Customer Processing Reference Manual Prophet 21 FASPAC 5.0

Transcription

1 Customer Processing Reference Manual Prophet 21 FASPAC 5.0

2 Table of Contents INTRODUCTION 6 Function Keys 6 Searching for Customers by Phone Number 6 Before You Begin 7 Creating a Customer Record 7 Miscellaneous Accounts 7 Optional Fields 7 Sales Tax Calculation 7 Sales Categories on the AR Invoice Register 8 Remarks and Messages 8 Customer History 9 On Hold and Suspended Customer Accounts 10 Cross-Reference Groups 10 Terms 10 CUSTOMER MAINTENANCE (CP/MAI) 11 Set Customers for Purge 12 Default Output Document Types 14 Default Fax or Information 14 Entry/Inquiry Screen One 16 Entry/Inquiry Screen Two 24 Entry/Inquiry Screen Three 27 Entry/Inquiry Screen Four 31 CUSTOMER INQUIRY (CP/INQ) 33 Entry/Inquiry Screen 33 CUSTOMER LISTING (CP/LIS) 34 Entry/Inquiry Screen 34 Sample Report 37 SHIP-TO INQUIRY (CP/STI) 38 Entry/Inquiry Screen 38 SHIP-TO MAINTENANCE (CP/STM) 39 Default Fax or Information 39 Invoices or Order Acknowledgements 39 2

3 Entry/Inquiry Screen One 40 Entry/Inquiry Screen Two 45 SHIP-TO LISTING (CP/STL) 47 Entry/Inquiry Screen 47 CUSTOMER HISTORY INQUIRY (CP/HI) 51 Entry/Inquiry Screen 51 CUSTOMER HISTORY MAINTENANCE (CP/HM) 52 Entry/Inquiry Screen 52 CUSTOMER HISTORY REPORT (CP/HR) 55 Modes of Operation 56 Date Variables 56 Entry/Inquiry Screen 56 REMOVE CUSTOMER RECORDS (CP/RCR) 60 Entry/Inquiry Screen 60 CUSTOMER ON HOLD PRINT/SET (CP/COH) 62 Entry/Inquiry Screen 63 PART HISTORY CHANGE (CP/PHC) 67 Entry/Inquiry Screen 67 PERCENTAGE CHANGE REPORT (CP/PCH) 69 Entry/Inquiry Screen 69 Sample Report 72 SALES BY STATE REPORT (CP/SSR) 73 Entry/Inquiry Screen 73 PRINT CUSTOMER LABELS (CP/LAB) 75 Entry/Inquiry Screen 76 Sample Labels 79 AVAILABLE CREDIT REPORT (CP/AC0) 80 Entry/Inquiry Screen 80 Sample Report 81 3

4 MISCELLANEOUS (CP/CPM) 82 Change Tax Exempt Id (CP/CPM/CTE) 82 Entry/Inquiry Screen 82 4

5 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at by entering a support case. Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Prophet 21 may make improvements and/or changes to the Licensed Software described in this publication at any time without notice. 10/17/05 Prophet 21 Faspac The Prophet 21 system and Prophet 21 Faspacare trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. 5

6 INTRODUCTION The Customer Processing module is the support system for the Accounts Receivable, Order Desk, Order Processing, Counter Sales, Sales Analysis, and Telemarketing modules. All customer data can be displayed, edited, and printed. Each customer must have a Customer Master record (CP/MAI). Each Customer Master record can have an unlimited number of Ship-To Address records (CP/STM). Each ship-to address record has a corresponding History record (CP/HM). There are some terms you should be familiar with when working in the Customer Processing module. See terms and definitions later in this chapter. FUNCTION KEYS Use the following function keys to access customers: F1 Begin the search based on the customer number entered F2 Begin the search based on the short name entered F5 Begin the search based on the phone number entered F3 Scroll forward, based on the original entry F4 Scroll backward, based on the original entry SEARCHING FOR CUSTOMERS BY PHONE NUMBER When using the option to search for a customer based on the telephone number, enter at least the last four to seven digits, since FASPAC searches for telephone numbers in reverse order. For Example: If a customer s phone number is (123) , you could enter 7890 or or and then press F5. Entering 1234 or 456 or would not generate the desired results because customer phone numbers are stored in reverse order. If you entered 123 the system would assume the phone number ended with these digits and would search for numbers ending with these digits. If you use F3 and F4 to scroll forward and back, the result may not be what is expected since the telephone numbers are stored in reverse order. Scrolling forward on 1234 results in a customer being displayed that has a telephone number with the last digits of 2234 (not 1235). 6

7 INTRODUCTION BEFORE YOU BEGIN Before you even begin creating Customer Master records, you must decide if you want to assign account numbers or if you want the system to automatically assign account numbers. This is set by a flag in the System Maintenance file. See the System Maintenance Reference Manual in Volume 5 for detailed information. CREATING A CUSTOMER RECORD A customer record is created when you enter NEW in the Customer field, and an account number is assigned automatically or manually, depending on the flag in the System Master File (SYS/CPS). Information is entered as the cursor moves to each field on the first screen. The second screen is then accessed and information is entered as the cursor moves to each field on that screen. Finally, the third screen is accessed and information is entered as the cursor moves to each field on that screen. Function keys are used to access the second and third screens. Information should be entered in all three screens before exiting the program or creating another Customer Master record. If the second and third screens are not accessed at this time, the only way to enter information is the more time consuming way of selecting each individual field. MISCELLANEOUS ACCOUNTS Ten miscellaneous Customer Master records can be created and used throughout FASPAC to process orders for customers who purchase from you on a one time or infrequent basis. A miscellaneous Customer Master record can be created for each type of sale (cash/taxable, cash/resale, charge/taxable, charge/resale). A miscellaneous Customer Master record must be manually assigned a number between and when it is created. See the System Maintenance section of the manual for instructions on how to temporarily set the flag to assign numbers manually. A miscellaneous Customer Master record allows the bill-to and ship-to addresses to be changed each time it is used so that pick lists and invoices print with the correct information. All transactions and history are saved for each miscellaneous Customer Master record. OPTIONAL FIELDS Many of the fields in a Customer Master record and a Ship-To Address record are optional and can be left blank. We recommend that optional fields be filled in, unless the information changes frequently or is never used in the order entry programs. Entering information in these optional fields generally decreases the amount of data entry necessary in the order entry programs and provides more detail when printing reports and listings. SALES TAX CALCULATION As shown in the table below, sales tax is calculated based on the tax status of the item and the Customer Master record, at the time of Shipping Confirmation (OP/SC). 7

8 INTRODUCTION Item Tax Status Customer Tax Status Tax Charged Taxable Taxable Yes Taxable Not Taxable Yes* Not Taxable Taxable Yes Not Taxable Not Taxable No * An order for a customer with EXPORT, GOVT, NON-PROFIT, OUT- OF-STATE, or IND-PROCESS in the Tax Exempt field in the Customer Master record should never include an item with a tax status of taxable. If this situation occurs, the Accounts Receivable Invoice Register (AR/INP/IP) will not be correct. A customer s tax status is taxable when the Tax Exempt field in the Customer Master record is left blank. A customer s tax status is not taxable (exempt) when an entry is made in the Tax Exempt field in the Customer Master record. When sales tax is calculated, it is based on the state, city, and country codes used in the ship-to address, at the time of Shipping Confirmation. See the System Code Maintenance (SYCD) section of the manual for detailed information regarding these codes. SALES CATEGORIES ON THE AR INVOICE REGISTER Sales are categorized in the Account Receivable Invoice Register (AR/INP/IR) based on the entry in the Tax Exempt field in the Customer Master record. If this field is left blank, all sales to the customer are categorized as taxable sales. Resale sales can be assigned to one of six categories by making the appropriate entry in the Tax Exempt field: EXPORT GOVT NON-PROFIT OUT-OF-STATE IND-PROCESS RESALE Entering RESALE or any other characters other than those listed will cause the sales to be categorized under RESALE. REMARKS AND MESSAGES The Remark and General Remark fields are used for internal and external communication. The two Remark fields can be coded to print remarks defined in the System Code Master file (SYCD) on the customer s pick lists. These remarks can be coded to print in either the warehouse section or the body of the pick list. The code, type, and description of each of these remarks prints when a detailed Customer Listing (CP/LIS) is printed. If a Customer Listing is printed without detail, only the code and type print for each remark. The entry in the General Remark field always prints on the Aged Trial Balance, but can be coded to also print on the customer s pick list; either in the warehouse section or the body of the pick list. The type and description entries in the General Remark field print on the Customer Listing (printed with 8

9 INTRODUCTION or without detail). The Messages (MSGS) module is another method of external and internal communication. Messages can be created for a specific customer and/or for a customer group. See the Messages manual in Volume 5 for detailed information. CUSTOMER HISTORY Customer part history is saved based on the entry in the Save Part History field in the Customer Master record (CP/MAI) and the Inventory Master Record (IM/MAI). Valid entries in these fields are N (do not save history), Y (save history if the item/customer is flagged Y or A) and A (always save history). Customer part history is saved if this entry is A in either the Customer Master record or the Inventory Master Record, or if the entry is Y in both of the master records. Item Master Record Customer Master Record History Saved A A Y A Y Y A N Y Y A Y Y Y Y Y N N N A Y N Y N N N N The length of time customer part history is saved is based on the entry in the Duration field in either the Customer Master record or in the Inventory Master Record (whichever is larger). The minimum number of records to keep after the duration is determined by the entry in the Limit field in either the Customer Master record or in the Inventory Master Record (whichever is larger). Customer part history is deleted when the Part History Monthly Update program (PH/MU) is run if the records fall outside of the parameters set by the above mentioned fields. See the Part History (PH) section of the manual for detailed information. Customer sales history (total sales and cost dollar amounts of invoiced orders) is saved independent of part history. Customer sales history can be displayed through the Customer History Maintenance program (CP/HM) and printed through the Customer History Report program (CP/HR). Customers with an increase or decrease in sales can be listed through the Percentage Change Report. Additional sales reports are available through the Sales Analysis module. 9

10 INTRODUCTION ON HOLD AND SUSPENDED CUSTOMER ACCOUNTS A customer account can be placed on hold or suspended by making an entry in the Cust On Hold field in the Customer Master record. An entry can be made in this field to individual records through the Customer Maintenance program (CP/MAI) or entries can be automatically made to this field based on the accounts receivable balances in the Customer On Hold Print/Set program (CP/COH). The valid entries in the Cust On Hold field are: N or Blank Y S Customer is not on hold or suspended. Customer is on hold. Orders cannot be entered in the order entry programs (OD, OP/DI, OP/ME). Charge counter sales orders cannot be entered, but cash counter sales orders (CS/CSE) can be entered. Customer is suspended. Quotes and orders can be entered in the Order Desk program (OD), but pick lists can not be printed. Orders cannot be entered through the Direct Invoicing or Memo Entry programs (OP/DI, OP/ME). Charge counter sales orders can not be entered, but cash counter sales can. CROSS-REFERENCE GROUPS Cross-reference numbers can be assigned to groups of customers. An unlimited number of customers can be included in one group. To include a customer in a specific group, an entry is made in the Group ID field in the Customer Master record. This entry is also made in the Cross Reference Master File (CR/MAI). See the Cross Reference (CR) section of the manual for detailed information. TERMS Customer Master record The record that must be created for each customer or prospect to be used in FASPAC. The more information entered in the Customer Master record, the less data entry is necessary in the order entry programs. All of the Customer Master records make up the Customer Master file. Customer Sales History Sales totals and the total cost of invoiced orders. Open Order Master file All orders that have not yet been processed through the Accounts Receivable Invoice Calculation and Update program (AR/INP/INC). Entry programs Order Desk (OD), Direct Invoicing (OP/DI), Memo Entry (OP/ME) Prospect A Customer Master record created for use in the Telemarketing module. A prospect record is created just like a master record for a customer, but it is flagged with a Y in the Prospect field. This record can be accessed in the same manner as a standard Customer Master record. Orders cannot be processed for a prospect, but quotes can be entered. Ship-To Address record The record created if a customer has a ship-to address that is different from the bill-to address. Using the Ship-To Address Record decreases the amount of data entry in the order entry programs. All the Ship-To Address Records make up the Ship-To Address Master file. 10

11 CUSTOMER MAINTENANCE (CP/MAI) Use the Customer Maintenance program (CP/MAI) to create, edit, and delete Customer Master records. A Customer Master record can be created for a current customer or for a prospective customer. All Customer Master records are available for use in the Telemarketing module. When printing reports and listings throughout FASPAC, records flagged as prospects can be excluded or included. Each Customer Master record consists of four screens. The first screen contains customer information: name, number, bill-to address, business contact, telephone number, taxation, shipping, order processing and invoicing, contract information, and saving history. The second screen contains information about pricing and cross-reference numbers. Display it by pressing F1. The third screen contains accounts receivable information. Display it by pressing F2. The fourth screen contains information for printing, faxing, or ing statements, invoices, order acknowledgments, and customer quotes. Display it by pressing F5. For more information about faxing, refer to Default Fax Information on the next page. When entering a new Customer Master record, enter information in all of the applicable fields in all four screens. If you do not advance to each screen when the Customer Master record is initially created, data can be entered only in the more time consuming way of selecting each individual field at a later time. If you are creating a prospect Customer Master record, entries need to be made only in the mandatory fields on the first screen. Customer Master records flagged as prospects can be accessed in any of the Telemarketing programs. Quotes can be entered for prospects, but orders cannot be processed. Customer Master records not flagged as prospects are considered customers and can be accessed in any of the FASPAC programs. Orders can be processed for customers as long as the Customer Master record is not flagged as being on hold and the credit limit has not been reached. 11

12 CUSTOMER MAINTENANCE The entry in the Cust On Hold field determines a customer s status. N or blank Y S Customer is not on hold or suspended. Customer is on hold. Orders cannot be entered in the Order Entry programs (OD, OP/DI, OP/ME), nor can you enter Charge Counter Sales orders. You can still enter cash Counter Sales orders (CS/CSE). Customer is suspended. Quotes and orders can be entered in the Order Desk program (OD), but pick lists cannot be printed. Orders cannot be entered through the Direct Invoicing or Memo Entry programs (OP/DI, OP/ME), can enter Cash Counter Sales orders (CS/CSE), can not enter Charge Counter Sales orders. A Customer Master Record can be edited at any time. Any change to the bill-to address is automatically updated to all open orders for the customer so that the customer s invoices are printed correctly. Deleting a Customer Master record is a two-step process. 1. Enter Y in the Set To Be Purged field. This field can only be flagged with a Y if the customer meets the following requirements: no open order balance, no accounts receivable balance, no transactions in the Accounts Receivable Master File (AR/ATB), and no contracts. 2. Run the Remove Customer Records program (CP/RCR). Once a Customer Master record is deleted, the Sales History (CP/HM) is deleted, as are all Ship-To Address Records (CP/STM) and any Cross-Reference records. When you purge a customer ship to, you have the option of retaining that location s sales history and moving it to another location. You can move it to any of the customer s ship to locations you have on record. When you elect to keep the sales history, the system prompts you with an additional field, asking you where to place this sales history. Enter the ship to location here, or 0 if you wish to save the history to the master file. If the system does not recognize the location, it will return the location as invalid, and prompt you for another location. Once you have entered a location, the system will ask you to verify the information with a simple prompt of Correct? (Y/N). A (Y)es response will continue the process. A (N)o will clear the location field, allowing you to re-enter the information. All history and all warehouses for the location purged are deleted and added to the ship to location entered. If there was no history record existing, it will be added. SET CUSTOMERS FOR PURGE The Set Customers for Purge program generates a report for any customer set to be purged. Once you ve viewed this report, you can select an Update command, which purges the flagged customers. The system uses the customer history record (CP02) to determine sales after the date specified on the report. Since sales are maintained by month, the day entered has no significance. There are several options available through the purge report: 12

13 CUSTOMER MAINTENANCE Set Customers for Purge ) No Sales After This Date...: 02) Clear Purge Flag if Sales Found?...(Y/N): 03) Report or Update?...(R/U): 04) Run Remove Customer Record Now?...(Y/N): Option: No Sales After This Date Clear Purge Flag if Sales Found? Description: Since the system only tracks sales by month, the particular day of the month is irrelevant. Thus, all sales dates default to the first of a given month. Answer CX-PURGE Yes Yes If, based on the criteria in this program, the customer would not be flagged for purge then set CX-PURGE to (N)o. This will appear on the audit report. Yes No Set the flag based on purge criteria. No Yes Leave the flag as currently set and print on report. No No Set the flag based on purge criteria. Report or Update? Run Remove Customer Record Now? If Report is selected only the report will be generated, however, the report will also be generated if Update is selected. A yes response to this question forces the system to call program CPRCR. If report only was selected for question two this will be ignored since no update is allowed when processing the report only. The system creates the report whether you select Report Only or Update. The report displays its results in customer name sequence, and includes all ship-to entries for each customer. Each printed entry includes the full address data, last sold date (month and year), the current year sales amount, the previous year sales amount and a short description of what will be (or would be) updated. You might spot duplicate ship-to entries by printing the full address. Customers appear on this report, and have the Short Desc, only if they meet the following: Purge. The customer has no sales since the date specified, and was not previously set for purge. If you choose the Update option, the customer will be set for purge. If you run CP/RCR, the customer will be deleted based on the normal Remove Customer Record processing. Set. The customer has no sales since the date specified, however, this customer was already set for purge. If you run CP/RCR, the customer will be deleted based on the normal Remove Customer Record processing. Reset. The customer was set for purge, however, there have been sales since the specified date and Clear Purge Flag if Sales Found? response was Yes. If you select 13

14 CUSTOMER MAINTENANCE Update, the customer s purge setting flips to No. If you run CP/RCR, the customer will not be deleted. Rusure. The customer was set for purge, however, there have been sales since the specified date and Clear Purge Flag if Sales Found? response was No. If you select Update, the customer remains set for purge. If you run CP/RCR, the customer will be deleted based on the normal Remove Customer Record processing. Ship2. The customer has sales since the specified date; however, one or more ship-to locations have no sales since the specified date. Maybe. The ship-to location has no sales since the specified date. This is informative only and has no impact on file processing. If desired, these may be purged using the normal ship-to maintenance. Report layout. The indented lines are ship-to locations associated with the customer: C u s t o m e r Last Curr Year Prev Year Short S h i P T o Sold Sales Sales Desc. xxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xx/xx/xx zzzz,zzz.99-zzzz,zzz.99- xxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xx xxxxxxxxxx xxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xx/xx/xx zzzz,zzz.99-zzzz,zzz.99- xxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xx xxxxxxxxxx DEFAULT OUTPUT DOCUMENT TYPES The system checks various sources to determine the document type you want to use for an original or a copy document. The search occurs in the following order: Screen Two of Customer Ship-To Maintenance (CP/STM) Screen Four of Customer Maintenance (CP/MAI) Company Document Output Defaults (SYS/FPS/DOS). DEFAULT FAX OR INFORMATION The system checks various sources for a contact name and a fax number or address when you send forms by fax or . The search stops as soon as the required information is found. 14

15 CUSTOMER MAINTENANCE Invoices or Order Acknowledgements The search occurs in the following order for an Invoice or Order Acknowledgement: Screen Two of Customer Ship-To Maintenance (CP/STM) for contact name, fax number, or address. Screen One of Customer Ship-To Maintenance (CP/STM) for fax number only. Screen Four of Customer Maintenance (CP/MAI) for contact name, fax number, or address. Screen One of Customer Maintenance (CP/MAI) for contact name (using Field 11- Bus Contact) or fax number. If the needed information cannot be found, you are prompted to enter the missing information when the document is created. Statements The search occurs in the following sequence for Statements: Screen Four of Customer Maintenance (CP/MAI) for a contact name, fax number, or address. Screen One of Customer Maintenace (CP/MAI) for a contact name (using Field 11-Bus Contact) or fax number. If the needed information cannot be found, you are prompted to enter the missing information when the document is created. Customer Quotes The search occurs in the following sequence for Customer Quotes: Screen Four of Customer Maintenance (CP/MAI) for a contact name, fax number, or address. The order for the buyer s name. Screen One of Customer Maintenance (CP/MAI) for a contact name (using Field 11-Bus Contact) or fax number. If the needed information cannot be found, you are prompted to enter the missing information when the document is created. 15

16 CUSTOMER MAINTENANCE ENTRY/INQUIRY SCREEN ONE Field: Customer Description: To enter a new customer, type new. To locate an existing customer you can search by customer number, customer alpha name (short name), or customer phone number. Only the first five characters are used when searching for the customer by name or number. However, all the entered numbers are used when searching by phone number. Refer to the menu at the bottom of the screen for assistance in using the function keys. To exit, leave blank and press Skip. Name Enter the company name. If the system is assigning customer numbers, the assigned number is displayed in the Customer field. If customer numbers are assigned manually, the cursor moves to the Enter Customer Number field. Enter Customer Number This field is displayed only if NEW is entered in the Customer field and the System Maintenance File (SYS/CPS) is flagged to allow account numbers to be manually assigned. Ten miscellaneous Customer Master Records can be created and used throughout FASPAC to process orders for customers who purchase from you on a one time or infrequent basis. A miscellaneous Customer Master Record can be created for each type of sale (cash/taxable, cash/resale, charge/taxable, charge/resale). Use account numbers through as miscellaneous customer accounts. 16

17 CUSTOMER MAINTENANCE A miscellaneous Customer Master Record allows the bill-to and ship-to addresses to be changed each time it is used, so that pick lists and invoices print with the correct information. All transactions and history are saved for each miscellaneous Customer Master Record. See the System Maintenance section of the manual for instructions on how to temporarily set the flag to assign numbers manually. If you change one of the following fields on an existing customer record, all open orders are updated with the change, and the invoices for existing orders will print with the correct address. Pick lists can be reprinted with the new address information if desired. Changes are not updated for miscellaneous accounts (9999X accounts) or for accounts that are invoiced to another account number. Addr Enter the address of the company. Only the information in the first two fields will print on invoices, statements, pick lists, and labels. The information entered in the last two fields is for internal reference only. City State Enter the name of the city. When creating a new Customer Master Record, the State code used in the System Master File (SYS/CIS) is automatically displayed. You can enter a different State code, but it must be a valid code defined in the System Code Master file (SYCD). Zip Country Enter the zip code. Do not enter a dash between the 5th and 6th digits. The dash is automatically inserted when forms are printed. The Country code used in the System Master File (SYS/CIS) is automatically displayed. You can enter a different code, but it must be a valid Country code defined in the System Code Master file (SYCD). The following fields are optional and can be left blank (press SKIP when the cursor is on the first space of the field). We recommend that you enter as much information as possible in the Customer Master record (cp01), to decrease the amount of data entry necessary in the order entry programs and increase the amount of information available when printing listings and reports. Bus Phone Enter the Business Phone number. You can enter dashes between the area code, prefix, and suffix, but they are not required. This entry will be printed/displayed in other programs. This is also the phone number used when accessing a customer account by the phone number. 17

18 CUSTOMER MAINTENANCE Bus Contact City Code County Code Freight Code Fob Code Enter the name of the business contact. Enter a valid City code that has been defined in the System Code Master file (SYCD). This entry is used to calculate taxes. Enter a valid County code that has been defined in the System Code Master file (SYCD). The entry is this field is used to calculate taxes. Enter a valid Freight code that has been defined in the System Code Master file (SYCD). Enter a valid FOB code that has been defined in the System Code Master file (SYCD). The code in SYCD is a three-character code, which includes a warehouse number. Only the first character is entered in this field; the warehouse number is not entered. Ship Via Code Bus Type Code PO No. Enter a valid Ship-Via code that has been defined in the System Code Master file (SYCD). Enter a valid Business Type code that has been defined in the System Code Master file (SYCD). This entry is used for printing reports by customer business type. Enter a blanket purchase order number that will be displayed for this customer in all order entry programs and can be accepted as displayed or changed. The following Remark fields are optional and can be left blank. See the Messages Reference Manual in Volume 5 for an alternative method of internal and customer communication. 18

19 CUSTOMER MAINTENANCE Remark Code1 Remark Code2 Each line has two fields. The entry in the first field determines where on the pick list the remark will print. Enter Remark Type is displayed at the bottom of the screen. To print the remark in the warehouse section of the pick list, enter W. To print the remark in the body of the pick list, enter P. When the cursor moves to the second field Enter Remark Code is displayed at the bottom of the screen. Enter a valid Remark code that has been defined in the System Code Master file (SYCD). To select from the list of valid codes, press CMD+L. Once you have entered a valid Remark Code, Correct? is displayed in the bottom right hand corner of the screen. This allows you to check your entry. Y Everything is correct. N Everything is not correct. The cursor moves back to the first field of the line, allowing you to re-enter the remark. Only Remark1 is displayed in the order entry programs, but both Remark1 and 2 print on the Customer Listing (CP/LIS). General Rem The General Remark prints on the Aged Trial Balance (AR/ATB) and on the Customer Listing (CP/LIS). Enter Remark Type is displayed at the bottom of the screen, indicating that you are in the first field of the line. The entry in the first field determines where the Remark will print. To print on the Aged Trial Balance only, leave it blank. W Print on the Aged Trial Balance and in the warehouse section of the pick list. P Print on the Aged Trial Balance and in the body of the pick list. Enter Remark is displayed at the bottom of the screen. Enter up to 48 alphanumeric characters of your choice. This entry is not a Remark code from SYCD. The following fields are not optional; you must make an entry in each field. 19

20 CUSTOMER MAINTENANCE Slsm One The default Salesman code HOUSE is automatically displayed. Accept this by pressing Return or enter another Salesman code. Enter a valid Salesman code defined in the Salesman Master file (SA/MAI). To select from the list of valid Salesman codes, press CMD+L. If you change the Salesman code, the following messages display: Update the Sales History for this Customer? (Y/N) Y Updates the sales history (Sales Summary SH01) with the new salesman code for that customer and salesman. N Does not update sales history. Update all Contracts with new Salesman? (Y/N) Y Updates the Salesman code on the contract if it matches the one being changed on the customer master record, and if the contract is set up for Ship-to Zero, SAME, or ALL. If the code on the customer master record does not match the code on the contract, it will not be changed. N Does not update contracts. Slsm Two Alpha Name Enter a valid Salesman code defined in the Salesman Master file (SA/MAI). The first five characters of the entry in the Name field are displayed. Accept this by pressing Return or enter a new alpha name. The alpha name is also known as the short name. It is used for alphabetical sequencing of reports (such as AR/ATB or CP/LIS) and can be used to access the customer in the order entry programs, therefore the alpha name should be a good representation of the customer name. If the alpha name is changed after orders have been entered for the customer, all records in the Accounts Receivable Master File (AR/ATB) are updated with the new alpha name. Whse One Enter the warehouse number from which goods are usually shipped. Orders can be shipped from any warehouse. This entry does not limit you to one warehouse, it is only used if SYS/CPS is flagged to scroll through customers by primary warehouse. Whse Two This field is used with A/R Invoice Print (AR/INP/IP) and if the Print Address on Invoice option in the System Master File (SYS/ARS) is S. If S, when printing invoices for one warehouse this will be the warehouse field checked on the invoice. The order is updated with this warehouse when it is created, and the invoice when the order is processed by Invoice Calculation (AR/INP/INC). 20

21 CUSTOMER MAINTENANCE Allow Back Ords Y A backorder is automatically created when applicable. N A backorder will not be created unless the backorder flag is changed to Y in either an order entry program or Shipping Confirmation (OP/SC). Invoice Copies Enter the number of times (01-99) the invoice will print, when printed from the Invoice Print program (AR/INP/IP). Note: This is not the number of parts to the invoice form. Date Account Opened Default Contract No. The default is the sign on date. Press Return to accept this date, or enter a different date in MMDDYY or MMDDYYYY format. Optional. This field pertains to customers with contracts. Leave it blank if the customer does not use contract pricing. To specify a contract number that the order entry program will default to, you must already have set up your contracts in CT/MAI. Have Multi Contracts Optional. This field pertains to customers with contracts. Leave it blank if the customer does not use contract pricing. Y This customer has two or more contracts, or has one contract and also uses the contract set up for use by all customers. Only Allow Contract Items Optional. This field pertains to customers with contracts. Leave it blank if the customer does not use contract pricing. Y Will not allow contract items and non-contract items to be entered on the same order. Default Ship To Ship To Location Not on File Add? Accept same if the ship-to address is the same as the bill-to address. This field is displayed only if the Ship-To code entered in the default Ship-To field is not SAME and is not in the Ship-To Address Master File (CP/STM). Y The Ship-To Maintenance screen is displayed. See the Ship-To Maintenance (CP/STM) for detailed information. 21

22 CUSTOMER MAINTENANCE Default History To This field pertains to Customer History (CP/HM) only. Accept same if the history for this customer is to be saved under this customer number, or enter the customer number under which this customer s history is to be saved. Error Message: Customer Not On File The customer number entered was not found in the Customer Master File (CP/MAI). Press Skip to acknowledge the message. Either enter a valid customer number or leave the field blank. Default Invoice To Accept SAME if orders for this customer are to be invoiced to this customer, or enter the customer number to which this customer s orders are to be invoiced. The bill-to address of the customer number entered is used for invoices and statements. The transactions are also stored in the Accounts Receivable Master Record (AR/ATB) for the customer number. Error Message: Customer Not On File The customer number entered was not found in the Customer Master File (CP/MAI). Press SKIP to acknowledge the message. Either enter a valid customer number or leave the field blank. Save Part History Part sales history is saved for customers and items or both when the invoice calculation process is completed. Part sales history accumulates as a result of the flags set in CP/MAI and IM/MAI, until the Part History Monthly Update (PH/MU) is run. When PH/MU is run the system checks the flags in both CP/MAI and IM/MAI, and any history that falls outside the parameters defined in both is deleted. This entry tells the system whether or not to save part history for the customer. A Save history always, regardless of how flags are set elsewhere (in IM/MAI). Y Save history unless the flag in the master record of the sold item is set to N, in which case do not save. N Do not save history. Part Hist Duration/ Limit This line contains two fields, in which the duration and limit are defined. The first field, duration, relates to the time period for which part history is to be saved for the customer. There are three options: M One month of sales history will be saved. Y One year of sales history will be saved (this is a fiscal year). 22

23 CUSTOMER MAINTENANCE The number of months entered will be saved. The second field, Limit, refers to the minimum number of records to retain, regardless of the time period defined in the first field. We recommend that you enter at least 3 in this field, so that you will always have some history saved for this customer. If 3 is entered in the field, the last three sales records for this customer will always be saved, regardless of the entry in the duration field. The system checks the duration and limit fields in both the Customer Master Record and the Item Master Record when saving history. If different durations and limits are set in each record, the system will apply the larger of the two. Ship Label Type To use the generic shipping label format, leave the field blank and press Return. See the Labels Reference Manual in Volume 2 for detailed information regarding shipping label formats. Fax Number Prospect Enter a dash between the area code and the prefix and between the prefix and the suffix when entering the fax number. If the number is local do not enter the area code. Y This company is a prospect. N This company is a current customer. If the record is flagged as a prospect, quotes can be entered but orders cannot be processed. Prospects can be included or excluded from future reports and listings. Msg Group No In Message/Note Maintenance (MSGS/MAI), notes and messages can be assigned to specific group numbers. These notes and messages are printed on the pick lists and invoices of the customers assigned to that particular customer group. Enter the group number you wish to assign to this customer. See the Messages section for detailed information on creating notes and messages. EDI Customer Y You use Electronic Data Interchange and this customer is an EDI customer. N This customer is not an EDI customer. You can also leave the field blank. SELECT Enter the number of the field you want to change. If entering a new customer, always access the second (and third) screen so that data can be entered as the cursor moves from field to field. If these screens are not accessed at the time the customer record is created, data must be entered in the more time consuming way of selecting each field individually. Refer to the bottom of the screen for assistance in using the function keys to access different screens. 23

24 CUSTOMER MAINTENANCE ENTRY/INQUIRY SCREEN TWO Field: Date Last Changed Description: This field is updated by the system and cannot be changed. The date the Customer Master Record was last changed. The initials of the person who made the change are also displayed. Bus Phone This field is updated by the system and cannot be changed. The telephone number entered in the Bus Phone field on the first screen. This entry can be changed on the first screen only. Bus Contact This field is updated by the system and cannot be changed. The name entered in the Bus Contact field on the first screen is displayed. This entry can be changed on the first screen only. Price Like Cust No Price Per EA Enter 0 (zero) to use the default customer price table. See the Customer Price Tables (IM/IMP/CPT) section of the manual for detailed information. 4 Have item pricing recalculated and extended four decimal places on pick lists and invoices. 6 Have pricing extended six decimal places. 8 Have pricing extended eight decimal places. N You do not want item pricing recalculated and extended on pick lists and invoices. Min Order Amount This field is reserved for future use, but may be used for internal reference. 24

25 CUSTOMER MAINTENANCE Group Id Print Prices on Pick List This entry pertains to cross-reference numbers. See the Cross Reference (CR) section of the manual for detailed information. Y Print prices on the pick list. N Do not print prices on the pick list. P Price/No Ext (unit price, not extended). A Ask each time I print a pick list for this customer. Assign New Order No. To B/O Y A new order number will be assigned to all backorders. The new order number will not include the suffix. When printing pick lists, a backorder with a new sales order number is not considered a backorder, but when printing the Pick List Register, a backorder with a new sales order number is considered a backorder. N The order number on all back orders created will be the original order number with 1 added to the suffix. Salesman Plan Salesman Split This is not a code from the System Code Master file. The plan code is simply a way of categorizing a customer. In Salesman Maintenance (SA/MAI) each plan can be set up with different commission rates for the salesmen. If one salesman has been assigned to the customer, this field automatically uses as the default and cannot be modified. If two salesmen are assigned to the customer this field uses as the default, but can be modified. If the field remains at 50.00, both salesman one and two will receive 50% of the commission. If is changed to be 75.00, salesman one would receive 75% and salesman two would receive 25% of the commission. Commission Min Base Flag This field is used for a custom report only. Enter the minimum dollar amount that must be sold to this customer each month, in order for the assigned salesman to be eligible for his commission. This field is used for a custom report only. Valid entries are G (Gross), N (Net), and M (Margin). This field determines which sales totals the commission minimum will be based on. This field is used for a custom report only. Y Include salesman minimums when calculating customer minimums. Annual Projection Monthly Counter Sales Invoices Reserved for future use. The charged sales entered in Counter Sales for a customer can be held until the end of the month. At this time, the Monthly Counter Sales Register sends out one invoice for all the counter sales of the month. 25

26 CUSTOMER MAINTENANCE Register sends out one invoice for all the counter sales of the month. Y Counter sales for this customer are to be invoiced monthly. N Counter sales are not to be invoiced monthly. Pick List Print Sequence Print Customer Part No In Place of Faspac Item on Picklist, Invoice or Both Summary Invoice Account L Print items on the pick list in line item sequence. B Print the items on the pick list in bin location sequence. Leave this field blank to use the option in the System Master File (SYS/OPS). P Print the customer part number on the pick list only, I Print the customer part number on the invoice only, or B Print it on both. The customer part number will print instead of the FASPAC item number. Y Always create a summary invoice for this customer. The summary invoice prints on a plain paper invoice N Never create summary invoices for this customer (this is the default if this field is left blank). A Ask on each order if it is to be included on a summary invoice. The field is left blank on the order header if it is not included. C Always create a Summary Invoice for contract orders, ask on all other orders. If you are using CSO and the scanned input is not referencing a contract, the summary invoice field is left blank. Note: if you have a custom invoice print, your invoices WILL still print when the Invoice Print (INP/IP) is run. If you do not need these invoices to print any longer, please call your FASPAC Customer Service Representative to request a quote for changing your custom program. Inside Salesman Enter the initials of the user who will be assigned as the order taker for this customer. The user initials must have been created in System Code Maintenance with a record type of IT. If you leave the field blank, it will use the sign on initials of the user creating the order. If the Accept Order Taker Initials flag is set to Y in Order Processing Specifications (SYS/OPS), you can change these initials when creating an order in Order Entry and Shipping Confirmation. CSO Auto Create UPS Trkr on Inv Reserved for future use. Y Print the UPS tracking number on this customer s invoice. This field is only available if you have UPS OnLine Interface. 26

27 CUSTOMER MAINTENANCE UPC Cross Ref Print Prices on Acknowledgments Y Print the UPC number as a note line on pick tickets. Y Print prices on the acknowledgments. N Do not print prices on the acknowledgments. P Print unit prices, but not extended prices. A Ask each time an acknowledgment is to be printed for this customer. SELECT Enter the number of the field you wish to change. If entering a new customer, always access the third screen so that data can be entered as the cursor moves from field to field. If the third screen is not accessed at the time the customer record is initially created, data must be entered in the more time consuming way of selecting each field individually. Refer to the bottom of the screen for assistance in using the function keys to access the different screens. ENTRY/INQUIRY SCREEN THREE Field: Date Last Changed Description: This field is updated by the system and cannot be changed. The date the Customer Master Record was last changed. The initials of the person who made the change are also displayed. Bus Phone This field is updated by the system and cannot be changed. The telephone number entered in the Bus Phone field on the first screen. This entry can be changed on the first screen only. Bus Contact This field is updated by the system and cannot be changed. 27

28 CUSTOMER MAINTENANCE The name entered in the Bus Contact field on the first screen is displayed. This entry can be changed on the first screen only. Collection Phone The collection phone is the number that billing questions are referred to. Dashes can be entered between the area code and the prefix. If this field is left blank, the business phone is used. This entry prints on the Aged Trial Balance (AR/ATB). Collection Contact Enter the name of the person billing questions are referred to. If this field is left blank, the business contact is used. This entry prints on the Aged Trial Balance (AR/ATB). Invoice Terms Code Enter a valid Terms code defined in the System Code Master file. To view the list of valid Terms codes, press CMD+L. Tax Exempt No. EXPORT GOVT NON-PROFIT OUT-OF-STATE IND-PROCESS Resale Number Invoice Discount Percent If the customer is taxable, leave blank and press Return. If the customer is non-taxable, enter one of the following categories: If any other entry is made in this field, the customer is still considered nontaxable, however, the customer s sales are recorded under the category RESALE. These categories not only distinguish a customer as non-taxable, they also affect the Accounts Receivable Invoice Register (AR/INP/IR). In many reports, sales totals are calculated according to these categories, so it is important that each customer be classified under the appropriate category (if non-taxable). See the Introduction of this section for detailed information regarding tax status. This field is used for internal reference only. An invoice discount is calculated on the merchandise amount only - tax, freight, and miscellaneous charges are excluded from the calculation. The discount amount prints as the last detail line on the invoice. Example: 10 = 10% Service Chg. Code This entry is used in the Service Charge programs. See the Account Receivable section (AR/ARM) of the manual for detailed information. Enter a valid Service Charge code defined in the System Code Master file (SYCD). To view the current Service Charge codes set up in SYCD, press CMD+L. Account Class This entry is used in conjunction with the entry in the Bus Type field for reporting purposes (OP/SOD, OP/OID). An Account Class code is another way of categorizing a group of customers based on similar characteristics. Enter a valid Account Class code defined in the System Code Master file 28

29 CUSTOMER MAINTENANCE (SYCD). To view the current Account Class codes set up in SYCD, press CMD+L. Credit Code The Credit code is usually an indication of the customer s credit history and payment methods. Enter a valid Credit code that has been defined in the system Code Master File (SYCD). To view the current Credit codes set up in SYCD press CMD+L. This field will be displayed in the order entry programs (OD, OP/DI, OP/ME). Credit Limit Enter a dollar amount (up to ). Every account (even miscellaneous accounts) must have a credit limit. When the customer s credit limit is less than or equal to the outstanding A/R amount plus the open orders amount, no orders can be processed for the customer. Largest A/R Amt. Cust On Hold This field is updated by the system. A manual entry should be made only to correct an error situation. This is the largest amount this customer has ever had in unpaid A/R invoices. Y On hold. Orders cannot be entered in the order entry programs (OD, OP/DI, OP/ME) for this customer. Counter sales orders (CS/CSE) will be accepted if they are cash. S Suspended. Quotes and orders can be entered in Order Desk (OD), but pick lists will not print. Orders will not be accepted through the Direct Invoicing or Memo Entry programs (OP/DI, OP/ME). Counter sales orders (CS/CSE) will be accepted if they are cash sales. N Not on hold, not suspended. All orders/sales will be accepted. This field can also be changed through the Customer On Hold program (CP/COH). Require a P.O. No. Y A purchase order must be entered for each order. U A unique purchase order number must be entered for this customer for each order. SELECT Enter the field number you wish to edit. Refer to the bottom of the screen for assistance in using the function keys to access a different screen. For a new customer, the cursor does not automatically move to the following fields. Miscellaneous Code Enter a valid Miscellaneous code defined in the System Code Master file (SYCD). Miscellaneous codes are set up for customers who are charged a standard fee/tax on every invoice. If a customer is flagged with this code, the corresponding dollar amount (as determined in SYCD) is added to each invoice. 29

30 CUSTOMER MAINTENANCE A/R Business Type Print Statement This entry will affect the General Ledger distribution of AR transactions. If an entry is made in this field, all AR posting accounts must be entered using this A/R Business Type. See the Posting Accounts section of the manual for detailed information. Y A statement prints for this customer when the Statement Print program (AR/ARM/SP) is run for all customers. N A statement does not print for this customer when the Statement Print program is run for all customers, but a statement does print if the customer is specified or a range of customers (that includes this customer) is specified. Set To Be Purged Y The customer record will be deleted the next time the Remove Customer Records program (CP/RCR) is run if all balances = zero. You cannot enter orders for a customer if this field is set to Y. The following fields are updated by the system and should be changed only to correct an error situation. Background Amount Open Order Amt. A/R Balance Current Month Over 30 Days Over 60 Days Over 90 Days Over 120 Days Over 150 Days Last A/R Amount Last A/R Date Last A/R Payment Last Payment Date Average Payment Days The total dollar amount of orders not yet processed through the optional Order Desk Transerver module. The total dollar amount of open orders not yet invoiced. The total dollar amount of outstanding invoices. The total dollar amount of outstanding invoices aged by due date or ship date, based on the flag in the Accounts Receivable Specifications program (SYS/ARS). These fields are updated by the Cycle Purge (AR/CPG) and Age Customer Balances AR/AGE) programs. The total dollar amount of the last invoice. The date of the last invoice. The last amount recorded through a cash receipts program (AR/CSH/CRE, AR/CSH/FCR). The date the last payment was received. The number of days it usually takes this customer to pay invoices. Calculated as follows: (Q1 + Q2 + Q3)/(q1 + q2 + q3) Q1, Q2, and Q3 = the accumulated paid days for the current quarter (Q1) and the two previous quarters (Q2 and Q3). The current quarter accumulated paid days (Q1) are calculated each time the CP Transaction code is used in a cash receipts program if the invoice paid is not contested, is not paid within two days of the invoice date, and is not paid 30

31 CUSTOMER MAINTENANCE after 150 days after the invoice date. Q1 is rolled to Q2 and Q2 is rolled to Q3 when the Monthly Update program (MU) is run, and the next month will be the first month of a new quarter based on the fiscal offset flag in the System Maintenance file (sy01). This equation is used to calculate Q1: [(CP Amount/100) X # of paid days]/cp Amount where # of paid days = the check date - the invoice date q1, q2, and q3 = the accumulated paid amount for the current quarter (q1) and the two previous quarters (q2 and q3). The current quarter accumulated paid amount (q1) is calculated each time the CP Transaction code is used in a cash receipts program if the invoice paid is not contested, is not paid within two days of the invoice date, and is not paid after 150 days after the invoice date. q1 is rolled to q2 and q2 is rolled to q3 when the Monthly Update program (MU) is run, and the next month will be the first month of a new quarter based on the fiscal offset flag in the System Maintenance file (sy01). Last Age Date Statement Cycle The date the last Age Customer Balance (AR/AGE) was run. The default is MO, indicating that the customer is on a monthly statement cycle. ENTRY/INQUIRY SCREEN FOUR Field: DOCUMENT CONTACT FAX NUMBER Description: You can fax these types of customer documents: Statement, Invoice, Order Acknowledgment, and Quote. Enter the default name that will be used in the Attention field on the document and cover sheet. Enter the default fax number for the document. 31

32 CUSTOMER MAINTENANCE ORIGINAL OUTPUT TYPE Enter the default type of output for each original document. F Form P Plain Paper X Fax M Mailer E L Laser D EDI COPY OUTPUT TYPE Enter the default type of output for the copy of each document. F Form P Plain Paper Blank None Enter the default address that will be used for the document. Note: You may need additional configuration to set up your system to use this feature. 32

33 CUSTOMER INQUIRY (CP/INQ) Customer Processing Inquiry is used to display Customer Master records. The Inquiry program allows access to customer records for display purposes only. You must use Customer Maintenance (CP/MAI) to edit records. The screens and fields in the Inquiry program are identical to those in Customer Maintenance (CP/MAI). Detailed field explanations are provided in the previous section. ENTRY/INQUIRY SCREEN 33

34 CUSTOMER LISTING (CP/LIS) The Customer Listing program is used to print a list of all or a range of Customer Master records. A customer listing can include Customer Master records in one or all warehouses, and can be printed in customer number, short name, or zip code sequence. Customer Master records for one or all Salesman codes, and/or one or all Business Type codes can be included. A detailed customer listing includes almost all of the information in the Customer Master record printed on six lines for each customer. A customer listing not printed in detail (enter N in the Print Detail field) includes the following information printed on three lines per customer: number, name, address, short name, business and collection telephone numbers and contacts, fax number, remarks, salesman, and price. A customer listing can be printed for Customer Master records flagged as prospects, Customer Master records NOT flagged as prospects, customers who have had a credit status change, or for all Customer Master records (includes all). ENTRY/INQUIRY SCREEN 34

35 CUSTOMER LISTING Field: Whse Description: If a warehouse number is entered, only customers with the same number in the Whse One field of their Customer Master Record are included. To include all warehouses, leave blank and press SKIP. To exit, leave blank and press CMD. Print Whole File? Y Use the entire file. N Specify one or a range of customers. Print In Customer Number, Shortname Or Zip Code Sequence? N Print by customer number. S Print the list in alphabetical order based on the entry in the Alpha Name field in the Customer Master Record (CP/MAI). Z Print in zip code sequence. From Number Thru Number These fields are displayed only if printing by customer number. Enter the range of customer numbers to be included in the listing. To print for one customer only, enter the same number in both fields. From Shortname Thru Shortname These fields are displayed only if printing in short name sequence. Enter the range of short names to be included in the listing. To print for one short name only, enter the same characters in both fields. From Zip Code Thru Zip Code These fields are displayed only if printing in zip code sequence. Enter the range of zip codes to be included in the listing. To print for one zip code only, enter the same characters in both fields. Print For One Salesman Code? Salesman Code Y Include only those customers who are assigned to a specific salesman code. This field is displayed only if Y is entered in the Print For One Salesman Code field. Enter a valid Salesman code, defined in the Salesman Master file (SA/MAI). Error Message: Salesman Not On File The Salesman code entered was not found in the Salesman Master file (SA/MAI). Press SKIP to acknowledge the message. Enter a valid Salesman code. 35

36 CUSTOMER LISTING Print For One Business Type? Business Type Y Include only those customers flagged with a specific Business Type. This field is displayed only if Y is entered in the Print For One Business Type field. Enter a valid Business Type code on file in the System Code Master file (SYCD). Error Message: Invalid Business Type Code The Business Type code entered was not found in the System Code Master file (SYCD). Press Skip to acknowledge the message and enter a valid Business Type code. Print Detail? Y Print six lines of information for each customer in the report. Most of the information in the Customer Master Record (CP/MAI) is summarized in the six lines. N Print the customer number, name, address, short name, business and collection telephone numbers and contacts, fax number, remarks, salesman, and price for each customer. Print All, Exclude Prospects, Only Prospects, Only Credit Status Changed? A Print the listing for all prospects and customers (who meet the defined specifications). E Print the listing for customers only (who meet the specifications). O Print the listing for prospects only (who meet the defined specifications). C Print the listing for customers who have had a credit status change. Continue? This field allows you to double check the entries before printing the listing. Y Print the report according to the defined parameters. N Exit without printing the customer listing. 36

37 CUSTOMER LISTING SAMPLE REPORT 37

38 SHIP-TO INQUIRY (CP/STI) Ship-To Inquiry is used to display the ship-to address information from Customer Ship-To Records (CP/STM). The Inquiry program allows access to the ship-to address information for display purposes only. You cannot edit ship-to information through this program. The screens and fields in Ship-To Inquiry are identical to those in Ship-To Maintenance (CP/STM). Please see the Maintenance section of the manual for detailed information. ENTRY/INQUIRY SCREEN 38

39 SHIP-TO MAINTENANCE (CP/STM) Use the Ship-To Maintenance (CP/STM) program to create, edit, and delete customer Ship-To Address records. Creating Ship-To Address records for frequently used addresses will save time in order entry. Ship-To Maintenance can be accessed directly or through the default Ship-To field in Customer Maintenance (CP/MAI). Each record consists of two screens. The first screen displays customer information. You assign the ship-to address number and enter the address information. The second screen contains information for printing, faxing, or ing statements, invoices, order acknowledgments, and customer quotes. Display it by pressing F5. For more information about faxing, see Default Fax Information below. After a ship-to address is created, it remains on file until it is deleted. You can delete a ship-to address by displaying it on the Ship-To Maintenance screen and typing PURGE in the Select field. DEFAULT FAX OR INFORMATION The system checks various sources for a contact name and a fax number or address when you send forms by fax or . The search stops as soon as the required information is found. INVOICES OR ORDER ACKNOWLEDGEMENTS The search occurs in the following order for an Invoice or Order Acknowledgement: Screen Two of Customer Ship-To Maintenance (CP/STM) for contact name, fax number, or address. Screen One of Customer Ship-To Maintenance (CP/STM) for fax number only. Screen Four of Customer Maintenance (CP/MAI) for contact name, fax number, or address. Screen One of Customer Maintenance (CP/MAI) for contact name (using Field 11- Bus Contact) or fax number. 39

40 SHIP-TO MAINTENANCE If the needed information cannot be found, you are prompted to enter the missing information when the document is created. Statements The search occurs in the following sequence for Statements: Screen Four of Customer Maintenance (CP/MAI) for a contact name, fax number, or address. Screen One of Customer Maintenace (CP/MAI) for a contact name (using Field 11-Bus Contact) or fax number. If the needed information cannot be found, you are prompted to enter the missing information when the document is created. Customer Quotes The search occurs in the following sequence for Customer Quotes: Screen Four of Customer Maintenance (CP/MAI) for a contact name, fax number, or address. The order for the buyer s name. Screen One of Customer Maintenace (CP/MAI) for a contact name (using Field 11-Bus Contact) or fax number. ENTRY/INQUIRY SCREEN ONE 40

41 SHIP-TO MAINTENANCE Field: Customer Ship To Description: Only the first five characters are used when searching for a customer. Refer to the menu at the bottom of the screen for assistance in using the function keys. Many customers have different ship-to locations. You can set up or recall a customer s ship-to location. If you want to recall an existing location, enter the Ship-To code or press CMD+L to select from the list of existing codes. To establish a new ship-to location, enter the code in this field. Ship-To codes are not determined by the system. You set up your own code, as a means of easily recalling each customer s specific ship-to locations. The code can be a number, the city of the ship-to location, or any alphanumeric combination (up to five) that you choose. Is This A New Ship-To Location? This field is displayed at the bottom of the screen if the ship-to location entered is not on file. Y The cursor moves to the Select field and information from the Customer Master Record (CP/MAI) is displayed. N The cursor moves back to the Ship-To field. SELECT Enter the number of the field you wish to change. To delete the displayed ship-to address, type Purge and press Return. Are You Sure? This field is displayed if Purge is entered in the Select field. Y The displayed record is deleted along with the history (CP/HM) for this shipto address. The customer information is from the Customer Master Record (CP/MAI). To set up a new ship-to location or edit an existing Customer Ship-To Record, you can edit the fields by entering the number of the field in the Select prompt. Name Addr City State Enter the name of the company, as you would like it to appear on invoices, pick lists, and labels. Only the information in the first two fields will print on invoices, pick lists, and labels. Enter the name of the city. Enter a valid State code defined in the System Code Master file (SYCD). To view the list of existing State codes press CMD+L. 41

42 SHIP-TO MAINTENANCE Zip Country Do not enter the dash between the 5th and 6th digit. It will automatically be inserted when forms are printed. Enter a valid Country code in the System Code Master file (SYCD). To view the list of existing codes press CMD+L. If you do not enter a valid code, you cannot leave this field. Bus Phone Bus Contact City Code Enter dashes between the area code, the prefix, and the suffix. Enter the name of the person who receives the shipments. Enter a valid City code defined in the System Code Master file (SYCD). It is used for tax purposes. If a taxable City code is entered, the system automatically adds the specified tax on taxable items (when shipping to this ship-to address). Error Message: Invalid Code The code you entered is not valid. Enter a valid City code in the System Code Master file (SYCD), select from a list of codes by pressing CMD+L, or press Skip to leave the field blank. County Code Enter a valid City code in the System Code Master file (SYCD). To view the list of existing codes press CMD+L. It is used for tax purposes. If a taxable County code is entered, the system automatically adds the specified tax on taxable items (when shipping to this ship-to address). Error Message: Invalid Code The code you entered is not valid. Enter a valid City code in the System Code Master file (SYCD), select from a list of codes by pressing CMD+L, or press Skip to leave the field blank. Freight Code Enter a valid Freight code that has been defined in the System Code Master file (SYCD). Error Message: Invalid Code The code you entered is not valid. Enter a valid City code in the System Code Master file (SYCD), select from a list of codes by pressing CMD+L, or press Skip to leave the field blank. 42

43 SHIP-TO MAINTENANCE Fob Code Enter a valid FOB code that has been defined in the System Code Master file (SYCD). The code in SYCD is a three-character code, which includes a warehouse number. Only the first character is entered in this field; the warehouse number is not entered. Error Message: Invalid Code The code you entered is not valid. Enter a valid City code in the System Code Master file (SYCD), select from a list of codes by pressing CMD+L, or press Skip to leave the field blank. Ship Via Code Enter a valid Ship-Via code defined in the System Code Master file (SYCD). To view the list of existing codes press CMD+L. Error Message: Invalid Code The code you entered is not valid. Enter a valid City code in the System Code Master file (SYCD), select from a list of codes by pressing CMD+L, or press Skip to leave the field blank. Misc Code Enter a valid Miscellaneous code defined in the System Code Master file (SYCD). Miscellaneous codes are set up for customers who are charged a standard fee/tax on every invoice. If a customer is flagged with this code, the corresponding dollar amount (as determined in SYCD) is added to each invoice. Error Message: Invalid Code The code you entered is not valid. Enter a valid City code in the System Code Master file (SYCD), select from a list of codes by pressing CMD+L, or press Skip to leave the field blank. Whse One Whse Two Enter the warehouse number from which goods are usually shipped. This field is not currently being used. 43

44 SHIP-TO MAINTENANCE Slsm One Enter a valid Salesman code defined in the Salesman Master file (SA/MAI). To view the list of existing codes press CMD+L. If you change the Salesman code, the following message displays: Update all Contracts with new Salesman? (Y/N) Y Updates the Salesman code on the contract(s) if it matches the one being changed on the Ship-to Maintenance record. N Does not update the Salesman code on the contract(s). Error Message: Invalid Salesman The characters entered are not a valid Salesman code. Enter a valid Salesman code in the Salesman Master file (SA/MAI), select from a list of codes by pressing CMD+L, or press Skip to leave this field blank. Slsm Two Commission Split Taxable You can leave this field blank. Any entry made must be a valid Salesman code defined in the Salesman Master file (SA/MAI). To view the list of existing codes press CMD+L. If one salesman has been assigned to the customer this field automatically defaults to 100, and cannot be modified. If two salesmen are assigned to the customer this field defaults to 50/50, but can be modified. The first percentage is the split that salesman one receives. The second percentage is the split that salesman two receives. The default is the entry in the Tax Exempt Id field in the Customer Master Record (CP/MAI). If it is left blank, the customer will be charged tax on anything that is shipped to this ship-to location. To set up this location as a non-taxable ship-to location, enter one of the following categories exactly as shown: EXPORT GOVT NON-PROFIT OUT-OF- STATE IND-PROCESS Invoice Copies If any other entry is made in this field, the ship-to location is considered nontaxable, however, the customer s sales are recorded under the category RESALE. Keep in mind, tax is calculated on all items flagged as taxable, regardless of the entry in this field. Enter the number of times (01-99) the invoice will print, when printed from the Invoice Print program (AR/INP/IP). Note: This is not the number of pages in the invoice form. Fax Enter dashes between the area code, the prefix, and the suffix. If you are entering a local fax number do not include the area code. 44

45 SHIP-TO MAINTENANCE CSO Auto Create Use this field to determine how much automated processing is to occur with FasTrak scanned usage input. Q Create a quote from scanned input O Create an order from scanned input I Create an order and ship confirm scanned input (consigned usage) SHIP-TO MAINTENANCE (CP/STM) ENTRY/INQUIRY SCREEN TWO Field: DOCUMENT CONTACT FAX NUMBER Description: You can fax these types of customer documents: Invoice, Order Acknowledgment, and Quote. Enter the default name that will be used in the Attention field on the document and cover sheet. Enter the default fax number for the document. 45

46 SHIP-TO MAINTENANCE ORIGINAL OUTPUT TYPE Enter the default type of output for each original document. F Form P Plain Paper X Fax M Mailer E E-Mai D EDI L Laser COPY OUTPUT TYPE Enter the default type of output for the copy of each document. F = Form P = Plain Paper Blank = None Enter the default address that will be used for the document. Note: You may need additional configuration to set up your system to use this feature. 46

47 SHIP-TO LISTING (CP/STL) The Ship-To Listing program (CP/STL) prints a list of Ship-To Address records for all or a range of customers. The Ship-To Listing can include customers in one or all warehouses, customers assigned to one or all Salesman codes, and customers flagged as one or all Business Type codes. The listing can be printed in Salesman code, customer number, customer short name, or customer zip code sequence. The Ship-To Listing can include or exclude prospects, or can be printed for prospects only. The bill-to address and all the ship-to addresses print for each Customer Master record included. ENTRY/INQUIRY SCREEN Field: Whse Description: If a warehouse number is specified, only customers that have that number in the Whse One field of their Customer Master Records will be included. To include customers in all warehouses, leave blank and press Return or Skip. To exit, leave blank and press CMD. Print For All Salesmen? Y Print customers assigned to any Salesman code. N Specify one or a range of Salesman codes to print. 47

48 SHIP-TO LISTING From Salesman To Salesman This field is displayed only if N is entered in the Print For All Salesmen field. Enter the range of Salesman codes to print. To print only those customers assigned one specific Salesman code, enter the same code in both fields. Print For All Customers? Y Print the listing for all customers (within the specified range of Salesman codes). N Specify one or a range of customers. Print By Salesman, Number, Alpha, Or Zip Code? This field is displayed only if N is entered in the Print For All Customers field. S Print by salesman code. N Print by customer number. A Print by short name, alphabetically. Z Print by ship-to zip code. Start New Page For Each Salesman? This field is displayed only if printing in salesman sequence. Y Print only one Salesman code per page. N Print different Salesman codes on the same page. From Number To Number These fields are displayed only if printing by customer number. Enter the range of customer numbers for which to print. To print the listing for one customer only, enter the same number in both fields. From Shortname To Shortname These fields are displayed only if printing in short name sequence. Enter the range of short names for which to print. To print the listing for one customer only, enter the same name in both fields. From Zip Code To Zip Code These fields are displayed only if printing in zip code sequence. Enter the range of zip codes for which to print. To print the listing for one zip code only, enter the same number in both fields. Select Cust. For One Business Type? Enter Business Type Code Y Print only those customers flagged as a specific business type N Print all customers that meet the defined specifications. Enter a valid Business Type code defined in the System Code Master file (SYCD). 48

49 SHIP-TO LISTING Print All, Exclude Prospects, Only Prospects? A Print both prospects and customers (that meet the specifications) E Print only customers (that meet the specifications) O Print only prospects (that meet the specifications). Do You Want To Continue? This field allows you to double check your entries before printing. Y Print the listing as specified. N Exit without printing a listing. 49

50 SHIP-TO LISTING Sample Report 50

51 CUSTOMER HISTORY INQUIRY (CP/HI) Customer History Inquiry allows you to inquire about customer sales history (total sales and cost dollar amounts of invoiced orders). This program allows access to sales history records for display purposes only. You must use Customer History Maintenance (CP/HM) to edit records. The fields in the Inquiry program are identical to those in Customer History Maintenance (CP/HM). Please see the Maintenance section of the manual for detailed field information. ENTRY/INQUIRY SCREEN 51

52 CUSTOMER HISTORY MAINTENANCE (CP/HM) Customer History Maintenance (CP/HM) is used to display, edit and delete sales history (total sales and cost dollar amounts of invoiced orders). Each time the Accounts Receivable Invoice Calculation and Update (AR/INP/INC) is run or the Manual Invoice Register (AR/MIR) is updated, customer sales totals and cost dollar amounts are updated to the History Maintenance file and stored by ship-to address and by the warehouse in which the order was entered. If the ship-to address is no longer on file, the sales history is stored under the bill-to address. A customer s sales history is displayed by entering the warehouse number, the customer, and the Ship-To Address code. To display the sales history for the bill-to address (where the ship-to address is SAME), enter 0 (zero) as the Ship-To Address code. Once a customer and Ship-To Address code have been entered, the sales history for each of these periods is displayed: previous twelve months, current month, current fiscal year, prior fiscal year. ENTRY/INQUIRY SCREEN Field: Whse Description: Enter the warehouse number that contains the customer history you wish to edit/view. To exit the program, leave this field blank and press Skip or CMD. 52

53 CUSTOMER HISTORY MAINTENANCE Customer A customer can be accessed by alpha name, customer number, or business telephone number. If the name, number or business phone number is not entered exactly as it was originally entered in the system the Invalid Entry error message is displayed. To avoid this, we recommended that you enter only the first few letters or numbers and use the function keys to scroll through the list of existing customers. Refer to the bottom of the screen for assistance in using the function keys. Error Messages: Invalid Entry, Function, Or End Of File...SKIP Customer Set To Be Purged The customer entered is not on file. You can have MIS-typed the customer name, number, or phone number. Press Skip to acknowledge the message and use the function keys to scroll through the list of existing customers. The customer entered is flagged in the Customer Master File (CP/MAI) to be purged. Sales history for this customer cannot be displayed. Press Return to acknowledge the message and return to the Customer field. Ship-To Enter a valid Ship-To code defined in the Ship-To Master File (CP/STM). Enter the ship-to location that contains the history you would like to edit/view. To display the history of the bill-to address enter 0 (zero). To return to the Customer field, leave this field blank and press Return. Error Message: Ship-To Not On File For This Customer The Ship-To Address code entered is not in the Ship- To Address Master File (CP/STM). Press Return to acknowledge the message and enter a valid Ship-To Address code. No History - Do You Wish To Create? This message is displayed at the bottom of the screen only if the ship-to location entered does not contain any history. Y The cursor moves through fields 1-15, allowing you to add history. N Return to the Ship-To field. Select Enter the number of the field you wish to change. Type PURGE to delete the displayed history. 53

54 CUSTOMER HISTORY MAINTENANCE The following fields are updated by the system and should be changed only to correct an error situation. Sales (01-15) The total dollar amount of invoiced sales for each of the previous 12 months, the current month, the current fiscal year, and the prior fiscal year. Cost (01-15) The total dollar amount of the cost of invoiced sales for each of the previous 12 months, the current month, the current fiscal year, and the prior fiscal year. GP% (01-15) The gross profit percentage of invoiced sales for each of the previous 12 months, the current month, the current fiscal year, and the prior fiscal year. The following fields are updated by the system and cannot be modified. Month Year Name, Addr City State, Zip Bus Phone Country Alpha Name The current inventory month and year. This month and year are used by the system to determine which months of history to display. The ship-to address information is displayed in these fields. If zero was entered in the Ship-To field, this information is from the bill-to address, which is stored in the Customer Master File (CP/MAI). 54

55 CUSTOMER HISTORY REPORT (CP/HR) The Customer History Report program (CP/HR) is used to print sales history information (total sales and cost dollar amounts of invoiced orders) for all or a range of customers. Note: This program can be used in an automated schedule. The information listed on the History Report is the information stored in the History Maintenance File (CP/HM). The History Report can include sales history from one or all warehouses, and can be printed for customers assigned to all or a range of Salesman codes and all or one Business Type codes. It can be printed by salesman, customer number, or customer alpha name (short name). Inactive customers can be excluded from the History Report by entering a date in the Print Only If Invoiced Since field. If this field is left blank, all customers that meet the other parameters entered are included in the History Report, regardless of when they were last invoiced. The History Report can be printed at any time. If you want current month figures, print the History Report before closing the month. If you want to compare the same months of the current year and the past year, print the History Report AFTER closing the month, signed on to the first day of the new month before invoicing in the new month. Examples: To compare January - May in the current and past years: Close May; do not invoice for June Sign on to June 1 Print the History Report Note: The current month is June and since no invoicing has been done for June, the dollar figures are zeros. To print figures for May and to include figures for May of the previous year: Before closing May, sign on to May 31 Print the History Report 55

56 CUSTOMER HISTORY REPORT Note: If the History Report is printed while you are signed on to May 31, the dollar figure in the Current Fiscal Year column is for January through May while the dollar figure in the Last Year To Date column is for January through April. MODES OF OPERATION There are two modes when you answer questions for this program: Create and Modify. Create mode is the first time you run the program and answer questions. Modify mode is when you rerun the program and change existing answers. The questions on the screen and your answers are stored in an Answer file. DATE VARIABLES In the date fields, you can enter variables instead of actual dates. These will be converted to the actual date when the program runs. Valid entries Sign on First day of the Last day of the month ENTRY/INQUIRY SCREEN Field: Warehouse Description: Enter the number of the warehouse from which to print the sales history. For all warehouses, press Skip. To exit the program, press CMD. 56

57 CUSTOMER HISTORY REPORT Nbr/Alpha/Slsm/Country/ Year To Date Seq? N Print by customer number. A Print by customer alpha name (short names). S Print by salesman code. C Print by country code. Y Print the year to date. Fields 03 and 04 reflect the selected sequence. Include From Include Thru Enter the range of customer numbers, short names, or operator codes to include on the Register. For all, press F7. For one number or code, enter it in both fields. Sort Within Print Sequence Selected Above Number/Short Name/ Slsman Sequence? This fields is displayed only if you selected S or C in field 02) Number/Sname/Slsm/Country Seq?. N Sort by customer number. S Sort by salesman code. A Sort by short name. To select a valid option from a list box, press F5. Fields 06 and 07 reflect the selected sort option. Include From Include Thru Enter the range of customer numbers, salesman codes, or short names to include on the Register. For all, press F7. For one number or code, enter it in both fields. 57

58 CUSTOMER HISTORY REPORT Include From Bus Type? Include Thru Bus Type? Enter the range of business type codes to include on the report. To select a valid option from a list box, press F5. For all, press F7. For one number or code, enter it in both fields. Error Message: Invalid Business Type The characters entered are not a valid Business Type code defined in the System Code Master file (SYCD). Press Skip to acknowledge the message. Press CMD+L to view the list of valid Business Type codes. Include Dates From Enter a date variable or date that will be the date to which the Last A/R Date field in each Customer Master Record (CP/MAI) will be compared. All customers with a date before this date are excluded from the report. This is one method of excluding inactive customers from your reports. To include all customers that meet the defined parameters, press Skip. Summarize Warehouses? Y Print a summary of all warehouse totals for each ship-to location for each customer, depending on the sort sequence selected in field 02. N Print the details for each warehouse for each ship-to location, depending on the sort sequence selected in field 02. Page Break On Sequence? Action Line Y Start each item in the specified sequence on a new page. N Print items continuously. F1 Accept your answers. F9 Cancel and start over with your original answers in Modify mode. F12 Delete all questions and answers from the Answer file and start over in Create mode. CMD Exit the program without running it. 58

59 CUSTOMER HISTORY REPORT Sample Report The following information is listed on the report: Sales history for the current month, last fiscal year, current fiscal year, last year to date, and the past 12 months Subtotal of all ship-to addresses for each customer Grand total of all customers listed prints at the end of the report 59

60 REMOVE CUSTOMER RECORDS (CP/RCR) The Remove Customer Records program (CP/RCR) is used to delete the Customer Master records (CP/MAI) of inactive customers. A Customer Master record can be deleted only if 1) the Set To Be Purged field (CP/MAI, third screen) is flagged with a Y, 2) all of the customer s accounts receivable balances are zero, 3) there are no transactions in the Accounts Receivable Master File (AR/ATB), 4) there are no contracts on file for the customer (CT/MAI), and 5) there are no open orders for the customer. The list of Customer Master records to be deleted prints when the Remove Customer Records program is initially run. Do not spool to the printer when the program is run, so that you can review the records to be deleted before the Are You Sure field is displayed. If the report does print to a spooled printer, you want to enter N in the Are You Sure field, review the list, and then run the program again to delete the records. Once a Customer Master record is deleted, the Sales History, all Ship-To Address records, and any Cross-Reference records specifically for the customer are deleted. Cross-Reference records for a customer group in which this customer was included are not deleted. ENTRY/INQUIRY SCREEN 60

61 REMOVE CUSTOMER RECORDS Field: Continue? Description: Y Delete all Customer Master Records flagged with a Y in the Set To Be Purged field N Exit without deleting any Customer Master Records. *****YOU ARE ABOUT TO REMOVE ALL PURGED CUSTOMER RECORDS FROM THE FILES ARE YOU SURE?***** This prompt gives you the opportunity to review the list of Customer Master Records to be purged, before deleting them. Y Delete all the Customer Master Records on the list N Exit without deleting any Customer Master Records. The following fields are updated by the system and cannot be modified. Company No Customer No The company number and name you are signed on to. Only customer records in this company are deleted (if flagged to be purged). The customer number is displayed as each customer flagged to be purged is deleted. 61

62 CUSTOMER ON HOLD PRINT/SET (CP/COH) The Customer On Hold Print/Set program is used to place customers on hold or suspension, and to print a list of customers currently on hold and/or suspended. Customers can also be placed on hold or suspended individually through the Customer Processing Maintenance program (CP/MAI). When a customer is placed on hold, a Y is entered in the Cust On Hold field in the Customer Master record (CP/MAI). Quotes cannot be entered and orders cannot be processed for this customer through the order entry programs (OD, OP/DI, OP/ME). Charge counter sales orders cannot be processed for this customer, but cash counter sales orders are allowed. When a customer is suspended, an S is entered in the Cust On Hold field in the Customer Master record (CP/MAI). Quotes and orders can be entered and processed through the Order Desk program (OD), but pick lists cannot be printed. Orders cannot be processed through the Direct Invoicing or Credit/Debit Memo programs (OP/DI, OP/CM) for this customer. Charge counter sales orders cannot be processed for this customer, but cash counter sales orders are allowed. Customers are placed on hold or suspension if the accounts receivable balance in the Customer Master records are 30, 60, 90, 120, or 150 days past due. The option is given to run the Age Customer Balances program (AR/AGE) before setting hold or suspended flags. Selecting this option assures that current balances are used when determining a customer s eligibility to be placed on hold/suspension. When setting on hold or suspended flags, only customers not currently flagged as on hold or suspended are affected. For example, if the option to suspend customers is selected and a customer that meets the specified parameters is already flagged as on hold, the customer will remain on hold, and not be placed on suspension. The option is given to flag a customer currently on hold or suspended as no longer on hold or suspended if the AR balance is no longer past due. Customers assigned to a particular salesman or flagged with a specific Business Type code can be placed on hold or suspended. A list of customers currently on hold and/or suspended can be printed at any time. If the option to print both (on hold and suspended) is selected, separate reports print for each. The option to print open order totals is available. If this option is selected, the dollar amount in the Open Order field in the Customer Master record prints. The total dollar amount of orders not printed prints for suspended customers also. If the amount is zero, the area after TOTAL NOT PRINTED is left blank; zeros do not print. 62

63 CUSTOMER ON HOLD PRINT/SET ENTRY/INQUIRY SCREEN Field: Whse Description: Enter the warehouse number to which the customer records you wish to print/set belong. To include customers in all warehouses, leave blank and press Skip. To exit, leave blank and press CMD. Set Cust Hold Flag, Print Listing, Or Both? S Flag customers as either on hold or suspended. P Print the list of customers currently on hold or suspended. B Do both (flag customers as either on hold or suspended and print the list of customers currently on hold or suspended). Keep in mind that only those customers not flagged as being on hold or suspended are affected by this program, unless the Clear All Hold Flags option is selected. Set Hold Flag As Suspended Or Hold? This field is displayed only if S or B is entered in the Set Cust Hold Flag, Or Both field. S suspend customers. H place customers on hold. See the Introduction of this chapter for a detailed explanation of each status. Print Suspended, Hold, Or Both? This field is displayed only if P or B is entered in the Set Cust Hold Flag, Or Both field. S Print a list of suspended customers. H Print a list of those customers who are on hold. 63

64 CUSTOMER ON HOLD PRINT/SET B Print a list of both (customers on hold and suspended). Do You Want To Run AR/AGE? This field is displayed only if S or B is entered in the Set Cust Hold Flag, Or Both field. The Age Customer Balances program (AR/AGE) updates customer records with current accounts receivable information. Y If Age Customer Balances has not been run recently, ensures that you are working with the most recent records. Clear All Hold Flags? This field is displayed only if S or B is entered in the Set Cust Hold Flag, Or Both field. Y all Customer Master Records will be taken off hold/suspension. The system changes the flag in the Cust On Hold field of all Customer Master Records to N. N Maintain all existing flags in CP/MAI. Set Hold Flag If Over (30, 60, 90, 120, 150) Days Do Not Set Hold Flag If Less Than $ This field is available only if S or B is entered in the Set Cust Hold Flag, Or Both field. Enter the number of days (30, 60, 90, 120, and 150 only) a customer must be past due in order to be placed on hold/suspension. This field is displayed only if S or B is entered in the Set Cust Hold Flag, Or Both field. Enter the minimum amount a customer must owe in order to be placed on hold/suspension. If a customer owes less than the entered amount they will not be placed on hold/suspension, even if they are over due the maximum number of days allowed. Press Skip if you do not want to set a minimum amount. Clear Hold Flag If No Longer Over XX Days? This field is available only if S or B is entered in the Set Cust Hold Flag, Or Both field. The XX is replaced by the entry made in the Set Hold Flag If Over Days field. Y All customers on hold or suspension, who are no longer the specified number of days past due will automatically be taken off hold/suspension. Print Customers Open Order Totals? This field is available only if P or B is entered in the Set Cust Hold Flag, Print Listing, Or Both field. Y If suspended customers are included in the listing, the dollar amount for orders not printed, prints in addition to the total open order amount. For One Salesman Code? Y Include only those customers assigned to one specific Salesman code. N Include customers assigned to any Salesman code. 64

65 CUSTOMER ON HOLD PRINT/SET Salesman Code This field is displayed only if Y is entered in the For One Salesman Code field. You must enter a valid Salesman code defined in the Salesman Master file (SA/MAI). Error Message: Salesman Not On File The Salesman code entered is not in the Salesman Master file (SA/MAI). Enter a valid Salesman code. For One Business Type? Business Type Y Include only those customers flagged as one specific Business Type code. N Include customers flagged as any Business Type code. This field is displayed only if Y is entered in the For One Business Type field. You must enter a valid Business Type code defined in the System Code Master file (SYCD). Error Message: Invalid Business Type Code The Business Type code entered is not in the System Code Master file (SYCD). Enter a valid code. Continue? This field allows you to double check your entries. Y Print/flag the Customer Master Records as specified. N Exit the program without printing/flagging the Customer Master Records. 65

66 CUSTOMER ON HOLD PRINT/SET Sample Report 66

67 PART HISTORY CHANGE (CP/PHC) The Part History Change program (CP/PHC) is used to change the length of time customer part history is retained and/or the minimum number of records retained. Part history accumulates as a result of the flags set in CP/MAI and IM/MAI, until the Part History Monthly Update (PH/MU) is run. When PH/MU is run the system checks the flags in both CP/MAI and IM/MAI, and any history that falls outside the parameters defined in both is deleted. The Part History Change program changes the flags in all Customer Master records. To change the retention of part history for a specific customer, the master record should be changed through Customer Maintenance (CP/MAI). ENTRY/INQUIRY SCREEN 67

68 PART HISTORY CHANGE Field: Keep History? Description: This entry will replace the entry in all Customer Master Records. Y Save history unless the flag in the master record of the sold item (IM/MAI) is set to N, in which case do not save N Do not save history. A Save history always, regardless of how flags are set elsewhere (in IM/MAI). Number of Records To Save Length of Time To Save This field uses the recommended 3 as the default. Enter the minimum number of records to be saved after the length of time has been meet. M One month of sales history will be saved. Y One year of sales history will be saved (this is a fiscal year) The number of months entered will be saved. Continue? This field allows you to double check your entries before running the program. Y Flag all Customer Master Records as specified N Exit without altering any Customer Master Records. 68

69 PERCENTAGE CHANGE REPORT (CP/PCH) The Percentage Change Report program (CP/PCH) is used to print a list of customers whose sales have either increased or decreased during the past one to six months. The Percentage Change Report is printed by specifying the number of months to analyze, whether to list customers that have increased or decreased their sales, and the minimum percentage by which customer eligibility is determined. This report can be run for all or a range of customers, for one or all Salesman codes, for one or all Business Type codes, for one or all warehouses, and for one or all State codes. The Percentage Change Report uses the history records in the Customer History File (CP/HM). The average sales activity during the specified number of past months is compared to the average sales activity of the same number of months previous. The sales activity for the current month is not used. For example, if the current month is June, and 6 is entered as the number of past months to be analyzed; December through May (the most recent past six months) are compared to June through November (the six months previous to the past 6 months). If sales activity for a specific warehouse is used, the option to create a Telemarketing Call Summary Record for each customer listed is available. If this option is selected, a Call Summary Record with a Status code of R is created for each customer on the report. See the Telemarketing section of the manual for detailed information regarding Telemarketing and Call Summary Records. ENTRY/INQUIRY SCREEN 69

70 PERCENTAGE CHANGE REPORT Field: Do YouWant To Continue? Whse Description: Y Run this program N Exit this program. Enter the warehouse number that contains the sales activity you wish to print. To include the sales activity from all warehouses, leave this field blank and press Skip. To exit, leave blank and press CMD. Select Customers For ONE Salesman? Enter Salesman Y Print only those customers assigned to one specific Salesman code. N Include customers assigned to any Salesman code. This field is displayed if Y was entered in the previous field. Enter a valid Salesman code defined in the Salesman Master file (SA/MAI). Error Message: Invalid Salesman - SKIP The Salesman code you entered is not in the Salesman Master file (SA/MAI). Press Skip to acknowledge the message and the cursor returns to the Enter Salesman field. Enter a valid Salesman code or press Skip to return to the previous field. Is Information Correct? This field is displayed if a valid Salesman code was entered in the previous field. Y You have entered the correct code. N You want to change the Salesman code. Select Customers For ONE Business Type? Y Print only those customers flagged as one specific Business Type N Include customers flagged as any Business Type. 70

71 PERCENTAGE CHANGE REPORT Enter Business Type Code This field is displayed only if Y is entered in the previous field. Enter a valid Business Type code defined in the System Code Master file (SYCD). Error Message: Invalid Business Type Code - SKIP The Business Type code you entered is not in the System Code Master file (SYCD). Press Skip to acknowledge the message. The cursor returns to the Enter Business Type field. Enter a valid Business Type code or press Skip to return to the previous field. Is Information Correct? This field is displayed if a valid Business Type code was entered in the previous field. Y You have entered the correct code. N You want to change the Business Type code. Number of Past Months To Analyze Show Increase or Decrease In Sales? Percentage Change To Show Update Call To TM/TCS? Enter the number of months you want to analyze (1-6 only). I Show an increase in sales. D Show a decrease in sales. Enter a percentage of increase or decrease. Only whole numbers (01-99) can be entered. For example, 10 = 10%. This field is available only if a specific warehouse is entered in the Whse field. Y A Call Summary Record will be created in Telemarketing Customer Maintenance (TM/TCS) for each customer on this listing. The information produced from this report will be stored in the Call Summary Record of each customer. Enter Status This field is displayed only if Y was entered in the previous field. Enter the status code of the customers for which you do not want a Call Summary Record created. Select Customers for ONE State Y Print only those customers for a specified state. N Include customers from all states. 71

72 PERCENTAGE CHANGE REPORT State Code This field is displayed only if Y was entered in the previous field. Enter a valid State code defined in the System Code Master file (SYCD). Error Message: Invalid State Code - SKIP The state code you entered is not in the System Code Master file (SYCD). Press Skip to acknowledge the message and the cursor returns to the State Code field. Enter a valid State code or press Skip to return to the previous field. Is Information Correct? This field is displayed if a valid State code was entered in the previous field. Y You have entered the correct code. N You want to change the Business Type code. Do YouWant To Continue? Y Print the listing as specified N exit without printing the listing. SAMPLE REPORT 72

73 SALES BY STATE REPORT (CP/SSR) This report prints summarized sales history by state. Sales amounts listed in the Sales By State Report are based on the records in the History Maintenance file. The total dollar amounts for each of these categories prints for each state: current month, same month last year, current fiscal year to date, and last year s ending balance. Sales history is placed under the appropriate state based on the State codes in the ship-to addresses, under which history records are stored in the History Maintenance file. If all history records for a customer are stored under a ship-to address of 0 (0 = same as bill-to address), the sales history is placed under the appropriate state based on the State code in the Customer Master file (set in CP/MAI). ENTRY/INQUIRY SCREEN 73

74 SALES BY STATE REPORT Field: Whse Description: Enter the warehouse number from which to include sales history. To include sales activity from all warehouses, leave blank and press Skip. To exit, press CMD. Do YouWant To Continue? Y Run the report N exit without running the report. 74

75 PRINT CUSTOMER LABELS (CP/LAB) Print Customer Labels (CP/LAB) is used to print labels based on the Customer Master File (CP/MAI) and the Ship-To Address Master File (CP/STM). Any size labels can be used. The number of lines on a label is calculated by measuring from the top of one label to the top of the next label and multiplying the number of inches by six. For example: 1 (from the top of one label to the top of the next label) = 6 total lines per label. 1 ½ (from the top of one label to the top of the next label) = 9 total lines per label. Labels can be printed for all or a range of customers in one or all warehouses. Labels can be printed in customer number, short name, Salesman code, or zip code sequence. If labels are printed in Salesman code sequence, they can be printed in customer short name or zip code order for each Salesman code printed. Labels can be printed containing the customer s bill-to address, ship-to address, or both. The option is given to print the phone number and an Attn line. If the phone number option is selected, the entry in the Bus Phone field of the Customer Master record (CP/MAI) prints on the first line of the label, to the right of the customer number. If the Attn line option is selected, the entry in the Bus Contact field in the Customer Master record (CP/MAI) prints directly below the customer (company) name and the contact name is preceded by ATTN:. If the Bus Contact field is blank in the Customer Master record, the Attn line does not print on the label. To include the telephone number or contact, the label must large enough for five or more lines. To include both the telephone number and contact, the label must be able to accommodate six or more lines. When printing, select no to spool, so that the labels can be easily lined up. 75

76 PRINT CUSTOMER LABELS ENTRY/INQUIRY SCREEN Field: Whse Description: Enter the warehouse number that contains the customer information you wish to print. To include customers in all warehouses, leave blank and press Skip. To exit, leave blank and press CMD. Print Customer Bill-To, Ship- To Or All? B Print the labels with the bill-to address. S Print the labels with the ship-to addresses. A Print the labels with both the bill-to and ship-to address. Total Lines Per Label This field automatically uses 6 as the default. To include either the phone number or the contact name on the label, enter at least 5. To include both the phone number and the contact, enter at least 6. Measure from the top of one label to the top of the next label: 1 inch = 6 lines. 76

77 PRINT CUSTOMER LABELS Print Phone Number? Y Print the phone number in the Bus Phone field of the Customer Master Record on the label N Do not print the phone number on the label. Error Message: Can t Print Phone In Lines The total number of lines per label is less than five. In order to include the telephone number, the entry in the Total Lines Per Label field must be 5 or more. Press Return to acknowledge the message. The cursor moves to the Total Lines Per Label field. This entry or in the Print Phone Number field must be changed. Print Attn: Line? Y Print the name in the Bus Contact field of the Customer Master Record on the label N Do not print the contact name on the label. Error Messages: Can t Print Contact in Lines Can t Print Phone and Contact in Lines The total number of lines per label is less than five. In order to include the business contact, the entry in the Total Lines Per Label field must be 5 or more. Press Return to acknowledge the message. the cursor moves to the Total Lines Per Label field. This entry or in the Print Attn: Line field must be changed. The total number of lines per label is less than six. In order to include the telephone number and contact, the entry in the Total Lines Per Label field must be 6 or more. Press Return to acknowledge the message. The cursor moves to the Total Lines Per Label field. The entry in this field, in the Print Phone Number field, or in the Print Attn: Line field must be changed. Print in Customer Number, Alpha, Salesman or Zip Code Sequence? By (S)hortname or (Z)ip Code Sequence N Print the labels by customer number A Print the labels in alpha name sequence S Print the labels in Salesman code sequence Z Print the labels in zip code sequence. This field is displayed only if S is entered in the previous field S Print the names alphabetically for each salesman Z Print the names in zip code sequence for each salesman. Print Whole File? Y Print labels for all customers according to the parameters defined above N Specify a range of customers. 77

78 PRINT CUSTOMER LABELS From Number Thru Number These fields are displayed only if N is entered in the Print Whole File Field and you are printing in number sequence. Enter the range of customer numbers you want to print. To print one customer number, enter the same number in both fields. From Shortname Thru Shortname These fields are displayed only if N is entered in the Print Whole File field and you are printing in short name sequence. Enter the range of short names you want to print. To print one short name, enter the same characters in both fields. From Salesman Thru Salesman These fields are displayed only if N is entered in the Print Whole File field and you are printing in salesman sequence. Enter the range of Salesman codes you want to print. To print only those customers assigned to one Salesman code, enter the same code in both fields. From Zip Code Thru Zip Code These fields are displayed only if N is entered in the Print Whole File field and you are printing in zip code sequence. Enter the range of zip codes you want to print. To print only those customers in one zip code, enter the same number in both fields. Print ALL Business Types? Business Type To Print Print All, Exclude Prospects, Only Prospects? Continue? Y Print all Business Types N Specify one Business Type. This field is displayed only if printing one Business Type code. Enter the Business Type code you wish to print. A Print labels for both customers and prospects E Print labels for customers only O Print for prospects only. This field allows you to double check your entries before printing the labels Y Print the labels as specified N exit without printing the labels. Print Test Pattern? Y Print a test pattern before printing the labels N Print the labels immediately, without printing a test pattern first 78

79 PRINT CUSTOMER LABELS SAMPLE LABELS 79

80 AVAILABLE CREDIT REPORT (CP/AC0) The Available Credit Report prints a list of all customers who have open orders AND their open accounts receivable exceed their credit limit. This report prints the customer number, name, credit limit, open order amount, A/R balance and their available credit amount. ENTRY/INQUIRY SCREEN Field: Continue? Description: Y Print the Available Credit Report. N Exit the program without printing the report. 80

81 AVAILABLE CREDIT REPORT SAMPLE REPORT 81

82 MISCELLANEOUS (CP/CPM) The Customer Processing Miscellaneous module contains programs to assist in maintaining your customer files. Currently, the only program that resides in this module is Change Tax Exempt Id (CP/CTE). See the following pages for a detailed explanation of this program. CHANGE TAX EXEMPT ID (CP/CPM/CTE) Use this program to change all taxable customers to a status of tax exempt. ENTRY/INQUIRY SCREEN 82