Customers (SUCU.SU13)

The Customers (ibis_sucu.su13_customer_master) resource maintains customer information used by other modules in PointForce iTopia including order entry, invoicing, accounts receivable, retail sales and sales analysis.

The following list defines every field available in the customers (sucu) table in alphabetical order:

• Account Manager - enter or select from the look up an account manager. This field is validated against the CRM Account Manager (ibis_crmaccman) table. 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 will be unavailable.

• Account Type - enter or select from the drop list an account type. Valid options include: prospect and customer. Note: Prospect is only an option if the CRM module is active.
  1. P-Prospect - 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.
     • If the prospect status is set to qualified, the qualified prospect's customer code can be entered in Order and Quote Entry (ibis_oe30) for quotes only; a photo quote can also be created in Photo Quote Forms (ibis_im81).

  2. C-Customer - a customer code with an account type of customer can be used throughout all of the programs in PointForce iTopia. Note: You cannot change the account type from customer back to prospect.

• Activity View - displays an embedded view of the activity view for the customer or prospect. The activity view provides a summary of the account activity for the current customer/prospect. This section is only available when the CRM module is active in PointForce iTopia.

• Address 1 - enter the street and number associated with the customer to a maximum of 40 characters. Note: If WMS (Elite WMS or Accellos) is active in Company Control Initialization (ibis_cc00/Warehouse Management Interface), then you cannot use the following characters in the Address 1 field: ^ < >. If you enter any of these characters, a warning message displays and you cannot update the record.

• Address 2 - enter additional address information such as unit number or rural route associated with the customer to a maximum of 40 characters. Note: If WMS (Elite WMS or Accellos) is active in CC00/Warehouse Management Interface, then you cannot use the following characters in the Address 2 field: ^ < >. If you enter any of these characters, a warning message displays and you cannot update the record.

• Address Label Format - this is an optional field that is available when Elite WMS is active in CC00/Warehouse Management Interface. Enter a valid document format name in this field if the current customer requires address labels to be printed from Elite WMS. Note: Document format names are maintained in the Document Format Definition view in Elite WMS. If the document format type entered in this field does not match the document format type in WMS, then an error will result in the WMS Queue Message view in the WMS Stage In Queue.

• Address Map - a visual representation of the address using Google Maps®. The map is fully interactive; as such, it can be panned, zoomed, and so on. This field displays in a different manner depending on the page you are viewing:
  • On the search results page, the address map is a link. When you click on this link, the "Google Maps" website for the current address automatically launches.

  • On the details page, the address map automatically displays for the current address.

• Apply Credit Weighting - from the drop list select Yes or No (default). A value of Yes indicates that a credit limit check is invoked for this customer. If the customer is over their credit limit, the appropriate weighting from CC00/Order Entry/Order Management/Priority Weightings is applied. A value of No indicates that the credit limit check is not invoked.

• Apply Delinquency Weighting - from the drop list select Yes or No (default). A value of Yes indicates that a delinquency check is invoked for this customer. If the customer's account is delinquent, the appropriate weighting from CC00/Order Entry/Order Management/Priority Weightings is applied. A value of No indicates that the delinquency check is not invoked.

• AR Open Invoices - adds a link to the AR Open Invoices (ibis_arar) view for the customer.

• AR Terms - enter or select from the look up the standard AR terms code for the customer. This field is validated against the A/R Term Entry (ibis_ar03) table. The standard terms code is assigned to all orders and invoices for the customer.

• Attachments - displays the client document that was added using the Browse option in the Attachments section.

• Backorder Acceptance - indicates whether or not back orders are accepted by the customer. A value of Yes (default) indicates that the customer accepts back orders. A value of No indicates that customer does not accept back orders.
  • The back order acceptance field sets the default for the 'Accept B/O' field in OE30, IN41 and RS41, but you can override the default as required.

  • When an order is entered that includes back orders for a customer that does not accept back orders, the back order quantity is still set in the order detail line. When the invoice is printed and the program detects that this customer does not accept back orders, "B/O" is printed in the extension column and the following note prints on the bottom of the invoice: "***Any back ordered product has been cancelled. Please reorder.***". The back order line is automatically cancelled in Invoice and Credit Note Update (ibis_in43).

• Bank - enter or select from the look up the AR Bank code for the customer. This field is validated against the A/R Bank Code Entry (ibis_ar02) table. 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, please see the Foreign Currency Invoicing topic.

  • Note: 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 the Customer Price Lists (SU13) (ibis_sucup.su13) view associated with the customer.

    2. Change the master price list to one that is associated with the same currency as the selected Bank.

    3. Re-enter all of the specials and contracts on the Customer Price List (SU13) view selecting those that match the currency for the new Bank.

• Blanket PO Number - the blanket PO number is a default or standard customer PO. When a blanket PO number is entered, this number automatically displays in the customer PO field for every order and invoice generated.

• BO Release Priority - the back order release priority field determines the priority for releasing back orders. Valid options are 0 to 9; the higher the priority code, the higher the priority when back orders are released by the Release Backorders (ibis_oe61) program for non-order management customers.
  • For customers running order management, releasing back orders is incorporated into the stock allocation function within order management.

  • For customers with the same priority code, OE61 releases back orders in date sequence (oldest back orders are filled and released first).

  • Note: B/O release priority is available only when stock control method and backorder control method are set to Internal in CC00/Order Entry or if order management is not used to control orders.

• Charge Interest - enter or select from the drop list an interest code for the customer. The interest code defines the type of interest charge applied to overdue invoices. The following options are available:
  • M - Memo on Statement - interest is calculated and printed as a memo line on the statement from A/R Statement Print (ibis_ar85). No open item record is generated.

  • N - No Interest - no interest is calculated for this customer.

  • I - Produce Interest Invoice - interest is calculated, an open item record is generated, the calculated interest charge is printed on the statement (AR85) and a supporting invoice is printed.

  For more information, please see the Memo Interest vs Generated Interest Invoices topic.

• Check Common Quote Price - Contracts - select an option from the drop list. Valid options are Yes (default) and No.
  • A value of Yes indicates that the system checks whether a common quote price for the product offers a better price than the contract price assigned to the customer for the current product on the sales order.

  • A value of No indicates that the system does not check for better common quote pricing.

• Check Common Quote Price - Specials - select an option from the drop list. Valid options are Yes (default) and No.
  • A value of Yes indicates that the system checks whether a common quote price for the product offers a better price than the special price assigned to the customer for the current product on the sales order.

  • A value of No indicates that the system does not check for better common quote pricing.

• Check Contract Price - Contracts - select an option from the drop list. Valid options are Yes (default) and No.
  • A value of Yes indicates that the system checks whether another contract price for the product offers a better price than the contract price assigned to the customer for the current product on the sales order.

  • A value of No indicates that the system does not check for better contract pricing.

• Check Contract Price - Specials - select an option from the drop list. Valid options are Yes (default) and No.
  • A value of Yes indicates that the system checks whether a contract price for the product offers a better price than the special price assigned to the customer for the current product on the sales order.

  • A value of No indicates that the system does not check for better contract pricing.

• Check Flyer Price - Contracts - select an option from the drop list. Valid options are Yes (default) and No.
  • A value of Yes indicates that the system checks whether a flyer price for the product offers a better price than the contract price assigned to the customer for the current product on the sales order.

  • A value of No indicates that the system does not check for better flyer pricing.

• Check Flyer Price - Specials - select an option from the drop list. Valid options are Yes (default) and No.
  • A value of Yes indicates that the system checks whether a flyer price for the product offers a better price than the special price assigned to the customer for the current product on the sales order.

  • A value of No indicates that the system does not check for better flyer pricing.

• Check Master QB Price - Contracts - select an option from the drop list. Valid options are Yes (default) and No.
  • A value of Yes indicates that the system checks whether a quantity break level price (from the master price list) for the product offers a better price than the contract price assigned to the customer for the current product on the sales order.

  • A value of No indicates that the system does not check for better quantity break pricing.

• Check Master QB Price - Specials - select an option from the drop list. Valid options are Yes (default) and No.
  • A value of Yes indicates that the system checks whether a quantity break level price (from the master price list) for the product offers a better price than the special price assigned to the customer for the current product on the sales order.

  • A value of No indicates that the system does not check for better quantity break pricing.

• City - the city associated with the record that you are creating, maintaining, or attempting to retrieve.

• Class of Trade - enter or select from the look up the class of trade (COT) appropriate for the customer. This field is validated against the Class of Trade (ibis_sac) table. 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 PointForce:

  • CSH - when assigned to the customer, the COT is associated to the cash sale account and is used in processing transactions via retail sales (ibis_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.

• Close Date Fiscal Period - this field is automatically populated when a projected close date is entered. Note: If the date entered is outside of the date range in the Fiscal Date Entry (ibis_cc90) table, then this field will remain blank.
  • You can use the information from this field and the close date fiscal year field to forecast the potential sales for each fiscal year/month.

• Close Date Fiscal Year - this field is automatically populated when a projected close date is entered. Note: If the date entered is outside of the date range in the cc90 table, then this field will remain blank.
  • You can use the information from this field and the close date fiscal period field to forecast the potential sales for each fiscal year/month.

• Commission Rate - enter or select from the look up a commission rate code for the customer. This field is validated against the S/A Commission Groups (ibis_sad.sa01) table. The commission rate code represents one of the criteria used in S/A Commission Rates (ibis_sa02). For more information, please see the Commission Set Up topic.

• Common Quote Eligible - select an option from the drop list. Valid options are Yes (default) and No.
  • A value of Yes indicates that the customer is eligible for common quotes. Common quotes are set up in Product Price Lists (ibis_icpl.im18).

  • A value of No indicates that the customer is not eligible to receive common quote pricing.

• Company - the company field is available when you create a new customer record. The company defaults to the company assigned to your user id in the Session Parameters view. You can change the default company during the customer creation process only. Once the customer record is created, the company to which the record is associated displays in the General section (at the top of the view).

• Contact Method Preferred - enter or select from the look up the method by which the prospect or customer prefers to be contacted. This field is validated against the CRM Contact Method (ibis_crmconmet) table. If this field was completed in the Lead Account Master view prior to the lead becoming a prospect or customer, this information automatically moves over to the customer view. You can edit this information as required.

• Container Label Format - this is an optional field that is available when Elite WMS is active in CC00/Warehouse Management Interface. Enter a valid document format name in this field if the current customer requires container labels to be printed from Elite WMS. Note: Document format names are maintained in the Document Format Definition view in Elite WMS. If the document format type entered in this field does not match the document format type in WMS, then an error will result in the WMS Queue Message view in the WMS Stage In Queue.

• Country - the country code associated with the record that you are creating, maintaining, or attempting to retrieve. This field is validated against the Countries (ibis_cccou) table.

• Created By - displays the name of the user who created the record you are viewing or maintaining. May not be overridden.

• Created On - displays the date on which the record that you are creating or maintaining was created. May not be overridden. May also represent the creation date of the records you are attempting to retrieve.

• Credit Limit - enter the maximum credit limit for the Customer. The maximum allowable credit limit is 9,999,999.
  • When processing sales orders, the credit limit is compared to the customer's AR balance PLUS all outstanding orders. If this value is greater than the credit limit, the order is placed on hold and no shipping document is produced until the order is released from the hold.

  • The paying office field (and not the customer code) is used for credit limit and delinquency checks.

  • Note: To bypass credit limit checking, enter a credit limit of zero in this field.

• CRM Teams - enter or select from the look up a CRM Team for the prospect or customer. This field is validated against the CRM Teams (ibis_crmteam) table. CRM Teams can be based on regional divisions or territories as an example. If this field was completed in the Lead Account Master view prior to the lead becoming a prospect or customer, this information automatically moves over to the Customers view. You can edit this information as required.

• Customer Code - the customer code field is available when you create a customer record. Each customer must be assigned a unique customer code. There are special logic coding conventions built into iTopia for warehouse locations involved in inventory transfers and sales representatives involved in inventory consignments. For more information, please see the Special Logic Coding Conventions topic. Once the customer record is created, the customer code displays in the General section (at the top of the view).
  • You cannot use the backslash / anywhere in the customer code.

  • If WMS (Elite WMS or Accellos) is active in cc00/Warehouse Management Interface, then you cannot use the following characters in the customer code field: { . , / ( ) * + & < >. If you enter any of these characters, a warning message displays and you cannot update the record.

• Customer Contact Accounts - when you hover over the Customer Inquiries-Contacts link, the list of the contacts for this customer displays from the Contacts (C1) folder of the ibis_su45 view. If you click on the link, the Customer Contact (ibis_cmsu) embedded view opens for the customer.

• Customer Date Opened - the date on which the customer record is initially created. If the CRM module is activated, this field is also updated when a prospect is converted to a customer. This field is for information purposes only and cannot be edited.

• Customer Name - enter the 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.
  • Note: When adding the customer name to a customer record, do not use the apostrophe (') as issues may arise when performing searches using look up views. For example, if the customer's name is Karol's Koffee, we recommend that you enter the name as Karols Koffee.

  • If WMS (Elite WMS or Accellos) is active in cc00/Warehouse Management Interface, then you cannot use the following characters in the Customer Name field: ^ < >. If you enter any of these characters, a warning message displays and you cannot update the record.

• Customer Status - enter or select from the look up the AR Status. Note: The customer status field is unavailable when the account type is set to prospect. Valid options include:
  • A - current and active (default)

  • H - customer on hold. Orders are taken for this customer, but are placed on credit hold. A warning message displays in OE30/IN41 stating: "Customer status is "H". This Order will go on credit hold". In RS41, the message states, "Customer status is "H". Cash transactions only".

  • D - ready to delete. The customer is flagged for deletion. The customer cannot be deleted from PointForce in Inactive Customer Deletion (ibis_su16) until the customer is completely inactive, i.e. no sales orders or invoices exist.

  • P - pending credit status. Orders are taken for this customer, but are placed on credit hold. A warning message displays in OE30 stating: "Customer status is "P" (Pending). Order will be held." In IN41 and RS41, the message advises that the "Customer status is "P" (Pending)"; you can continue to invoice the customer.

• Customer Type - enter or select from the drop list a customer type code. Valid options are 0 to 9. This field allows you to separate the GL accounts for up to 9 different types of customers.
  • The customer type is used in combination with the sales office and the product GL code to determine the specific GL control accounts for sales, cost of sales, inventory and ticketing recovery for all invoices processed through the invoicing module.

  • 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.

  • Note: When a customer record represents a warehouse or store location to process warehouse transfers, the customer type code must be set to '9'.

• Delinquent Days - the delinquency days represent the maximum number of days that an invoice can be overdue before new orders or released back orders are placed on hold. The maximum number of delinquency days is 999. Note: If you have invoices that are greater than or equal to 999 days delinquent, orders will still be put on delinquency hold.
  • The invoice terms are examined to determine the first day of delinquency for an invoice. For example, an invoice with terms set to net 30 days is one day delinquent when the invoice is 31 days old. If you set the delinquency days to 15, you are granting 15 days grace before this account is considered delinquent.

  • When the delinquency days are set to 0, invoices and new orders are expected to be paid the same day they are processed.

• 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.

• EDI ID Description - this field is for display purposes only.

• EDI Qualifier - this field is for display purposes only.

• E-mail Account's Statements to Contact - this field is available only when the send statements field is set to E (e-mail). Enter or select from the look up the contact to which the AR85 statement will be e-mailed. Note: This field requires the contact key to update the record. If you do not know the contact key you must select the appropriate record from the look up.
  • This field is validated against the e-Commerce Contact Entry (ibis_ec30) table. This table displays the contacts set up in EC30/SU20.

  • Note: When you open the e-Commerce Contact Entry view, enter the customer code in the search criteria section of the view in order to search for contacts that pertain to the customer you are currently working with.

  • To select a contact from the e-Commerce Contact Entry view, click on the check box on the contact line in the grid. The contact name displays to the right of this field and the field itself displays the numeric key associated with the contact record selected. Note: If you select a contact that is not associated with the current customer, the following message displays: "This contact is not set up for the customer." You must either a contact that is associated with the current Customer or create a new contact.

• E-mail Invoice to Contact - the e-mail contact field is available only when the Send Invoice field is set to E (e-mail). Enter or select from the look up the contact to e-mail the Invoice to. Note: This field requires the contact key to update the record. If you do not know the contact key you must select the appropriate record from the look up.
  • This field is validated against the E-Commerce Contact Master (ibis_ec30) view. This table displays the contacts set up in EC30/SU20.

  • Note: When you open the e-Commerce Contact Entry view, enter the customer code in the search criteria section of the view in order to search for contacts that pertain to the customer you are currently working with.

  • To select a Contact from the e-Commerce Contact Entry view, click on the check box on the Contact line in the grid. The contact name displays to the right of this field and the field itself displays the numeric key associated with the Contact record selected.

• Fax - enter the fax number for the customer. The Fax number appears exactly as entered here; be sure to include the area code and dashes.

• Flyers Eligible - select an option from the drop list. Valid options are Yes (default) and No. A value of Yes indicates that the customer is eligible for flyers. Flyers are set up in Product Price Lists (ibis_icpl.im18). A value of No indicates that the customer is not eligible to receive flyer pricing.

• Freight Terms - enter or select from the drop list the freight terms for the customer. The freight terms print on the invoice. Valid options are:
  • PR - Prepaid
  • CO - Collect
  • PC - Prepaid & Charge
  • TP - Third Party

• Initial Campaign - enter or select from the look up the initial campaign that initiated the sale for the prospect or customer. This field is validated against the CRM Campaign (ibis_crmcampaign) table. If this field was completed in the Lead Account Master view prior to the Lead becoming a prospect or customer, this information automatically moves over to the customer view. You can edit this information as required.

• Initial Trade Show - enter or select from the look up the initial trade show that initiated the sale for the prospect or customer. This field is validated against the CRM Trade Show (ibis_crmtrasho) table. If this field was completed in the Lead Account Master view prior to the lead becoming a prospect or customer, this information automatically moves over to the Customer view. You can edit this information as required.

• Intranet - enter a content related web page from an internal web server (Intranet) or from a web page stored on your regular server. Click on the to open the web browser and view the page.

  As you enter the web address in the list box, the character counter indicator beside the list box identifies the number of characters entered in the field. The character count is color coded:

  • Green indicates that you are within the maximum number of characters allowed.
  • Orange indicates that you are within 10% of the maximum number of characters allowed.
  • Red indicates that have reached or exceeded the maximum number of characters allowed.

• Invoice Contact to E-mail - displays the e-mail name associated with the contact entered in the E-mail Invoice to Contact field. The e-mail name information is retrieved from the e-Commerce Contact Entry (ibis_ec30) table.

• Invoice E-mail Address - displays the e-mail address associated with the contact entered in the E-mail Invoice to Contact field. The e-mail address information is retrieved from the ec30 table.

• Invoice History Header - adds a link to the Invoice History Header (ibis_inih) view for the customer.

• Invoice To - identifies the address that prints in the 'Sold To' section on the order confirmation and invoice. Enter or select from the drop list an invoice to code. Valid options include:
  • S - Same as Customer - the address associated with the customer. This is the default option.

  • P - Paying Office - the address for the paying office associated with the customer.

  • R - Receiving Location - the ship-to address from the sales order for the customer.

    For examples of how the setting of this field affects the address printed in the sold to and ship to fields on the shipping document and sales invoice, please see the Invoice To Examples document.

    Note: The Invoice To field in OE30, IN41 and RS41 automatically displays the value from the Customers (ibis_sucu) view. You can change the 'Invoice To' field in OE30/IN41/RS41.

• Language - enter or select from the drop list the language to be used for sales order/invoice headings and product descriptions. Valid options are:
  • E - English
  • F - French

• Lead Date Opened - this field is only used when the CRM module is active. The lead date opened is the date on which the Lead record was initially created in the Lead Master view. This information is brought into the Customer table when the lead is converted to a prospect, and stays with the record when the prospect becomes a customer. This field is for information purposes only and cannot be edited.

• Level 3 Reporting - select an option from the drop list. Valid options are Yes and No (default).
  • A value of Yes indicates that this customer wants level 3 reporting, which tracks the customers' that have procurement cards and receive level 3 reporting. You can also use this field to track customers that have expressed an interest in Procurement Cards and Level 3 Reporting.

  • A value of No indicates that level 3 reporting is not invoked for the customer.
  • Note: This field does not enable Level 3 Reporting for customers with an automated gateway license.

• Link View Results New Window - when you hover over the Customer Inquiries-Post Dated Check link, the list of the postdated checks for this customer displays from the Post Date Checks (C5) folder of the ibis_su45 view. If you click on the link, the Customer Inquiries-Post Dated Checks (ibis_arpc.su45_c5_cust_post_dated_cheques) embedded view opens for the customer.

• Lock ID - this field is reserved for internal TECSYS use.

• Mailing Label - select an option from the drop list. Valid options are Yes (default) and No. A value of Yes indicates that mailing labels for this customer can be printed via iTopia. When 'No' is selected, then mailing labels for this customer cannot be printed via iTopia.

  The Mailing Labels are based on the following information:

  • In the Header Info section of the Customer (ibis_sucu.su13/Details page) view.
    and
    
  • The Attention information from the Customer Attention Codes (ibis_su18) table.

• Modification Counter - this field is not maintainable. The date and time the record was last modified.

• Modified By - this field is not maintainable. The user or system process that last modified the record.

• Modified On - this field is not maintainable. The date on which the record was last modified.

• NAICS Code - enter or select from the look up an appropriate NAICS code for this Customer. NAICS is the North American Industry Classification System and is based on a 6-digit code. This field is validated against the CRM NAICS Code (ibis_crmnaics) table. If this field was completed in the Lead Account Master view prior to the lead becoming a prospect or customer, this information automatically moves over to the customer (ibis_sucu.su13) view. You can edit this information as required.
  • NAICS is used by business and government to classify and measure economic activity in Canada, Mexico and the United States.

• Number of Employees - this field is optional. Enter the number of people employed by the customer. You can enter up to a maximum of 99,999 in this field. This information can be exported to Excel and used in comparative reporting, or you can use this information for comparative reporting with Crystal Reports. (If you want to export the information in this field to Excel, you will have to personalize the search results page to display this field. For more information on personalizing, click here).

• Number of Invoices to Print - multiple copies of the invoice can be printed and mailed or sent with the goods. You can print a maximum of 9 copies. The number entered here applies to all invoices generated through Invoice and Credit Note Print (ibis_in42) for this customer.
  • If the send invoice field is set to F (Fax) or E (E-mail), only one copy of the invoice is sent regardless of the number of copies entered in this field.

  • Note: When a customer is set up with a paying office that is different from itself, the number of invoices to print is taken from the customer record for the paying office.

• Open Outlook Contact - this icon, when clicked, automatically opens Outlook contacts for the selected record if you have exported the record to Outlook using the Export to Outlook Contacts option. Otherwise, the message 'Outlook: item not found. OK' displays. For more information about exporting records to Outlook contacts, please see the Button Functionality on the Search Results topic.

• Order Confirmation Required - this field determines whether or not an order confirmation is required by the customer. Valid options are Yes and No (default).
  • A value of Yes indicates that order confirmation is required by the customer. Clicking on New in OE30 opens the Print Selection screen allowing you to select the order confirmation destination.

  • A value of No indicates that an order confirmation is not required by the customer.

• Order Stream Client - identifies whether or not the customer is an order stream client. Valid options are Yes (default) and No.
  • A value of Yes indicates that the customer is included in the inventory update created from e-Sales Customer and Inventory Export File Creation (ibis_es50). This option is only available to customers with order stream installed.

  • A value of No indicates that the customer is not an order stream client.

• Order Type - enter or select from the drop list an order type. The order type defined here determines the default order type that displays in OE30, IN41 and RS41. Valid options include:
  • R-Regular
  • S-Sample
  • F-FOB

• Outlook Category - displays <CRM> for every customer. This field is reserved for internal TECSYS use.

• Pack and Mark Separately - (PAMS) this is an optional field that is available when Elite WMS is active in CC00/Warehouse Management Interface. The value entered in the customer record sets the default for the Pack and Mark Separately field in oe30/General. Valid options are Yes and No (default).
  • A value of yes indicates that the order should be packed and marked separately. This flag is sent to Elite WMS.

  • A value of No indicates that the order can be packed with other orders.

• 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. You can enter or select from the look up a new paying office code.
  • Note: The paying office cannot have an account type of 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 the Customer Consolidated Inquiries (ibis_su45/Account Summary) view and can be optionally printed on the A/R Overdue Analysis Print (ibis_ar83) and the A/R Aging Report Print (ibis_ar84).

  • The pricing routing considers the paying office when assigning special prices. For more information, please see the Price List Rules topic.

• Payment Method - the payment method entered in this field becomes the default payment method for the first payment field on the Total folder in OE30, IN41 and RS41. If you leave this field blank, there is no default setting in OE30, IN41 or RS41 and the operator is required to manually select the payment method in the first payment field.

  Enter or select from the look up a payment method, as required. Valid options include:

  • EFT (Electronic Funds Transfer) via a credit card - payment methods are set up in Invoice Payment Methods (ibis_in08). When you select an EFT option, the credit card associated with the selection displays in the first payment field in OE30/Total, IN41/Total and RS41/Total.

  • On Account - when you select an on account option, 'ON ACCT' displays in the first payment field in OE30/Total, IN41/Total.

• Pick Label Format - this is an optional field that is available when Elite WMS is active in CC00/Warehouse Management Interface. Enter a valid document format name in this field if the current customer requires pick labels to be printed from Elite WMS. Note: Document format names are maintained in the Document Format Definition view in Elite WMS. If the document format type entered in this field does not match the document format type in WMS, then an error will result in the WMS Queue Message view in the WMS Stage In Queue.

• PO Required - this field indicates whether or not a customer purchase order (PO) number is required during order or invoice entry in OE30/IN41 or during cash counter sales in RS41. Valid options are Yes and No (default).
  • A value of Yes indicates that the customer PO field is mandatory in OE30, IN41, and RS41.

  • A value of No indicates that the customer PO field is optional in OE30, IN41 and RS41.

• 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.

• Potential Sales $ - this field allows you to enter a dollar amount that represents the potential sales you feel this account can generate. It is a free form field and you must determine the time frame this value represents from your perspective. For example, is this an annualized amount (revenue per year) or for another time frame of your choosing. To make this work for you across the system, you need to be consistent with the time frame associated with this value as it is referenced in CRM report views.
  • Typically, this value represents annual total sales this account can generate, but you can use it for total lifetime sales potential or for the initial deal/sale amount.

  You can enter a maximum of 999,999,999.00.

  Note: The potential sales dollar value along with the project close date and probability %-account fields are used to produce the Account Pipeline statistics views that can be found under the Customer Relationship Management/CRM Report Views folder.

• Pricing Level - refers to the quantity break level. Enter a value between 1 and 7 in this field. The pricing routine uses the quantity break level in conjunction with the pricing level entered to determine the base price that is then compared to other possible prices (specials, flyers, etc.) in order to calculate the best price for the sales order.

• Pricing Level Type - select a pricing level type from the drop list. This field and the pricing level field are used by the pricing routine.
  • The pricing routine uses the pricing level type in conjunction with the pricing level (quantity break level) entered to determine the base price that is then compared to other possible prices (specials, flyers, etc.) in order to calculate the best price for the sales order.

  Note: The pricing level type is applied to the master price list entered for the customer.

  The following list defines the valid pricing level type options; you will notice that within each pricing level type, reference is made to the pricing level field:

  • + Min Level - this is the starting break point for quantity break pricing. The customer receives the quantity break level price indicated and all higher break levels. For example, you enter a minimum level of 2. The customer orders a product that has 3 quantity break levels. Level 1 starts at a quantity of 1 for $17.01, level 2 starts at a quantity of 12 for $15.00, and level 3 starts at a quantity of 144 for $14.00. When this customer orders a quantity between 1 and 143, the quantity break level 2 price is automatically selected. When an order of 144 or greater is entered, the quantity break level 3 price is used. This customer never receives the quantity break level 1 price.

  • - Max Level - this is the maximum break point for quantity break pricing. The customer receives the quantity break level price indicated and all lower break levels. For example, you enter a maximum level of 2. The customer orders a product that has 3 quantity break levels. Level 1 starts at a quantity of 1 for $17.01, level 2 starts at a quantity of 12 for $15.00, and level 3 starts at a quantity of 144 for $14.00. When this customer orders a quantity of 12 or greater, the quantity break level 2 price is automatically selected. When an order of 1 to 11 is entered, the quantity break level 1 price is used. This customer never receives the quantity break level 3 price.

  • # Only Level - the customer ALWAYS receives the price associated with the quantity break level entered, regardless of the quantity ordered. For example, you enter an only level of 2 . The customer orders a product that has 3 quantity break levels. Level 1 starts at a quantity of 1 for $17.01, level 2 starts at a quantity of 12 for $15.00, and level 3 starts at a quantity of 144 for $14.00. When this customer orders any quantity, the quantity break level 2 price is automatically selected. This customer never receives the quantity break level 1 or 3 price.

  Note: For more information on price list rules as they relate to pricing levels, please see the Product & Price List Rules topic.

• Print Discount on Invoice - this field dictates how the discount is calculated which impacts the invoice line extension as well as how the discount is presented on the printed invoice. Valid options are Yes and No (default).
  • A value of Yes indicates that the discount percent is applied to (Qty x Price) to get the extended discount amount which then reduces the line extension. On the printed invoice, the regular selling price is printed along with a discount code followed by the discounted line extension. The discount code is cross-referenced in a legend that is printed at the bottom of the invoice that explains the discount percent applied on the invoice lines.

  • A value of No indicates that the discount percent is applied to the selling price to get the discounted selling price; then (Qty x Discounted Selling Price) to get the line extension. On the printed invoice, the discounted price is printed and extended; there is no discount code or discount legend printed.

  Note: The calculations produce slightly different line extension totals depending on the setting of the print discount field. For more details, see the Print Discount topic.

• Print Message on Statements - valid options are Yes (default) and No.
  • A value of Yes indicates that messages created in A/R Collection and General Message Entry (ibis_ar01) print on the customer's statement (ibis_ar85).

  • A value of No indicates that the message(s) from AR01 do not print on the statement.

• Probability %-Account - using the drop list, enter the percentage likelihood that this prospect will become a customer with an active account. If this field was completed in the Lead Account Master view prior to the lead becoming a prospect or customer, this information automatically moves over to the Customer record. You can edit this information as required. Valid values include:
  • 0%
  • 10%
  • 25%
  • 50%
  • 75%
  • 90%
  • 100%

  Note: The probability %-account along with the projected close date and potential sales $ fields are used to produce Account Pipeline statistics views that can be found under the Customer Relationship Management/CRM Report Views folder.

• Projected Close Date - enter or select from the calendar the date on which the prospect is anticipated to close. If this field was completed in the Lead Account Master view prior to the lead becoming a prospect or customer, this information automatically moves over to the customer record. You can edit this information as required.

  Note: The projected close date along with the probability %-account and potential sales $ fields are used to produce Account Pipeline statistics views that can be found under the Customer Relationship Management/CRM Report Views folder.

• Prospect Date Opened - this field is available only used when the CRM module is active. The prospect date opened is the date on which the prospect record is initially created. This field is also updated when a lead is converted to a prospect in the Lead Master view. This field is for information purposes only and cannot be edited.

• Prospect Status - this field is available when the CRM module is active. Enter or select from the look up a status for the prospect. Note: The prospect status field is unavailable when the account type is set to customer.

  Valid options include:

  • Q - qualified. The prospect is qualified and can now receive quotes from OE30 and photo quotes from IM81.

  • A - archived. The prospect record stays in the system. The SU16 program will not delete prospect records flagged as 'Archived'. This status code allows you to keep the prospect on file for future reference.

  • D - ready to delete. The prospect is flagged for deletion. The next time SU16 runs, the all prospects flagged 'Ready to Delete' will be removed from the system. Caution: SU16 will delete a prospect flagged for deletion even if the prospect has open Quotes in OE30. The open quotes will be removed from the system along with the Prospect.

• Province/State - enter or select from the look up the province or state. This field is validated against the States and Provinces (ibis_cccoustapro) table. Note: Once the province or state is entered, the country field automatically displays the associated country.

• Recoded To Customer - if the customer code entered has been recoded to another customer code, the new customer code displays in this field.

• Sales Group - enter or select from the look up a sales group code for the customer. This field is validated against the Sales Groups (ibis_sar) table. Sales group codes are used to categorize customers into various market groups, such as eastern states, central states, etc. for Sales analysis.

• Sales Office - enter or select from the look up the sales office code for this customer. This field is validated against the Sales Offices and Warehouse (ibis_cc96) table.
  • A sales office/customer cross-reference is maintained within PointForce 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, please see the Invoicing and GL Interface topic.

• Sales Rep-SU - enter or select from the look up the Sales Rep code associated with the customer. This field is validated against the Sales Representatives (ibis_sas) table . The sales rep code is used by OE30, IN41 and RS41 to calculate commissions and to capture commission statistics for reporting purposes.

• Sales Source - enter or select from the look up the sales source, for example a trade show, campaign, employee, website, etc. that was the source for the initial sale. This field is validated against the CRM Sales Source (ibis_crmsalsou) table. If this field was completed in the Lead Account Master view prior to the lead becoming a prospect or customer, this information automatically moves over to the customer record. You can edit this information as required.

• Sales Stage - enter or select from the look up the stage within the sales cycle the prospect/customer is in. For example the customer may be a 'New' prospect, a 'Converted' prospect or 'Assigned' to a customer service rep. This field is validated against the CRM Sales Stage (ibis_crmsalstg) table. If this field was completed in the Lead Account Master view prior to the lead becoming a prospect or customer, this information automatically moves over to the customer record. You can edit this information as required.

• Sales Status - enter or select from the look up the status in the sales cycle that the prospect/customer is in. For example, the sales status for a prospect may be 'In Process', or a 'New Sales Deal', or a 'Closed Deal'. This field is validated against the CRM Sales Status (ibis_crmsalsta) table. If this field was completed in the Lead Account Master view prior to the lead becoming a prospect or customer, this information automatically moves over to the customer record. You can edit this information as required.

• Send Invoice - identifies the method by which the invoices are sent. Enter or select from the drop list an option for this customer to be sent invoices. Valid options include:
  • S - Send Invoice with Goods - the Invoice and Credit Note Print (ibis_in42) program allows you to print the invoice (to the printer selected) and the invoice number includes /S at the end, for example: 1001123/S.
    • If you are using the Packing Station module and you want the invoices to automatically print during the packing session, you must set send invoice to 'S'.

  • M - Mail the Invoice Separately - the Invoice and Credit Note Print program allows you to print the invoice (to the printer selected) and the invoice number includes /M at the end, for example: 1001124/M.

  • H - Hold the Invoice - the Invoice and Credit Note Print program allows you to print the invoice (to the printer selected) and the invoice number includes /H at the end, for example: 1001125/H. An example of when this option is applicable is for an invoice that is only required internally, such as a cash sales invoice and internal billings.

  • F - Fax - this option is valid when the fax option of Forms eXpress is available. Invoices can either be sent via fax on demand or in batch. For more information about batch faxing, please see the ibis_cc00/Forms eXpress topic. Note: If you select this option you must enter a fax number in the header for the current record.
    • When batch faxing, if you select 'None-Do not Fax anything' as the fax device in IN42, and you select a printer, the invoice is printed to the printer. The invoice number includes /F at the end, for example 1001112/F.

  • E - E-mail the Invoice - this option is valid when the e-mail option of Forms eXpress is available. Invoices can either be sent via e-mail on demand or in batch. For more information about batch emailing, please see the ibis_cc00/Forms eXpress topic. Note: If you select this option you must enter a Contact to E-mail before updating the record.
    • When batch e-mailing, if you select 'None-Do not E-mail anything' as the e-mail device in IN42, and you select a printer, the invoice is printed to the printer. The invoice number includes /E at the end, for example 100113/E.

  • I - Internet Fax (XML) - this option is valid when the ifax option of Forms eXpress is available. Invoices can either be sent via fax on demand or in Batch. For more information about batch faxing, please see the ibis_cc00/Forms eXpress topic. Note: If you select this option you must enter a fax number in the header for the current record.
    • When batch faxing, if you select 'None-Do not Fax anything' as the fax device in IN42, and you select a printer, the invoice is printed to the printer. The invoice number includes /F at the end, for example 1001112/F.

    • Note: This option is associated with the MyFax fax solution only.

  • T - Email Fax (SMTP) - this option is valid when the tfax option of Forms eXpress is available. Invoices can either be sent via fax on demand or in batch. For more information about batch faxing, please see the ibis_cc00/Forms eXpress topic. Note: If you select this option you must enter a fax number in the header for the current record.
    • When batch faxing, if you select 'None-Do not Fax anything' as the fax device in IN42, and you select a printer, the invoice is printed to the printer. The invoice number includes /F at the end, for example 1001112/F.

    • Note: This option is associated with the MyFax fax solution only.

    Note: When batch printing invoices, if you choose to print by fax or by e-mail, then IN42 sorts the invoices into customer sequence; this supersedes the Print Invoice Sequence setting in CC00/Invoicing (which can be invoice, customer or ship via). This is done to reduce the number of faxes/e-mails being sent. For example, if you have a customer that has three one-page invoices in a single IN42 batch, one fax consisting of 3 pages (4 if IN42 is configured to send a cover page) is sent to the customer instead of 3 separate faxes. The same scenario holds true for the email option.

• Send Statements - enter or select from the drop list the method by which statements are sent. Valid options include:
  • F - Fax (Castelle Faxpress) - select when the Fax option within Forms eXpress is used at your site.

  • N - Do Not Send Statement - no statements are printed by AR85.

  • P - Print Statement - statements are printed in AR85.

  • E - E-mail Statement - select when the e-mail option within Forms eXpress is used at our site.

  • I - Internet Fax (XML) - select when the IFAX option within Forms eXpress is selected. Note: This option is associated with the MyFax fax solution only.

  • T - Email Fax (SMTP) - select when the TFAX option within Forms eXpress is selected. Note: This option is associated with the MyFax fax solution only.

• Ship Via - enter or select from the look up the ship via code for the customer. This field is validated against the Ship Vias (ibis_suv) table.
  • Note: The ship via field in OE30/IN41/RS41 automatically displays the value from the customer record. You can change the ship via option in OE30/IN41/RS41 as required.

• SIC Code - enter or select from the look up an appropriate SIC code for the customer. SIC is the Standard Industrial Classification code or system which is used by the US government for classifying industries with a 4-digit code. This field is validated against the CRM SIC Code (ibis_crmsic) table. If this field was completed in the Lead Account Master view prior to the lead becoming a prospect or customer, this information automatically moves over to the customer record. You can edit this information as required.
  • SIC was replaced by the NAICS system in 1997, but some US government agencies still use SIC codes.

• Statement Contact Email Name - displays the e-mail name associated with the contact entered in the E-mail Account's Statements to Contact field. The e-mail name information is retrieved from the e-Commerce Contact Entry (ibis_ec30) table.

• Statement E-mail Address - displays the e-mail address associated with the contact entered in the E-mail Account's Statements to Contact field. The e-mail address information is retrieved from the e-Commerce Contact Entry (ibis_ec30) table.

• Stock Allocation Priority - from the drop list, select a stock allocation priority. Valid options include:
  • High
  • Medium
  • Low

• Store Code - enter the store number of the customer, if applicable, up to a maximum of 8 characters. The store number prints on sales orders and invoices.
  • If the store number is variable, enter Y in this field to indicate that OE30, IN41 and RS41 are to stop for entry in the store field.

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

• Summary Invoicing - valid options are Yes and No (default). A value of Yes indicates that summary invoicing is available for the customer. A value of No indicates that this customer does not utilize the summary invoicing option.
  • When the summary invoicing flag is changed from Yes to No, the following message displays: "Applicable to new orders only! Any active summary orders or summary back orders will not be affected."

  • The summary invoicing option is available in OE30, IN41 and RS41. For more information, please see the Summary Invoicing Overview topic.

  • Note: Summary invoicing must be initialized in CC00/Summary Invoicing.

• Summary Invoicing - Avail to Retail Sales - valid options are Yes and No (default). A value of Yes indicates that summary invoice option is active in RS41 for the customer. A value of No indicates that this customer does not utilize the summary invoice for retail sales.
  • This field is only available when the 'Available to Retail Sales' in CC00/Summary Invoicing is NOT selected, indicating that summary invoicing is not available to retail sales (globally). The customer setting provides an override to the global setting established in CC00.

  • When the 'Available to Retail Sales' field in CC00/Summary Invoicing is selected, then summary invoicing is already available to retail sales (globally). The option to activate summary invoicing at the customer level is not required.

• Summary Invoicing - Print Invoices - valid options are Yes and No (default). A value of Yes indicates that accrual invoices print for this customer IF the global Print Accrual Invoices flag is set in CC00/Summary Invoicing. A value of No indicates that this customer does not print accrual invoices.
  • Note: The summary invoicing-print invoices field is only available when the global Print Accrual Invoices flag in CC00/SI is selected.

  • Note: If the global flag is selected but the flag is not selected on the customer record, then accrual invoices will NOT print for this customer. If the global flag is NOT selected, accrual invoices will never print.

  • Accrual invoices for pre-bill sales offices always print.

• Tax Group - enter or select from the look up a tax group for the customer. This field is validated against the Invoice Tax Groups (ibis_in06) table.
  • The tax group assigned to the customer becomes the default tax group used on the sales order in OE30/IN41/RS41.

  • For more information, please see the Tax Set Up Overview topic.

• Tax License 1 - the tax license 1 field is typically used to enter the customer's goods & services tax (GST) license number. Enter an alpha-numeric value in this field to a maximum of 15 characters. The tax license 1 prints on customer invoices.

• Tax License 2 - the tax license 2 field is typically used to enter the customer's provincial sales tax (PST) license number. Enter an alpha-numeric value in this field to a maximum of 21 characters. The tax license 2 prints on customer invoices.

• Telephone - the telephone number appears exactly as entered on the customer record. Be sure to include the area code and dashes.

• Territory - enter or select from the look up a territory code for this customer. This field is validated against the Territories (ibis_sat) table. Territory codes are used to categorize customers into various sales territories for reporting purposes.

• UNC to Client Document Folder - enter the path to a customer related directory where files pertaining to this customer may exist on your network. Note: A UNC Path is constructed from the name of the server, the name of the share on that server and is followed by any additional subdirectories within the share. For example, \\Server\Share\SubDirectory1\SubDirectory2. The path provided in a UNC type field is not validated by iTopia.

• Vendor Code - enter a vendor code applicable to this record. This field is used for information purposes only.

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

  As you enter the web address in the list box, the character counter indicator beside the list box identifies the number of characters entered in the field. The character count is color coded:

  • Green indicates that you are within the maximum number of characters allowed.
  • Orange indicates that you are within 10% of the maximum number of characters allowed.
  • Red indicates that have reached or exceeded the maximum number of characters allowed.

• Zone - enter or select from the look up a zone that represents the location of the customer. This field is validated against the Zones (ibis_suz) table. This is a mandatory field.

For the functionality of each action (i.e. button) available on this view, refer to the About the Actions topic.