IdealWare Online Users ManualAR4-04 A/R MAINTENANCE |
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│06/11/07 D E M O C O M P A N Y │ │ CUSTOMER MAINTENANCE NOTES? │ │────────────────────────────────────────────────────────────────────────────────│ │ CUSTOMER CODE ________ │ │────────────────────────────────────────────────────────────────────────────────│ │01 CUSTOMER NAME │ │02 DISPLAY NAME │ │03 ADDRESS LINE 1 │ │04 ADDRESS LINE 2 │ │05 CITY 17 RESERVED │ │06 AREA 18 CURRENCY CODE │ │07 STATE 19 DATE OPENED │ │08 COUNTRY 20 TAX CHARGED │ │09 ZIP CODE 21 TAX CODE │ │10 TELEPHONE #1 22 ST CODE │ │11 TELEPHONE #2 23 P.O. REQUIRED │ │12 FAX 24 CREDIT HOLD │ │13 CUSTOMER GROUP 25 CREDIT LIMIT │ │14 BILL-TO CODE CURRENT BALANCE │ │15 USUAL STORE COMMITTED BALANCE │ │16 SALESMAN CODE REMAINING CREDIT │ │────────────────────────────────────────────────────────────────────────────────│ │ENTER ALPHA CODE (PREFIX: '*'=STORES, '$'=CREDIT TO PURCHASE), F2=SCAN: │ │F4=END, F5=INQUIRY, F8=SCREEN-1, F9=SCREEN-2, F10=BALANCES, F11=SUB-LEDGER │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Enter the customer code you wish to add, modify or delete.
To add a new code see ADD A CODE. To modify or delete an existing code see MODIFY AN EXISTING CODE.
[F4] to exit to menu.
[F5] to access customer inquiry for selection.
ADD A CODE
If you enter a code which is not defined the following prompt displays.
[Enter] to add a new code.
The program will step you through each field (see FIELDS below). Once all fields have been entered, the following prompt is displayed:
[Enter] to accept and update.
[F2] to modify.
See MODIFY AN EXISTING CODE below.
[F4] to not add the code and return to CODE field.
[F2] to not add a new code.
You may enter a different NEW code, an existing code or press [F4] to exit.
MODIFY AN EXISTING CODE
If you enter an existing code you will be prompted whether or not you wish to modify, delete or view additional information about the customer. You can move to other screens in the program either before or after displaying a customer.
All screens of the program are shown below with an example supplier displayed. As the specific data fields for for screens 1 and 2 are detailed below (see FIELDS MAINTENANCE SCREENS 1/2), they are not repeated in the following discussion. As the two main display screens share the identical prompt, this is explained fully for the first screen only. The customer balances, monthly statistics, ledger, business categories and contacts screens are explained fully.
Example Customer Master Maintenance Screen 1 display:
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│06/11/07 D E M O C O M P A N Y │ │ CUSTOMER MAINTENANCE NOTES? Y │ │────────────────────────────────────────────────────────────────────────────────│ │ CUSTOMER CODE MAGCED │ │────────────────────────────────────────────────────────────────────────────────│ │01 CUSTOMER NAME MAGNIFICENT CEDAR INC. │ │02 DISPLAY NAME MAGNIFICENT CEDAR INC. │ │03 ADDRESS LINE 1 │ │04 ADDRESS LINE 2 65511 - 120TH AVENUE │ │05 CITY SURREY 17 RESERVED │ │06 AREA 18 CURRENCY CODE CN CANADIAN F│ │07 STATE B.C. 19 DATE OPENED 08/15/93 │ │08 COUNTRY 20 TAX CHARGED Y │ │09 ZIP CODE V6G 1R6 21 TAX CODE │ │10 TELEPHONE #1 ( ) 880-1515 22 ST CODE 50012-23 │ │11 TELEPHONE #2 ( ) - 23 P.O. REQUIRED N │ │12 FAX ( ) - 24 CREDIT HOLD N │ │13 CUSTOMER GROUP 25 CREDIT LIMIT 50,000 │ │14 BILL-TO CODE CURRENT BALANCE 14,313.58 │ │15 USUAL STORE 01 IDEALWARE STORE# 1 COMMITTED BALANCE 684.32 │ │16 SALESMAN CODE BARJO JOHN BARKER REMAINING CREDIT 35,002.10 │ │────────────────────────────────────────────────────────────────────────────────│ │** D=DELETE, N=NOTES, P=PRINT, F12=OTHER OPTIONS: __ │ │ FIELD# TO MODIFY, F8=SCREEN-1, F9=SCREEN-2, F10=BALANCES,F11=SUB-LEDGER │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Enter the number of the field you wish to modify.
[Enter] to clear display and return to CUSTOMER CODE field.
[F8] to move to maintenance screen 1 from screen 2.
[F9] to move to maintenance screen 2 from screen 1.
[F10] to display the account balances information screen.
[F11] to display the account sub-ledger information screen.
[F12] to display the following options.
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┌─────< CUSTOMER MAINTENANCE OPTIONS >──────â”
│ │ │ F1 = STATISTICS │ │ F5 = PRICE INQUIRY │ │ F8 = SCREEN-1 │ │ F9 = SCREEN-2 │ │ F10 = BALANCES │ │ F11 = SUB-LEDGER │ │ BC = BUSINESS CATEGORIES │ │ C = CONTRACT MAINTENANCE │ │ CP = CONTACTS/PRINCIPALS │ │ D = DELETE │ │ P = PRINT │ │ │ │** SELECT OPTION (CR TO EXIT WINDOW): __ │ └───────────────────────────────────────────┘ |
[F1] to display monthly sales statistics screen.
See MONTHLY STATISTICS SCREEN.
[F5] to access price inquiry.
See 30973 INVENTORY PRICE INQUIRY.
[F8] to access maintenance screen 1.
[F9] to access maintenance screen 2.
[F10] to access month to date and year to date sales totals.
See CUSTOMER BALANCES SCREEN.
[F11] to access customer sub-ledger inquiry.
See LEDGER INQUIRY SCREEN.
"B""C" to display customer business categories.
See BUSINESS CATEGORIES SCREEN.
"C" to access contract maintenance.
See 31006 CONTRACT PRICING MAINTENANCE.
"C""P" to display customer contact summary.
See CONTACTS SUMMARY SCREEN.
"D" to delete the customer.
The following confirmation prompt displays.
"Y" to delete.
"N" to not delete.
Customer master records can only be deleted when there are no invoices outstanding in the accounts receivable system. In single store environments the customer record will be removed when deleted. In multi-store environments the customer records will be marked "to purge" and will be removed from the system automatically at a later date. Customer records marked "to purge" are only accessible from within the customer master maintenance program. No further sales or payments can be made.
"N" to access customer notes.
"P" to print customer information.
The customer is flagged and you are taken to the print selection menu when you exit the program. You may flag multiple customers for printing and all will print in the same report.
Example Customer Master Maintenance Screen 2 display:
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│06/12/07 D E M O C O M P A N Y │ │ CUSTOMER MAINTENANCE NOTES? Y │ │────────────────────────────────────────────────────────────────────────────────│ │ CUSTOMER CODE MAGCED │ │────────────────────────────────────────────────────────────────────────────────│ │01 ACCOUNT TYPE O OPEN ITEM 16 TERRITORY CODE │ │02 STATEMENT OPTS YNNNN GROUP 17 REFERRAL CODE │ │03 INTEREST TYPE 30 02.00 18 CUSTOMER PROFILE │ │04 SALES GROUP 7 LMBR YD RET/W 19 PRINCIPALS/CONTACTS <<<SEE DETAILS>>> │ │05 RESERVED 20 MAIN CONTACT FRANK NESBIT │ │06 SHOW PRICES? N 21 GUARANTOR HARVEY JONES │ │07 PRICING LEVEL R 22 BUS CATEGORY │ │08 INVOICE COPIES 1 OUTPUT F/P/B P │ │09 PAYMENT TERMS 10 1.5% 15TH │ │10 CREDITEL# P167723 │ │11 LOCATION SPECIFIC CUSTOMER? N │ │12 VALID LOCATIONS │ │ │ │13 COUPON LOGIC? N │ │14 EMAIL ADDRESS │ │15 TERRITORY CODE │ │────────────────────────────────────────────────────────────────────────────────│ │** D=DELETE, N=NOTES, P=PRINT, F12=OTHER OPTIONS: __ │ │ FIELD# TO MODIFY, F8=SCREEN-1, F9=SCREEN-2, F10=BALANCES,F11=SUB-LEDGER │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
FIELDS MAINTENANCE SCREENS 1/2
Enter a code to identify your customer.
You can enter up to 8 characters designed to identify your customer in a unique way and allow your users quick access to information.
[F5] to access customer inquiry.
Numeric codes can be optionally included in your system as an alternative way of referencing customers. You can enter a 5 digit numeric code. If this feature is turned off the word RESERVED appears on the screen instead.
Enter the customer name.
Enter a street address or post office box.
Enter a street address or post office box.
Enter the city and province.
Enter the postal code.
Enter the telephone number.
Each field may include multiple phone numbers and/or area codes and/or extension numbers.
Enter the FAX number.
Enter the name of the usual contact person.
Enter the person or company who secures credit for the customer.
Enter customers' usual store code.
This is defined in the store master maintenance program and in single store environments this field defaults to the normal store code.
[F5] to display list for selection.
This applies to multiple store environments only.
Enter the customers' responsible salesperson code.
This is predefined in the salesman master maintenance program. This is either a reference to the salesperson who initially signed up the customer or the salesperson who gets rewarded sales statistics based on the customer's sales (if someone different). Depending on how your system is setup, sales statistics either go to the salesperson who generated the sale or to the customer's responsible salesperson. Please see your Ideal consultant for more details.
[F5] to display list for selection.
Enter the sales group code.
This is predefined in the customer sales group maintenance program. Various A/R reports sort by sales group.
[F5] to display list for selection.
"B" for balance forward account type.
All of the customer's invoices will be removed by the month end purge program and the total outstanding balance carried forward as a single balance forward entry.
"O" for open item account type.
All outstanding invoices on file at month end are carried forward and fully paid invoices are purged by the month end purge program. Customers with open item account types can have simulated balance forward statements printed, see STATEMENT OPTIONS below.
Enter the payment terms code.
This is predefined in the payment terms code maintenance program.
[F5] to display list for selection.
Enter the credit service file name or number.
Enter the interest type.
The interest type and percentage determine on what balance the customer will have interest calculated.
The following types are defined:
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"N"
"30" "60" "90" "F" |
No interest calculated
Interest calculated on over 30 day balance Interest calculated on over 60 day balance Interest calculated on over 90 day balance Charge flat rate service charge for any overdue accounts |
The flat rate is set in the interest calculation program.
Enter the interest rate used to calculated interest.
Not applicable for flat rate types.
"Y" to print prices and extensions on sale order documents.
"N" to not print prices and extensions on sale order documents.
"R" for retail (default value) pricing level applicable for this customer.
"1" for pricing level 1 applicable for this customer.
"2" for pricing level 2 applicable for this customer.
"3" for pricing level 3 applicable for this customer.
You should decide which types of customers will be assigned to which pricing levels. When you make a sale via the sale order entry program the correct product price based on the customer's pricing level will be used automatically.
Enter the customer's currency code.
You can use different currencies as long as they have been defined in the A/R currency code maintenance program.
[F5] to display list for selection.
Enter a sort factor.
[Enter] to accept the default value.
The sort factor is only relevant when selling lumber type products. It defines the number of decimals the customer's foot board measure factor should be rounded to. A sort factor of 5 results in the most accurate extensions. The default value is 5.
Enter the number of invoice copies to print via the invoice printing program.
This does not impact documents printed via the sales order entry program.
Enter the date customer's account was opened.
[Enter] for the current system date.
Enter maximum credit customer can have without approval.
[F5] to access credit change inquiry by customer.
[F6] for credit change inquiry by date.
When processing a sale via the sale order entry program, the program checks if the customer is exceeding the "open to spend" amount on a line by line basis. The salesperson can enter a password provided by the credit manager to allow the sale to be completed if the credit limit is exceeded. The override is logged.
Displays the customer's current balance.
Displays the amount committed to the customer in orders generated through the sale order entry program, which have not yet been updated to the accounts receivable system via the order register and update program.
Displays the customer's "open to spend" amount.
This is calculated as: CREDIT LIMIT - (CURRENT BALANCE + BALANCE IN ORDERS).
"Y" to charge GST.
"N" to not charge GST.
In addition, you must also enter a valid registration number in the GST CODE field.
Enter the customer's PST number (if applicable).
PST will not be charged in the sales order entry program if the PST code is set.
[Enter] to bypass.
PST will be charged if this field is left null.
Enter the customer's GST registration number (if applicable).
If GST CHARGED field is set to "N" and a valid registration number entered here, GST will not be charged in the sales order entry program.
"Y" to set "credit hold" flag.
No sales can be generated for this customer via the sales order entry program.
"N" to clear "credit hold" flag.
Sales can be generated for this customer via the sales order entry program.
[Enter] to accept the default customer statement options of YNNNN.
Enter other customer statement options.
Each character of this field refers to the following statement printing options.
1ST CHAR: SORT BY CONTRACT ON STATEMENTS?
"Y" indicates that the A/R statement details are to be sorted by the customer's contracts. When a sale is created via the sales order entry program, the program allows the operator to specify one of the customer's contract numbers (if available) for job site information or special contract pricing.
2ND CHAR: SORT BY CONTRACT FOR INVOICES?
"Y" indicates that the invoice summaries are to be sorted by the customer's contracts. This applies only if invoice summaries are automatically printed after the customers' A/R statement details are printed. See the 4th char option below.
3RD CHAR: PRINT CONTRACTOR STATEMENTS?
"Y" indicates that extra statements are to be printed for each of the customer's contracts. Your customers would typically give these statements to their own customers.
4TH CHAR: INVOICE SUMMARY?
"Y" indicates that invoice summaries are to be automatically printed after the customers' A/R statement details are printed. This option should only be selected if you are using generic (blank) statement forms. See your Ideal consultant for more details.
5TH CHAR: SIMULATE BALANCE FORWARD WITH OPEN INVOICES?
"Y" indicates that balance forward statements are to be simulated for this customer. Generally this would show one "balance forward" amount for all previous month outstanding invoices and show in detail all current month invoices.
"N" to not require a purchase order number on sales.
"Y" to require a purchase order number on sales.
The sale order entry program displays the following message if a purchase order number is not entered for a customer for whom a purchase order number is required.
See BUSINESS CATEGORY SCREEN.
CUSTOMER BALANCES SCREEN
The customer balances screen displays relevant credit management information as well as month to date, year to date and last year sales statistics. The top portion of the screen is the same as the A/R Ledger Inquiry.
Example Customer Master Maintenance Balances Screen display:
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│06/13/07 CUSTOMER MAINTENANCE PAGE: │ │────────────────────────────────────────────────────────────────────────────────│ │ CUSTOMER: MAGCED () MAGNIFICENT CEDAR INC. CURRENT: .00 │ │ CONTACT: FRANK NESBIT LAST PAYMENT: 07/08/97 Apr/07: 2,849.41 │ │ PHONE#1: ( ) 880-1515 PAYMENT$: 1,000.00 Mar/07: .00 │ │ PHONE#2: ( ) - YTD SALES: 17,811.61 Feb/07: 5,934.97 │ │ DATE OPEN: 08/15/93 CREDIT LIMIT: 50,000.00 Jan/07: 1,886.52 │ │* MONTHLY STATUS FLAGS * HIGHEST BALANCE: 14,313.58 OLDER: 3,642.68 │ │dDdd0000000aaa0a000a---- COMMITTED A/R: 684.32 BALANCE: 14,313.58 │ │────────────────────────────────────────────────────────────────────────────────│ │ MTD YTD LYR │ │SALES $ 0 17,812 1,104 01 COUPON SALES .00 │ │SALES OTHER $ 0 0 0 02 COUPON RELEASED .00 │ │PROFIT $ 0 5,477 117 COUPON AVAIL .00 │ │PROFIT % 0 31 11 │ │DIRECT $ 0 0 0 │ │ADJUST $(CN) 0 0 0 │ │DISCOUNT $(CN) 0 0 0 │ │INTEREST $(CN) 0 0 0 │ │ │ │ │ │────────────────────────────────────────────────────────────────────────────────│ │** FIELD# TO MODIFY; CR TO CONTINUE; F1 FOR MONTHLY STATISTICS: _ │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Enter the field number you wish to modify.
[Enter] to return to maintenance screen 1.
[F1] to display the monthly statistics screen.
FIELDS BALANCES SCREEN
There are two editable fields on this screen.
Enter the $ amount of coupons available to customer.
Enter the $ amount of coupons used by customer.
The $ amount of coupon sales less the $ amount of coupon released is automatically calculated and displayed in the COUPON AVAIL field.
The remaining fields on this screen are for display only.
Displays the customer code and name.
Displays the customer contact name.
Displays the customer telephone numbers.
Displays the date customer account was opened.
Displays the date of the last payment made.
Displays the $ amount of the last payment.
Displays the $ amount customer's year to date sales total based on the direct billing and sales order entry programs.
Displays the customer's credit limit.
Displays the $ amount of the highest unpaid balance.
Displays the $ amount of sales generated through the sales order entry program but not yet updated by the order register and update program.
These fields display outstanding $ amounts starting with the CURRENT month, then 30, 60, 90, 120 days, OLDER than 120 days and the total outstanding BALANCE.
Displays a snapshot of the last 24 months of sales activity, with the left-most character representing the last month and the right- most character representing 24 months ago. See LEDGER INQUIRY SCREEN.
The following fields display the $ amounts for month to date, year to date and last year at the same period as updated in the direct billing and sales order entry programs.
Displays the customer sales total.
Displays the customer "other" sales total.
Displays the customer profit total.
Displays the customer profit % total.
Profit percent = (profit dollars divided by sales dollars) x 100.
Displays the customer "direct" sales total.
Displays the customer adjustment total in sales currency.
Displays the customer discounts taken total in discounts currency.
Displays the customer interest payments total in interest currency.
MONTHLY STATISTICS SCREEN
The monthly statistics screen displays customer sales statistics for the current month, previous 12 months, total of the last 12 months, current year to date and last year to date.
Example Monthly Statistics Screen display:
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│06/14/07 ***** CUSTOMER MONTHLY STATISTICS ***** │ │────────────────────────────────────────────────────────────────────────────────│ │CUSTOMER: MAGCED MAGNIFICENT CEDAR INC. │ │────────────────────────────────────────────────────────────────────────────────│ │MONTH SALES$ SALES OTHER$ COGS$ PROFIT$ PROFIT%│ │────────────────────────────────────────────────────────────────────────────────│ │ May-07 .00 .00 .00 .00 .00 │ │ Apr-07 8,208.12 .00 2,284.60 5,923.52 72.17 │ │ Mar-07 .00 .00 .00 .00 .00 │ │ Feb-07 .00 .00 .00 .00 .00 │ │ Jan-07 .00 .00 .00 .00 .00 │ │ Dec-06 572.05 .00 505.44 66.61 11.64 │ │ Nov-06 .00 .00 .00 .00 .00 │ │ Oct-06 .00 .00 .00 .00 .00 │ │ Sep-06 .00 .00 .00 .00 .00 │ │ Aug-06 .00 .00 .00 .00 .00 │ │ Jul-06 .00 .00 .00 .00 .00 │ │ Jun-06 1,209.37 .00 1,021.02 188.35 15.57 │ │ May-06 128.00- .00 94.22- 33.78- 26.39 │ │TOTAL: 9,861.54 .00 3,716.84 6,144.70 62.31 │ │Y-T-D Apr-07 17,811.61 .00 12,335.05 5,476.56 30.75 │ │Y-T-D Apr-06 4,269.45 .00 3,774.42 495.03 11.60 │ │LAST YEAR 1,103.73 .00 987.02 116.71 10.57 │ │** CR=CONTINUE: _ │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
[Enter] to return to maintenance screen 1.
FIELDS MONTHLY STATISTICS SCREEN
There are no editable fields on this screen.
Displays the customer code and name.
MMM/YY - Displays last 12 months of information, starting with the current month on the top row, last month on the second row, two months ago on the 3rd row etc.
TOTAL - Total for the last 12 months.
CURR Y-T-D - Total year to date balances for the current year.
LAST Y-T-D - Total year to date balances for the previous year.
Displays the sales dollars as updated via the sales order entry program.
Displays the cost of sales dollars as updated via the sales order entry program.
Displays the profit dollars.
Profit dollars = sales dollars less cost of sales dollars.
Displays the profit percentage.
Profit percent = (Profit dollars divided by Sales dollars) x 100.
LEDGER INQUIRY SCREEN
The ledger inquiry screen displays the customer's A/R ledger details as well as well as relevant credit management information. Refer to 25644 A/R LEDGER INQUIRY for further information.
Example Ledger Inquiry Screen display:
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│06/14/07 A/R CUSTOMER LEDGER INQUIRY AS AT 2007/05 NOTES: Y PAGE: 1 │ │────────────────────────────────────────────────────────────────────────────────│ │ CUSTOMER: MAGCED () MAGNIFICENT CEDAR INC. CURRENT: .00 │ │ CONTACT: FRANK NESBIT LAST PAYMENT: 07/08/97 Apr/07: 2,849.41 │ │ PHONE#1: ( ) 880-1515 PAYMENT$: 1,000.00 Mar/07: .00 │ │ FAX#: ( ) - YTD SALES: 17,811.61 Feb/07: 5,934.97 │ │ DATE OPEN: 08/15/93 CREDIT LIMIT: 50,000.00 Jan/07: 1,886.52 │ │* MONTHLY STATUS FLAGS * HIGHEST BALANCE: 14,313.58 OLDER: 3,642.68 │ │dDdd0000000aaa0a000a---- COMMITTED A/R: 684.32 BALANCE: 14,313.58 │ │────────────────────────────────────────────────────────────────────────────────│ │ DATE INV# TYPE SOURCE DISCOUNT DEBIT CREDIT BALANCE │ │────────────────────────────────────────────────────────────────────────────────│ │<<START>> ** A/R SUB-LEDGER DETAILS ** │ │06/10/96 01A100910 INVOICE 010028 .00 5,934.97 5,934.97 │ │07/08/97 01A100910 PAY:14411 RC0019 .00 369.68 5,565.29 │ │07/08/97 01A101171 INVOICE 010046 39.05 2,785.21 8,350.50 │ │07/16/97 01A101182 INVOICE 010049 .00 321.00 8,671.50 │ │07/16/97 01A101183 INVOICE 010049 .00 80.25 8,751.75 │ │07/31/97 01A101187 INVOICE 010049 .00 342.38 9,094.13 │ │03/07/98 01A101456 INVOICE 010053 .00 1,142.89 10,237.02 │ │07/14/98 01A101555 INVOICE 010074 .00 2,452.65 12,689.67 │ │────────────────────────────────────────────────────────────────────────────────│ │** PRESS CR TO CONTINUE; F4 TO END: _ │ │ PRESS F5 FOR CUSTOMER MASTER SCREEN, N FOR NOTES, S FOR STATUS FLAG INQUIRY. │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
OPTIONS
After you enter a customer code one of the following prompts will appear.
1. When there are more transactions than can be displayed on one screen:
[Enter] to advance to the next screen of transactions.
[F4] to end display
Option prompt 3 is displayed.
2. When there are more transactions than can be displayed on one screen and you have advanced to a succeeding screen:
[Enter] to advance to the next screen of transactions.
[F3] to return to previous screen of transactions.
[F4] to end display.
Option prompt 3 is displayed.
3. When there are no further transactions to display:
[Enter] to clear the current display.
The display is cleared and you are returned to the CUSTOMER CODE field where you may enter another customer code or press [F4] to exit.
"P" to print the ledger details.
The display is cleared and you are returned to the CUSTOMER CODE field. When you exit the program you will be prompted to select a printer and the ledger details will then be printed. You can select multiple customers and all will print when you exit.
[F5] to display customer master maintenance screen.
This is display mode only and maintenance functions are not accessible. This option is available from all prompts.
[F6] to display customer contract information.
If the customer has any contracts, the following prompt will display:
Enter the number of contract to display.
[Enter] to display the default contract.
If there is only a single contract it will be displayed automatically and pressing [Enter] will clear the contract prompt and return to the ledger display.
[F5] to display list of contracts for selection.
[F7] to display current outstanding orders.
If the customer has any current orders they will be displayed. Press [Enter] to clear the orders display and return to ledger display. If there are more current orders than can be displayed on a single screen, use [Enter] and [F3] to advance and backup through them; pressing [Enter] at the final screen will close the display.
The following two options are available from all prompts:
"N" to display customer notes summary screen.
"S" to display monthly status flag key.
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│ │ │ * = (MTD SALES>0) AND ACCT BAL<=0) │ │ a = (MTD SALES>0) AND (30 DAYS ACCT BAL>0) AND (31+DAYS ACCT BAL<=0) │ │ b = (MTD SALES>0) AND (60 DAYS ACCT BAL>0) AND (61+DAYS ACCT BAL<=0) │ │ c = (MTD SALES>0) AND (90 DAYS ACCT BAL>0) AND (91+DAYS ACCT BAL<=0) │ │ d = (MTD SALES>0) AND (91+DAYS ACCT BAL>0) │ │ 0 = (MTD SALES<=0) AND ACCT BAL<=0) │ │ A = (MTD SALES<=0) AND (30 DAYS ACCT BAL>0) AND (31+DAYS ACCT BAL<=0) │ │ B = (MTD SALES<=0) AND (60 DAYS ACCT BAL>0) AND (61+DAYS ACCT BAL<=0) │ │ C = (MTD SALES<=0) AND (90 DAYS ACCT BAL>0) AND (91+DAYS ACCT BAL<=0) │ │ D = (MTD SALES<=0) AND (91+DAYS ACCT BAL>0) │ │ - = UNRECORDED MONTH │ │ │ │** SELECT OPTION (CR TO EXIT WINDOW): _ │ └───────────────────────────────────────────────────────────────────────┘ |
FIELDS LEDGER INQUIRY SCREEN
There are no editable fields on this screen.
FIELDS - HEADER
Displays the customer code and name.
Displays the customer contact name as set up on the customer master file.
Displays the customer's phone and FAX numbers as set up on the customer master file.
Displays the date this customer file was opened.
This field will display up to 24 characters. Each character represents the sales activity for a particular month with the most recent month on the left.
* = MTD sales > 0; A/R balance <= 0
? = MTD sales > 0; A/R balance > 0
0 = MTD sales <= 0; A/R balance <= 0
X = MTD sales <= 0; A/R balance > 0
Displays the last payment date.
Displays the amount of the last payment.
Displays the amount of Y.T.D. sales is for this customer.
Displays the credit limit as set up on the customer master file.
Displays the highest A/R balance for this customer.
Displays the total of all current orders for this customer.
Displays the total outstanding balance for this customer.
Displays the total outstanding balances for the previous aging buckets.
Displays the total outstanding balance older than 120 days.
Displays the customer's aged A/R balances, total A/R balance and a bad debt total, if applicable.
FIELDS - DETAIL
Displays the transaction date.
Displays the transaction number.
Displays the transaction type.
Displays the batch number of the original entry.
Displays the discount as set up in the payment terms file available on each invoice.
Displays the transaction amounts with a debit (invoices, debit adjustments).
Displays the transaction amounts with a credit (payments, credit adjustments).
Displays the new A/R balance.
BUSINESS CATEGORY SCREEN
Each customer can be assigned one or more business categories. These categories allow you to print a report that lists all of the customers in a specified category. Categories are created in a separate maintenance program, see 30079 BUSINESS CATEGORIES MAINTENANCE. Categories must be assigned to or removed from specific customers on the business category screen.
CUSTOMER BUSINESS CATEGORY LIST
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│06/14/07 ***** CUSTOMER BUSINESS CATEGORIES ***** 13:20:37│ │──────────────────────────────────────────────────────────────────────────────│ │CUSTOMER: MAGCED MAGNIFICENT CEDAR INC. │ │──────────────────────────────────────────────────────────────────────────────│ │SEQ CATEGORY DESCRIPTION │ │──────────────────────────────────────────────────────────────────────────────│ │01 COMLUMBER COMMERCIAL LUMBER SELLER │ │02 COMMILL COMMERCIAL LUMBER MILL │ │03 COMROOF COMMERCIAL ROOFING SERVICES │ │**** END OF FILE **** │ │ │ │ │ │ │ │ │ │ │ │ │ │──────────────────────────────────────────────────────────────────────────────│ │** ENTER LINE NUMBER OF CATEGORY TO MODIFY, 'A'=ADD CATEGORY: __ │ │ PG-UP; PG-DN; CR OR F4 TO EXIT. │ └──────────────────────────────────────────────────────────────────────────────┘ |
Enter the line number of the category code you wish to remove.
"A" to add a new category.
When you select an existing category or enter "A" to create a new category the following window pops up.
Business Categories Editing Window:
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┌──────────────────────────────────────────────────────────────────────────────â”
│06/14/07 ***** CUSTOMER BUSINESS CATEGORIES ***** 13:20:37│ │──────────────────────────────────────────────────────────────────────────────│ │CUSTOMER: MAGCED MAGNIFICENT CEDAR INC. │ │──────────────────────────────────────────────────────────────────────────────│ │SEQ CATEGORY DESCRIPTION │ │──────────────────────────────────────────────────────────────────────────────│ │01 COMLUMBER COMMERCIAL LUMBER SELLER │ │02 COMMILL COMMERCIAL LUMBER MILL │ │03 COMROOF COMMERCIAL ROOFING SERVICES │ ┌──────────────────────────<EDIT BUSINESS CATEGORIES>──────────────────────────┠│ CATEGORY │ │──────────────────────────────────────────────────────────────────────────────│ │ __________ │ │ │ │ENTER UP TO 10 CHARACTERS. │ │F2 TO DELETE │ └──────────────────────────────────────────────────────────────────────────────┘ │ │ │ │ │──────────────────────────────────────────────────────────────────────────────│ │ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ |
[F2] to remove an existing category.
This removes the assigned category from the customer, but the category itself remains in the system. Categories can only be deleted in the business category maintenance program.
Enter a category code you wish to assign to the customer.
[F5] to display list for selection.
After either adding or removing a category, the editing window automatically closes and your are returned to the business category list.
[PG-UP] or [PG-DN] to scroll through list.
[Enter] or [F4] to exit to maintenance screen 2.
You will be prompted to update, press [Enter] to continue.
CONTACTS SUMMARY SCREEN
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┌──────────────────────────────────────────────────────────────────────────────â”
│06/14/07 ***** CONTACTS SUMMARY ***** 17:33:18│ │──────────────────────────────────────────────────────────────────────────────│ │CUSTOMER: MAGCED MAGNIFICENT CEDAR INC. │ │──────────────────────────────────────────────────────────────────────────────│ │SEQ NAME TYPE TITLE PHONE │ │──────────────────────────────────────────────────────────────────────────────│ │01 FRANK NESBIT MAIN CONTACT │ │02 HARVEY JONES GUARANTOR │ │**** END OF FILE **** │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │──────────────────────────────────────────────────────────────────────────────│ │** ENTER LINE NUMBER OF CONTACT TO DISPLAY: __ │ │ PG-UP; PG-DN; CR OR F4 TO EXIT. │ └──────────────────────────────────────────────────────────────────────────────┘ |
Enter the line number of the contact you wish to display.
The contact summary screen for the selected contact is displayed.
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┌──────────────────────────────────────────────────────────────────────────────â”
│06/14/07 ***** CONTACTS SUMMARY ***** 17:33:18│ │──────────────────────────────────────────────────────────────────────────────│ │CUSTOMER: MAGCED MAGNIFICENT CEDAR INC. │ ┌──────────────────────────────────────────────────────────────────────────────┠│ A/R CONTACT DATA INQUIRY - SCREEN 1 OF 1 │ │──────────────────────────────────────────────────────────────────────────────│ │01 CONTACT TYPE MAIN CONTACT │ │02 CONTACT NAME FRANK NESBIT │ │03 TITLE │ │04 COMMENT │ │05 PHONE NUMBER │ │06 FAX NUMBER │ │07 EMAIL ADDRESS │ │08 BIRTHDATE │ │ │ │ │ │ │ │ │ │ │ │ │ │──────────────────────────────────────────────────────────────────────────────│ │** CR=RETURN: __ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ |
[Enter] to return to the contact list display.
[PG-UP] or [PG-DN] to scroll through list.
[Enter] or [F4] to exit to maintenance screen 1.
CUSTOMER NOTES
If you enter "N" at either maintenance screen 1/2 or the ledger inquiry screen, the customer notes window will display.
The notes utility is used throughout the system. Wherever used the screen headers will reference the maintenance or inquiry program from which the notes utility was opened. In the following description, a generic header is used. In addition, some prompts may also reference the program that opened the notes utility and may appear slightly different.
NOTES SUMMARY SCREEN DISPLAY
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┌────────────────────────────────────────────────────────────────────────────────â”
│ 07/03/07 ***** NOTES SUMMARY ***** 14:19:58 │ │ ────────────────────────────────────────────────────────────────────────────── │ │ ACCESS CODE: GARLI GARIBALDI LIMITED │ │ ────────────────────────────────────────────────────────────────────────────── │ │ PRIORITY DATE SEQ DESCRIPTION │ │ ────────────────────────────────────────────────────────────────────────────── │ │ **** END OF FILE **** │ │ │ │ │ │ │ │ │ │ ────────────────────────────────────────────────────────────────────────────── │ │ ** ENTER LINE NUMBER OF NOTES TO DISPLAY; F4 TO EXIT; F9 TO CLEAR NOTES: _ │ │ F1 FOR LINE MODE; PG-UP; PG-DN; (A)DD NOTES; (Q)ICK ADD; (C)OPY NOTES. │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Enter line number of note to display details of that note.
See MODIFY OR DELETE A NOTE.
[F1] to toggle between line mode and page mode.
[F4] to exit and return to maintenance or inquiry screen.
[F9] to delete notes.
See MODIFY OR DELETE A NOTE.
"A" to add a note.
See ADD A NOTE.
"Q" to quick add a note.
See QUICK ADD A NOTE.
"C" to copy notes.
See COPY A NOTE.
[PG-UP] and [PG-DN] to move up or down through existing notes.
ADD A NOTE
To add a note select "A" at the notes summary screen.
NOTES DETAIL SCREEN DISPLAY
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┌────────────────────────────────────────────────────────────────────────────────â”
│ 07/03/07 ***** NOTES DETAILS ***** HH:MI:SS │ │ ------------------------------------------------------------------------------ │ │ ACCESS CODER: GARBU GARIBALDI LIMITED │ │ DATE: MMDDYY │ │ SEQUENCE: │ │ DESCRIPTION │ │ ------------------------------------------------------------------------------ │ │ │ │ │ │ │ │ │ │ ------------------------------------------------------------------------------ │ │ ENTER NOTE'S RELEVANT DATE, SELECT OPTION BELOW OR PRESS F2 TO SCAN: │ │ (CR='99/99/99'-LOW PRIORITY, F9=CURRENT DATE, F10='00/00/00'-HIGH PRIORITY). │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Enter a relevant date.
If you enter a specific date for the note it will be given medium priority on the summary screen.
[Enter] to assign the date 99/99/99.
The note is given low priority.
[F2] to scan existing notes.
[F2] to scan existing notes one by one.
[F3] or [F4] to return to summary screen.
[PG-UP] or [PG-DN] to scan notes a page at a time.
[F9] to assign the current system date.
The note is given medium priority.
[F10] to assign the date 00/00/00.
The note is given high priority.
Enter a sequence code of 2 alpha/numeric characters.
The sequence code is used to distinguish notes of the same priority, ie to display three high priority notes each one would have a different sequence code.
Enter a brief description for the supplier notes summary display screen.
You may enter up to 55 characters.
Enter the text of the note.
You may enter up to 999 lines of text in a note; text entry has automatic word wrap.
Special Editing Keys:
[HOME] to move cursor to the left margin of the current line.
[END] to move cursor to the right margin of the current line.
[INSERT] to toggle between INSERT and TYPEOVER modes.
[DELETE] to delete the character at cursor.
[BACKSPACE] to delete the character to the left of cursor.
[←] [→] [↑] [↓] to move cursor as indicated by selected arrow key.
[F2] to delete the current line.
[F6] to reformat text by removing extra spaces and hard returns.
[F4] to end text entry.
[Enter] to accept edits and update note.
[F2] to re-enter editing mode.
[F4] to cancel note.
You are returned to a blank note detail entry screen where you can either compose another note or press [F4] to return to the notes summary screen display.
QUICK ADD A NOTE
To quick add a note select "Q" at the notes summary screen. If there are no existing notes the system takes you to the description line and automatically sets the note date to 99/99/99 (low priority) and the sequence to AG.
Enter a description (up to 55 characters) for the note summary.
[F3] to re-enter the sequence code or date.
See ADD A NOTE.
When you select "Q" at the notes summary screen to quick add a note, if there are existing notes the system takes you to the detail screen of the last note in the file and displays the following prompt:
[F2] to scan existing notes one by one.
[F3] or [F4] to return to summary screen.
"M" to make changes to the note.
You may use the existing note as a template for a new note, press [F3] to change either the date (priority) or sequence code so that the original note is not overwritten. See MODIFY OR DELETE A NOTE.
"D" to delete the note.
See MODIFY OR DELETE A NOTE.
MODIFY OR DELETE A NOTE
To modify or delete an existing note enter the line number of the note you wish modify or delete at the notes summary screen. The system takes you to the detail screen of that note and displays the following prompt:
[F2] to scan existing notes one by one.
[F3] or [F4] to return to note summary screen.
"M" to modify the note.
You are taken to the description line of the note where you may enter a new description that will appear on the notes summary display.
[F3] to re-enter date (to change priority) and/or sequence code.
[Enter] to accept changes and advance to next field.
Edit the text of the note
You may enter up to 999 lines of text in a note; text entry has automatic word wrap.
For special editing keys see ADD A NOTE.
[F4] to end text editing.
[Enter] to accept modifications and update the note.
[F2] to re-enter editing mode.
[F4] to cancel changes to the note.
You are returned to a blank note detail entry screen where you can either compose another note or press F4 to return to the notes summary screen display.
"D" to delete the note.
"N" to not delete the note.
"Y" to delete the note.
You can not undelete the note.
You are returned to a blank note detail entry screen where you can either compose another note or press [F4] to return to the notes summary screen display.
COPY A NOTE
To copy a note select "C" at the notes summary screen. The target file can be a supplier, customer or product note, depending on where you accessed the notes utility.
Enter the code to which you wish to attach a copy of the note(s).
"A" to copy all notes to the selected target file.
[Enter] to select specific notes to copy to target file.
Each note summary is displayed one at a time for selection.
"Y" to copy the note to target.
"N" to not copy the note.
Pressing [Enter] defaults to No.
[Enter] to copy note and also retain in the source file.
Any alpha code can be assigned to a customer, however a standard format is strongly recommended. Whatever you determine to use, be consistent and use the same formatting rules for all customer codes. A format commonly used is described below.
Businesses: use the first 4 letters of the first name and the first 3 letters of the last name (periods, commas, and dashes should be ignored). If there are less than 3 letters in either the first or last part of the name only use what is available. If there is only one name for the company, then use LTD or INC, etc.
Examples:
Cando Ltd.
A.B.C. Building Supplies Ltd.
XY Corporation
John B. Public Company Ltd.
J. Byron Public Company Ltd.
The Wiseacre Company
458369 B.C. Ltd.
New Hampton Petroleum Inc.
New Hampton Trucking Ltd.
New Hampton News Ltd.
CANDLTD
ABCBUI
XYCOR
JOHNPUB (Ignore middle initial)
BYROPUB (Ignore preceding initial)
WISECOM (Ignore preceding "The")
4583BC
NEWHPET [Names comprised of a 2]
NEWHTRU [part location name should]
NEWHNEW [treat the location as 1 word]
Individuals: use the first 4 letters of the last name and the first 3 letters of the first name.
Examples:
Bill J. Smith
C. Bill Smith
Bill and Laura Smith
SMITBIL (Ignore middle initial)
SMITBIL (Ignore preceding initial)
SMITBIL (Use first 3 letters of first person)
The "Sales With Payments" program automatically creates a sort code for each customer using the first 3 characters of the last and first name.
If you create a duplicate alpha code, then number it at the end of the code, starting with 2:
Examples:
Canusa Postbox Inc.
Bill C. Smith
Bill J. Smith
CANUPOS2
SMITBIL
SMITBIL2
The F5 inquiry program will display the customer code and the customer's full name therefore users will be able to easily differentiate between similar codes as above.
Stores: if you are adding one of your stores to the customer file for intra-company transfers, the first character of the alpha code is an asterisk (*), followed by a two-character store code, and lastly by a five-character short name (optional).
Example: Smith's main store (store code S1) would be *S1 or *S1SMITH.Credit to purchase customer information can also be accessed via this program. Credit to purchase customer codes are prefixed with "$". Credit to purchase customers are added via the sale order entry program and are "temporary" customers that are not included in the accounts receivable system.