Task 17 - Customer Master File

How to set up a new Customer

See "Before Beginning AR Module" topic - certain codes must be set up prior to setting up a customer record. For example: credit terms need to be identified prior to placing the code on a customer record.

Also see "Customer Master Fields" topic for number of digits per field, etc.

Accounts Receivable ( module 2)
- Customer Master (task 17)
  - Enter New Customer Record (sub-task 1)The fields listed below are the important or required fields - towards the bottom of this document, there is a list with the maximum number of fields available for each field and a note if the field is a "validated field" :
    - 1. Customer # - entry desired customer #, note: 99999 is used for retail/miscellaneous customer. Don’t use numbers 1 – 99 as they are reserved by the software program for Inter-company transfers
    - 3-10. Customer's information is entered. Use street address on 1^st line & PO box on 2nd.
    - 11. The normal salesperson for this account.
    - 12. Choose customer type from pop-up box.
    - 13. Which level of pricing (1-9) does this customer get
    - 20. State Tax flag, choose from pop-up box.
    - 21. Balance method:
      - O=open item method (applies payment against specific invoices)
      - B=balance forward method (applies payment against the balance on the account)
    - 22. Does this customer get a statement: Y/N
    - 23. Does this customer get charged a finance charge for late payment: Y/N
    - 24. Credit limit type from pop-up box.
    - 25-27 Tax zones (3 available) for taxing authorities other than state (i.e. city, county)
    - 29-35 Prior, current, future amounts owed, plus total owed and total of open orders.
    - 36. Route Code – user defined field
    - 37-38. Freight and shipping terms from pop-up table
    - 40. Minimum order amount:
      - 0=system parameter normal order minimum
      - 99999=no minimum
      - or enter specific dollar amount.
    - 42. Does this customer get contract price:
      - N= No
      - Y=specific ship-to address
      - C=all ship to addresses get the same price
    - 45-47. Should fields 1, 2 and/or 25 from the Shipping Screen of a sales order require that information be entered?
    - 49. If this customer requires additional copies of their invoices to print, enter in the quantity of additional invoices needed.
    - 51. Who is the administrator from your company for this account. The codes are set up in the Salesman/Technician file.
    - 55-80 Contain current years sales and prior year sales by month. Prior to going ‘live’ the fields may be manually filled in, however after going ‘live’ the fields will be automatically updated when sales are posted.
    - 81. Accounting department notes: notes seen by accounting personnel about this customer
    - 82. Order Entry department notes: notes seen by order entry personnel about this customer

NOTES:

There are many sales analysis reports that pull their information from this file.

On the second screen of the Customer Master:

There is an aged trial balance for the customer
The information gets updated automatically during backup every night.
Whenever money or sales are posted, these fields are incorrect. You can wait for backup to correct it, or you may run Task 6: Calculate Customer File Aging.
There is an aged trial balance report that pulls the information from these fields.
Customer Inquiry - Task 27 - uses information from these fields.

On the third screen of the Customer Master:

Totals for each month for the current and prior year are stored.
At the end of the fiscal year go to Task#32: System Management, Subtask #2: Fiscal Year End Cust. Processing. This moves the current year sales totals to the prior year.

Customer Master Fields:

01. Customer Number (up to 5 digits) _____ -user defined. Use numbers 100 and over. 1 - 99 are reserved for intercompany transfers. Even if you don't have or plan on having other locations, the system treats numbers under 100 differently.

02. Company Name (up to 25 characters) _______________________- enter in CAPS, user defined

03. Address One (up to 25 characters) _________________________ - user defined

04. Address Two (up to 25 characters) _________________________ - user defined

05. City (up to 15 characters) ___________ - user defined

06. State (2 digit abbreviation) __________ - validated

07. Country (3 digit abbreviation) ________ - defaults in as USA

08. Zip Code (9 digit alphanumeric) ______ - dashes inserted automatically by system, user-defined

09. Phone Number ___- ____ - __________- dashes inserted automatically by system, user-defined

10. Fax Number ___-___-______________ - dashed inserted automatically by system, user-defined

11. Salesperson # (up to 4 digits) ________ - validated from predefined table, "0" forces an entry in OE

12. Customer type (one digit) _ - validated from predefined table

13. Price Type (up to 9 digits) ___________- price level charged based on product code

14. Prompt Payment Discount (3 digits) _.__ - ex: enter 225 indicates a 2.25 discount, user-defined

15. Misc Date (6 digits) ______ - slashes inserted automatically by system, user-defined

16. Entry Date (6 digits) ______ - slashes inserted automatically by system, automatically uses "today"

17. Contact (up to 25 characters) _____________________________ - user-defined

18. P/O Notes/Project # (Up to 25 characters) ___________________ - user-defined

19. Tax ID(s) (up to 25 characters) ____________________________ - user-defined

20. St. Tax Flag (One digit)___ -validated, choose from pop-up table

21. Bal method (O or B) _____ O=Open item, B= Balance forward)

22. Get statement (Y or N) ___

23. Finance charge (Y or N) __

24. Credit Limit (one digit) ___ - validated,choose from predefined options from pop-up table or $ amount

25. Tax zone A (five digits) _____ - choose from predefined options or 11111 to force OE entry

26. Tax zone B (five digits) _____ - choose from predefined options or 11111 to force OE entry

27. Tax zone C (five digits) _____ - choose from predefined options or 11111 to force OE entry

*Note: lines 28 thru 35- After going live, the system updates the amounts automatically. Actual months will be displayed i.e. the current month is June, the field that reads "3 months ago" will actually display "March" and "Next Month" will display "July".

28. Prior months (9 digits) _________- decimal, commas inserted automatically

29. 3 months ago (9 digits) _________- decimal, commas inserted automatically

30. 2 months ago (9 digits) _________- decimal, commas inserted automatically

31. Last month (9 digits) ___________- decimal, commas inserted automatically

32. This month (9 digits) ___________- decimal, commas inserted automatically

33. Future (9 digits) ___________- decimal, commas inserted automatically

34. Total Aging (9 digits) __________- decimal, commas inserted automatically

35. Open Order Amount (9 digits) _________- decimal, commas inserted automatically

33. Beyond 90 days (9 digits) _______- decimal, commas inserted automatically

34. Total owed (9 digits) ___________- decimal, commas inserted automatically

35. Open orders (9 digits) __________- decimal, commas inserted automatically

36. Route Code (8 digits)___________ -user defined

37. Freight terms (one digit) _ - validated, choose from predefined options from pop-up table

38. Ship Via (one digit) _____- validated, choose from predefined options from pop-up table

39. Bill Terms (one digit) ___ - validated, choose from predefined options from pop-up table

40. Min $ order (five digit) _________ - "0" system min, "99999" no min, or actual minimum

41. Accepts B/O ? (Y or N) _

42. Contract? (Y/N/C) _ -(Y=Specific ship-to's; N=No; C=All ship-to's get same contract price)

43. Std. O/E dsc% (4 digits)__.__ -whole order discount percent, user-defined

44. Reverse Name ? (Y or N)_ -Y=reverse name for printing labels if comma is used in set-up of customer name i.e. SMITH, JOHN will print as JOHN SMITH

45. Require P/O ? (Y/N/B) _ -Y=require PO# in OE, N= no PO# required, B=force blanket PO#

46. Require Ship/Dept (Y or N) __- require information in OE

47. Require xxxxx(Y or N) __ - should field #25, on the Shipping Screen of a sales order, be required?

48. Vendor ID # (ten digits) _____ -assigned # given to your company by the vendor, user-defined

49. Add Invoice (1 digit) _ -number of additional invoices this customer requires

50. Invoice Code (1 digit)_ - user-defined code used for frequency or grouping for re-print of invoices

51. Acct Admin # (up to 4 digits)____-person ‘assigned’ to this customer’s account, validated from Salesperson/Technician File

52. Misc. Options (1 digit)_ N=No; Y=bypass dimensional rounding; P=print unit dollar amount on invoice; B=block printing dollar amount on invoice; S(yp)-Shipper w/$

53. Class code (1 digit) - validated, choose from predefined options from pop-up

54. Region (1 digit) - validated, choose from predefined options from pop-up

NOTE: The last screen (lines 55-80) contain the current year sales per month and the prior year sales per month. Prior to going live the fields may be filed in, after going live they will be automatically updated when sales are posted.

81 & 82. Notes for Accounting and Order Entry personnel to see and edit (if allowed by parameter setting)

Issues to note:

If mistake is made while entering, use up, down, right or left arrow keys to move as needed to make change.
If a change needs to be made to a customer at any time after the information is entered, make the change in Sub-task 2: CHANGE EXISTING CUSTOMER RECORD, and make the change.
A CUSTOMER NUMBER CANNOT BE CHANGED!
DELETE Existing Customer Record (Sub-task 3):
- Only to be used during initial entry of customers; i.e. you accidentally entered the same customer under two different numbers.
- CAUTION: Once data has been accumulated for a customer #, do NOT delete that customer #! See your training person for the procedure to follow if there is a legitimate reason to delete a customer.