Ideal Online Documentation

25650 A/R MAINTENANCE
AR4-03 Customer Code Conversion

 

PURPOSE

 

The customer code conversion program is used to:

  • Change a customer code (when the new customer code does not exist).
  • Combine two existing customer codes into one.

Examples of how this program might be used:

  1. You have formatted customer codes based on customer names. A customer changes their name, and you want to change their code.
  2. You discover that you have two different customer codes for the same customer and you want to combine them.

This program automatically transfer all outstanding accounts receivable information, including A/R details and customer statistics from the "old" customer code to the "new" customer code. The "old" customer is deleted from the system after the conversion.

 

Current orders are not affected by this program. Therefore before running this program you should ensure that there are no current orders that are using the "old" customer code. You can run the INVOICE INQUIRY by customer to determine this.

 

Customer Code Conversion is accessed from:

  • A/R Processing menu

 

PROCEDURE

 

When you select Customer Code Conversion at the Accounts Receivable Processing menu the following prompts display. Note, the program automatically checks for open batches that affect the A/R module and will not allow you to proceed if there are any. See PROCEDURE - OPEN BATCHES.

 

OLD CUSTOMER CODE:

 

Enter the "old" customer code.

 

This is the code that you want to eliminate.

 

 

[F5] to access customer inquiry for selection.

 

NEW CUSTOMER CODE:

 

Enter the "new" customer code.

 

This is the code you want to change to or combine the "old" code. This may be a new customer code (change the old to the new) or an existing customer code (combine the old with the new).

 

 

[F5] to access customer inquiry for selection.


CUSTOMER IS NOT ON FILE. CHANGE OLD TO NEW ? (Y/N):

 

Indicates that the new customer is not on file and that you will be converting the "old" customer to the "new" customer.

 

 

"Y" to change the old customer to the new customer.

 

"N" to not change and cancel.

 

CUSTOMER IS ALREADY ON FILE. DO YOU WANT TO COMBINE ? (YES/NO):

 

Indicates that the new customer is on file and that you will be combining the "old" customer with the "new" customer.

 

 

"Y" to combine the old customer with the new customer.

 

"N" to not combine and cancel.

 

Example A/R Customer Code Conversion display:

┌────────────────────────────────────────────────────────────────────────────────┐
│07/10/95          ***** A/R CUSTOMER CODE CONVERSION *****                      â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│     OLD CUSTOMER CODE:  AAAWO1   AAA WOOD COMPANY                              â”‚
│                                                                                â”‚
│     NEW CUSTOMER CODE:  AAAWOO                                                 â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** CUSTOMER IS NOT ON FILE. CHANGE OLD TO NEW ? (Y/N): Y                        â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

 

PROCEDURE - OPEN BATCHES

 

The program automatically checks for open batches that affect the A/R module and will not allow you to proceed if there are any. If there are any open batches press [Enter] to exit the program, then complete and either update or abort the batches. Following are example warning prompts that may be displayed:

 

** CASH RECEIPT BATCHES ARE OPEN ON TERMINALS TE8.

** ORDER REGISTER BATCHES ARE OPEN.

>> AFTER BATCHES HAVE BEEN UPDATED, RERUN THIS PROGRAM.  PRESS ENTER. _

 

[Enter] to exit the program.