When you click on the View Record Details icon for a specific record on the Customer Master-Quick Entry Search/Criteria Grid page, the Customer Master-Quick Entry Detail page opens for that record. There are more fields on the Details page than on the Search/Criteria Grid page. The fields on the Details page can also be edited.

There are many sections on the Detail page of the Customer Master-Quick Entry. The following list defines every field in each section:

• In the Header Info section:
  • 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.

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

  • Address 2 - any additional Address information such as Rural Route or Unit/Suite 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 Lookup 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.

  • Postal/Zip - 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.

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

• In the Additional Info section:
  • Account Type - this field is only available 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 a Customer Code is changed from a Prospect to a Customer, you cannot revert the Customer Code back to a Prospect account type. The change is one way only i.e. from Prospect to Customer.
       • If the 'Prospect Status' is set to Qualified, the 'qualified prospect' Customer Code can be entered in Enter Orders & Quotes (OE30) and a quote can be created; a Photo Quote can also be created in Maintain Photo Quote Forms (IM81).

       • In addition, certain reports in PointForce Enterprise can be filtered by Prospect. These reports included the Open Order Report (OE50), Customer Listings (SU15), etc.

    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'.

  • Account Status - the Accounts Receivable status code. Enter or select from the Lookup the AR Status. Note: The Account Status field is unavailable when the Account Type is set to 'Prospect'.

    Valid options include:

    • A - Current and Active; the default code.

    • 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 Enterprise in Delete Inactive Customers (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.

  • Prospect Status - this field is only available when the CRM module is active. This field represents the status associated with the Prospect. Enter or select from the Lookup a Prospect Status. 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; Flags the prospect 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.

  • 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.

  • 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.

• In the Accounts Receivable section:
  • 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 Lookup .
    • 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.

  • AR Terms - the standard Invoice (Accounts Receivable) terms. Enter or select from the Lookup 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.

  • Bank - the Accounts Receivable Bank code. Enter or select from the Lookup the AR Bank code. The 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.

• In the Taxes section:
  • Tax Group - enter or select from the Lookup 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.

• In the Invoicing section:
  • Commission Rate - enter or select from the Lookup 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.

• In the Sales Grouping section:
  • Class of Trade - enter or select from the Lookup 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 Lookup 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 Lookup 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 Lookup 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 Lookup 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.

• In the Internet & Intranet Addresses section:
  • 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.

• In the Pricing section:
  • Master Price List - enter or select from the Lookup 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.

• In the EDI Info section:
  • 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.

• In the System section, the fields are available for information purposes only and cannot be edit:
  • Creator - displays the user id of the user logged into the system when the Customer Master record was created.

  • Time Created - displays the date and time at which the Customer Master record was created.

  • Modifier - displays the user id of the user logged into the system when this Customer Master record was last updated.

  • Last Change - displays the date and time at which the Customer Master record was last updated.

The Related section at the bottom of the page contains links to related resources for the current record. The following links are available:

• Customer Master (SU13)
• Customer Price Lists (SU13)
• Customer Attributes (SU13)
• Account Notes
• Account Notes-Consolidated
• Activity Note
• Account Campaign
• Account Trade Show

For information on the functionality of each button on the Customer Master Details page, click here.

Lookup Functionality

The Execute Quick Lookup icon that displays to the right of a field opens a view that displays records related to the input field that you can select. All of the lookup views function in the same manor. If there are multiple records in a lookup the Search Critiera/Grid page is display. If there is only a single record in the lookup, the details page is opened.

The following table outlines the functionality of each button on the Search Critiera Grid page of the Lookup views:

Button Label	Icon	Functionality
Search		Searches for all records that match the Search Criteria input.
Clear		Clears the entries in the Searh Critiera with the exception of the Price List Type field since this field is permenent criteria.
Personalize		Opens up the Personalization section of iTopia which allows you to personalize the Search Criteria, Search Results, Sort and Details pages of the Customer Master-Quick Entry. For more information on personalizing a view, click here. Note: If this button is not available on your view, you have not been assigned to a role that has been granted the 'customize' permission. Please contact your system administrator for more details. Warning: If you Personalize the Customer Master-Quick Entry you must include ALL of the required fields; if you exclude one or more of the required fields, you will not be able to save records in your new view. The Customer Master-Quick Entry view contains ALL of the required fields. To find information on the required fields, please see the Online Help for Creating a New Customer.
Select Record		Selects the record and returns you to the Customer Price Lists(SU13) page.
View Record Details		Opens the Details page for the current record.

The following table outlines the functionality of each button on the Details page of the Lookup views:

Button Label	Icon	Functionality
Select		Selects the current record and returns you to the Customer Price Lists(SU13) page.
Go to Previous Record		Moves you to the previous record. This icon only displays if the current record is not the first record from the search.
Return to Search Page		Closes the Details page and returns you to the Search Criteria/Grid page. If you have made changes to the current page that have not been saved, the following message displays: "Are you sure you want to navigate away from this page? Any changes will be discarded. Click OK to continue or Cancel to stay on the current page. OK/Cancel".
Go to Next Record		Moves you to the next record. This icon only displays if the current record is not the last record from the search.