 characters in the Customer Name field as the Short Name. This can be edited, as desired.

11. Enter an ID in the Customer ID field according to the department’s naming standards, or leave this field blank to have OAKS FIN generate an ID number.

    

12. Enter an identifying location name in the Address Description field. This name is used to differentiate between various locations used by the customer.

    

13. Enter the customer’s Address Details in the appropriate address fields.

    

14. Agencies must use an address format that follows US Postal standards.

14. Click Save New Customer/Contact to save the information to OAKS FIN.

    

     

• The Customer Summary Detail information displays.