Maintain External Agencies

The Maintain Agencies screen is accessed by a number of TAG modules. It stores information on a variety of agencies and corporate bodies, such as:

• banks or financial institutions

• other legal institutions or agencies in your caseload or jurisdiction

• corporate payees (eligible organizations or companies for system check-writing)

• external agencies or corporate groups providing programs and services

1. From the Main Menu, select one of:

   Community Programs & Services Maintenance Agencies
   Community Orders/Requests Maintenance Agencies
   Community Financials Maintenance Payees Corporate

2. If necessary, query to locate the name you want.

3. To record a new agency, fill in the Maintain Agencies/Corporations block:

• Name: if the Name field is filled in with a previously recorded agency, scroll to a blank record or click on Insert.

  Type in the name of the agency; mandatory.

• Comment: type in a comment; optional.

• Caseload: the use of this field varies slightly depending on what module is using it:

  • For community Financials: use this field only to identify the corporate name and address of your caseload. Each caseload in the List of Values can only be assigned once.

  • For Programs & Services: if the program/service provided by the external agency will be used ONLY by one caseload, and not others, select that caseload from the List of Values. If more than one caseload will be using the program/service provided by the external agency, leave this field blank.

• Memo: type in a memo; optional.

• ID#: TAG fills in the ID# when you save (after you have filled in the screen).

4. Click Next Block to move to the Address block.

5. Fill in:

• Type: select from the List of Values, the type of address (e.g., billing, program, primary address); mandatory.

  Programs & Services: you must select Primary if you want a program provider's address to automatically display in the Maintain Program/Services Providers screen, and the Maintain Courses/Activities screen.

• Address: type in the address of the agency or corporation; optional.

• City: select from the List of Values; optional.

• State: select from the List of Values; mandatory.

• Country: select from the List of Values; mandatory.

• Zip Code: type in a zip or postal code; optional.

• Contact: type in the name of the contact person at this agency; optional.

• Business Hours: type in the hours that the agency is open for business; optional.

• Web: type in the web address for the agency; optional.

• Contact: type in the name of a contact person for the agency; optional.

• E-mail: type in an e-mail address for the agency; optional.

6. Click on Next Block to move to the Phone Numbers block.

7. Fill in these fields for each phone number:

• Type: select the type of phone number from the List of Values; mandatory.

• Area: type in the area code; optional.

• Number: type in the local phone or fax number; optional.

• Extension: type in the extension number, if any; optional.

8. Click on Save when you are finished. The system records the date the record is being created (the current date), and assigns the entry a unique ID number.

learn how to maintain individual payees.

learn how to maintain agencies for orders and requests.