Customer Master Quick Entry (SUCU.SU13_QUICK)

The Customer Master (SU13)-Quick Entry is a view created by Tecsys. The Search/Grid page includes only the following fields:

• All fields required to create a new Customer/Prospect
  AND
  
• All fields required for Export to Outlook Contacts

The Customer Master-Quick Entry view is designed to enable you to quickly add Customers and/or Prospects to the Customer Master table via the Edit with Excel option found under the 'Use Record as Selection for Criteria' or 'Use Selected Records as Selection for Criteria' options. (You can also add Customers and/or Prospects using the Create option on the Search/Grid page and on the Details page.)

• To prepare an Excel worksheet to add new Customers or Prospects with the intention to re-import them back into iTopia at a later date, follow these steps:
  • From the Search Results, select the 'Use Record as Criteria for Action' icon from any record.

  • Select Edit with Excel.

  • Save the Excel worksheet as another name. This is the worksheet that you will be using to add new Customers or Prospects. Note: When the worksheet is saved as another name, the macros that control the ‘Save’ button are disabled.

  • Once the worksheet is saved, remove the record from the worksheet that was used to open the Excel with the Edit option. From here you can enter the required information to setup a new record on the worksheet.

  Note: The Address 1, City, Province/State, Country, Postal/Zip Code, Phone Number, Fax, Web Address and Department Code fields are not mandatory to initially set up a new record. These fields are only used if you intend to use this view to export the record to Outlook – Contacts. The column on the worksheet labelled ‘IBIS Client’ must be entered exactly as it was displayed with the record was exported.

• Once you have completed entering all of the required information on the spreadsheet, follow these steps to re-import the data back into iTopia.
  • Open the Customer Master (SU13) Quick Entry view and from the Search Criteria/Grid page select the 'Use Record as Criteria for Action' icon from any record.

  • Select Edit with Excel.

  • When the spreadsheet is opened, remove the data for the selected record.

  • Open the spreadsheet that contains the Customers and/or Prospects that you previously created.

  • Copy all of the data to the spreadsheet that was opened using Export to Excel.

  • Click the Save button on the worksheet.

  • If there are any errors on the worksheet, make the necessary corrections and click Save again.

  • Once all of the records have been updated, close the worksheet but do not save the changes.

  • A message displays at the top of the Customer Master (SU13)-Quick Entry view to notify you that the records have been added through an external source (in this case, Excel). To view the records, click the Search button.

• All defaulted information is automatically applied to the new records. To update these new records with information that is not available on this view, use the Customer Master(SU13) view.

 
The following fields are available on the Customer Master-Quick Entry and are based on the order in which they appear in the grid on the search page:

• Company - every record in the PointForce iTopia SQL database includes the Company Number. When reviewing the results from your search, the Company Number will display for all Customer records. Note: You cannot modify the Company Number field in the grid.

• Account Type - this field is available only when the CRM module is active. If the CRM module is not part of your PointForce iTopia package, this field is visible but is pre-set to 'C-Customer'.

  There are two valid Account Types: Prospect and Customer.

  1. P-Prospect - identifies the Customer Code as a 'Prospect' account type. A prospect is a client that has the potential to become a 'Customer'. Note: Once the account type is changed from Prospect to Customer, you cannot revert back to a Prospect account type. The change is one way only i.e. from Prospect to Customer.

  2. C-Customer - identifies the Customer Code as a 'Customer' account type. A Customer Code with an Account Type of Customer can be used throughout all of the programs in PointForce Enterprise and PointForce iTopia. Note: You cannot change the Account Type from 'Customer' back to 'Prospect'.

• Customer Code - the Customer Code displays for every customer record. You cannot modify the Customer Code in the grid. When you are creating a new customer, the maximum length for the Customer Code is defined in Maintain Company (CC95) in the 'Customer Code Length' field. Each Customer must be assigned a unique Customer code.
  • For more information on creating customers, click here.

  • For more information on the Special Logic Coding Conventions built into iTopia for Warehouse locations involved in inventory transfers and Sales Representatives involved in inventory consignments, click here.

• Paying Office - the Paying Office represents the Customer Code to which Invoices are posted. The Paying Office field is automatically set to be the same value as the Customer Code. A new Paying Office code can be entered or selected from the look up.
  • Note: The Paying Office cannot have an Account Type set to 'Prospect' when assigned to a Customer record. If you assign a Prospect Paying Office to a Customer, the following message displays: "Customer ##### is a Prospect. Prospects may not be paying offices."

  • When 'Head Office' pays the Invoices for all stores in a chain, the Head Office is set up as a Customer and the Head Office Customer code is assigned as the Paying Office for each store in the chain.

  • The Paying Office field (and not the Customer Code) is used for Credit Limit and Delinquency checks.

  • The Paying Office field (and not the Customer Code) is used for the following Accounts Receivable functions: Account Inquiry, Statement of Account and Aging Report.

  • Sales statistics are updated using the 'Sold To' Customer Code on the Invoice, not the Paying Office Customer Code for all sales files except Record of Collections (ARRC), where sales are updated per the Paying Office. Sales stored in this file are displayed in Customer Inquiries (SU45/Account Summary) and can be optionally printed on the Overdue Analysis Report (AR83) and the Aging Report (AR84).

  • The pricing routing considers the Paying Office when assigning Special Prices. For more information on Price List rules, click here.

• Customer Name - the Customer Name can be a maximum of 30 alpha numeric characters in length. The Customer Name prints on all reports pertaining to customer information, including Sales Reports, Aging Reports and Open Order Reports. If multiple accounts share the same name, a unique characteristic (such as store number or location) is useful; for example, Sears-Toronto.

• AR Terms - the standard Invoice (Accounts Receivable) terms. Enter or select from the look up the standard AR Terms code for the Customer. The Terms codes are defined in Maintain A/R Terms (AR03). The standard Terms code is assigned to all Orders and Invoices for the Customer.

• Tax Group - enter or select from the look up the Tax Group for this Customer. The Tax Group is used by the tax routine to calculate the appropriate Taxes for the Customer's Order. Tax Groups are maintained in Maintain Tax Groups (IN06).
  • The Tax Group assigned to the Customer in SU13 becomes the default Tax Group used on the Sales Order in OE30/IN41/RS41.

  • For an overview of the Tax Set Up, click here.

• Commission Rate - enter or select from the look up a Commission Rate Code for the Customer. Commission Rate Codes are defined in Maintain Commission Groups (SA01). This code represents one of the criteria used in Maintain Commission Rates (SA02). For more information on Commission set up, click here.

• Ship Via - enter or select from the lookup the Ship Via code for the Customer. Ship Via codes are defined in Ship Via Codes (SU09).
  • Note: The Ship Via field in OE30/IN41/RS41 automatically displays the value from SU13. You can change the Ship Via option in OE30/IN41/RS41.

• Class of Trade - enter or select from the look up the Class of Trade (COT) appropriate for the customer. COT codes are defined in the Class of Trade (SU09) view. The COT code categorizes Customers into different market types, for example Wholesale, Manufacturing, major Department Store chains, and Independent Retailers.

  The following COT codes have special features within Enterprise:

  • CSH - when assigned to the Customer, the COT is associated to the Cash Sale account and is used in processing transactions via RS41. This class of trade will disallow a 'charge' payment type in RS41, thereby forcing payment types of 'cash', 'check' or 'credit card'. No Invoice is posted to the AR sub-ledger for 'CSH' transactions.

  • STO - when assigned to the Customer, the COT defines individual locations (Store or Warehouse) and is used to facilitate stock transfers via the Direct Inventory Transfer method in OE30.

  • WHS - when assigned to the Customer, the COT defines individual locations (Store or Warehouse) and is used to facilitate stock transfers via the In-Transit Inventory Transfer method in OE30.

• Territory - enter or select from the look up a Territory code for this Customer. Territory codes are defined in Territories (SU09). Territory codes are used to categorize Customers into various Sales territories for reporting purposes.

• Sales Group - enter or select from the look up a Sales Group code for the Customer. Sales Group codes are defined in Sales Groups (SU09) . Sales group codes are used to categorize customers into various market groups, such as Eastern States, Central States, etc. for Sales analysis.

• Sales Rep-SU - enter or select from the look up the Sales Rep code associated with this Customer. Sales Rep codes are defined in Sales Reps (SU09). The Sales Rep code is used by OE30, IN41 and RS41 to calculate commissions and to capture commission statistics for reporting purposes.

• Sales Office - enter or select from the look up the Sales Office code for this Customer. Sales Office codes are defined in Maintain Sales Office/Warehouse Numbers (CC96).
  • A Sales Office/Customer Master cross-reference is maintained within PointForce Enterprise (iTopia). This cross-reference enables Customer Sales reports to be printed in Sales Office/Customer sequence. Customers from All or only specific Sales Offices may be selected for reporting.

  • The Sales Office is used in combination with the Customer Type code and the Product GL Code to determine the specific GL Control Accounts for Sales and Cost of Sales for all Invoices processed through the Invoicing module. Note: The Invoice's Warehouse assignment is used to determine the Inventory and Ticketing Recovery GL Accounts.

  • In CC00/Invoicing/General Ledger the GL Control Accounts are defined for each combination of the Sales Office (from the Sales Order), the GL code (for the Product), and the Customer Type code. This is also known as the Inventory Sales GL Table or the GL Relating Table. For more information on Invoicing and the GL Interface, click here.

• Bank - the Accounts Receivable Bank code. Enter or select from the look up the AR Bank code. The AR Bank codes are defined in Maintain Bank Codes (AR02). Note: The Bank must have a Gateway of 'None'.
  • The Customer is linked to a Bank code in AR02. The Bank code identifies the GL Accounts to be updated for domestic and foreign Invoicing and cash receipts. If the Currency Type for the Bank Code is 'Foreign', special processing rules in the Invoicing cycle are executed for exchange purposes. For more information on Foreign Currency Invoicing, click here.

  • Note on Changing the Bank Code: Before you change the Bank,you need to be aware of the currency of the current Bank. If you change the bank code to another bank code with the same currency, there is no need to be concerned about any other fields that involve currency (Master Price List and Specials/Contracts). If you change the bank code to one that is assigned to a different currency, you must take the following steps:
    1. Delete all Specials and Contracts on the Customer Price Lists (SU13) page.

    2. Change the Bank field to the desired bank code on the Customer Price Lists (SU13) page.

    3. Change the Master Price List to one that is associated with the same currency as the selected Bank.

    4. Re-enter all of the Specials and Contracts on the Customer Price List (SU13) page selecting those that match the currency for the new Bank.

• Master Price List - enter or select from the look up the Master Price List for the Customer. Price Lists are defined in Maintain Price Lists (IM18). The Price List must correspond with the Currency associated with the Customer. The Currency field is displayed in the Main Context section of the Details page.

• Address 1 - the street and number to a maximum of 30 characters.

• City - the City or town to a maximum of 30 characters.

• Province/State - enter or select from the look up the Province or State. The Province/State list is maintained in Maintain Province Codes (CC14). Note: Once the Province or State is entered, the Country field automatically displays the associated Country.

• Country - the Country automatically displays once the Province or State is selected from the list box. You can edit this field, as required.

• Postal/Zip Code - the Postal Code or Zip Code. For Canadian addresses, the Postal Code field automatically converts to Upper Case. The Postal Code displays exactly as keyed, therefore be sure to enter the Postal Code with a space between the first group of 3 alpha numeric characters and the second group of 3 alpha numeric characters, for example H0H 0H0.

• Phone Number - the Phone Number appears exactly as entered in SU13. Be sure to include the Area Code and dashes.

• Fax - the Fax number appears exactly as entered in SU13. Be sure to include the Area Code and dashes.

• Web Address - enter the Internet Address web page from an external web server for this customer. Click on to open the web browser and view the page.

• Department Code - enter the Department number for the Customer, if applicable, up to a maximum of 8 characters. The department number prints on Sales Orders and Invoices.
  • If the Department number is variable, enter Y in this field to indicate that OE30, IN41 and RS41 are to stop for entry in the Department field.

  • If this Customer does not use Department numbers, enter N in this field. The default is N.

For information on the functionality of each button on the Customer Maser(SU13)- Quick Entry Search Criteria Results/Grid page, click here.