When you click on the View Record Details icon for a specific record on the Customer Master Search/Criteria Grid page, the Customer Master Detail page opens for that record. The information contained on the Detail page includes many more fields than those displayed 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. 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 that you can enter or select from the drop list: Prospect and Customer. Both Customers and Propects can be created directly in SU13. Prospects can also be a by product of a Lead that was converted to a Prospect.

    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'.

  • Customer Status - the Accounts Receivable status code. Enter or select from the lookup 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; 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.

  • Prospect Date Opened - this field is 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. This field is for information purposes only and cannot be edited.

  • 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. This information is brought into SU13 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.

• 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.

  • Credit Limit - 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.

  • Delinq. 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=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.

    • Delinq. Days = 0 means that Invoices and new Orders are expected to be paid the same day they are processed.

  • Charge Interest - enter or select from the drop down list an Interest code. The Interest Code defines the type of Interest charge applied to overdue Invoices. The following are valid codes:
    • M - Memo on Statement; Interest is calculated and printed as a memo line on the Statement from Print Statements (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 on the calculation of Memo Interest vs Generated Interest Invoices, click here.

  • Vendor Code - enter a Vendor Code applicable to this record.

• In the Order Entry section:
  • PO Required - this field indicates whether or not a Customer Purchase Order (PO) number is required during Order/Invoice entry in OE30/IN41 or Enter Cash Counter Invoices (RS41).
    • When Yes is selected, the 'Customer PO' field is mandatory in OE30, IN41, and RS41.

    • When No is selected, the 'Customer PO' field is optional in OE30, IN41 and RS41.

  • 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.

  • Backorder Acceptance - this field indicates whether or not Back Orders are accepted by the Customer.
    • When Yes is selected, the Customer accepts Back Orders.

    • When No is selected, the Customer does not accept Back Orders. This 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 Schedule Invoices/Credits (IN43).

  • BO Release Priority - the Back Order Release Priority field determines the priority for releasing Back Orders. Valid priorities are 0 to 9; the higher the priority code, the higher the priority when Back Orders are released by Release Backorders (OE61) 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.

    Note: If you are using the Copy function to create a new Customer Master record, the BO Release Priority field is not copied to the new Customer Master record; instead the BO Release Priority field defaults to a '5' on the new record and must be changed manually, as required.

  • Order Type - the Order Type set in SU13 determines the default Order Type that displays in OE30, IN41 and RS41. Enter or select from the drop list an Order Type. Valid values include:
    • R-Regular
    • S-Sample
    • F-FOB

  • Order Confirmation Required - this field determines whether or not an Order confirmation is required by the customer.
    • When Yes is selected, an 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.

    • When No is selected, an Order Confirmation is not required.

• 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.

  • Tax Lic. 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 Lic. 1 prints on Customer Invoices.

  • Tax Lic. 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 Lic. 2 prints on Customer Invoices.

• In the Statements section:
  • Send Statements - the method by which Statements are sent. Enter or select from the drop list the 'Send Statements' method. Valid options include:
    • F - Fax (Castelle Faxpress); select when the Fax option (Castelle FaxPress) 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 your 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.

  • E-mail Account's Statements to Contact - this field is available only when Send Statements is set to 'E'. Enter or select from the lookup the Contact to E-mail the Statement from AR85 to. You do not need to enter the E-mail address, only the Contact Name.
    • The lookup opens the Contact Master (EC30) view. The Contact Master information displays the contacts set up in EC30/SU20.

    • In PointForce Enterprise (PFE) 6.1, all contact information is currently maintained in PFE and available in iTopia as 'view only'. If a contact does not exist in the Contact Master (EC30) view in iTopia, you must return to EC30/SU20 in PFE and add the contact before you can select the contact in iTopia.

    • Note: When you open the Contact Master (EC30) 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 Contact Master (EC30) 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.

  • Print Message on Statements - select Yes to have the messages created in Collection/General Messages (AR01) print on the Customer's Statement (AR85). Select No and the message(s) do not print on the statement.

• In the Invoicing section:
  • Send Invoice - identifies the method by which the Invoices are sent. Enter or select from the drop list a Send Invoice option. Valid options include:
    • S - Send Invoice with Goods; Print Invoices/Credit Notes (IN42) 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 the Invoice Action to 'S'.

    • M - Mail the Invoice Separately; IN42 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; IN42 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 is an Invoice that is only required internally, such as a Cash Sales Invoice and internal billings.

    • F - Fax (Castelle Faxpress); 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 click here. 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 faxing click here. 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 click here. 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 click here. 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 either fax or e-mail, then IN42 sorts the invoices into Customer sequence; this supersedes the Print Invoice Sequence setting in CC00/Invoicing (which could 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.

  • E-mail Invoice to Contact - the E-mail Contact field is available only when Send Invoice field is set to 'E'. Enter or select from the lookup the 'Contact to E-mail' the Invoice to.
    • The lookup opens the Contact Master (EC30) view. The Contact Master information displays the contacts set up in EC30/SU20.

    • In PointForce Enterprise (PFE) 6.1, all contact information is currently maintained in PFE and available in iTopia as 'view only'. If a contact does not exist in the Contact Master (EC30) view in iTopia, you must return to EC30/SU20 in PFE and add the contact before you can select the contact in iTopia.

    • Note: When you open the Contact Master (EC30) 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 Contact Master (EC30) 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.

  • Invoice To - identifies the address that prints in the 'Sold To' section on the Order Confirmation and Invoice. Enter or select from the lookup the 'Invoice To' code. Valid options include:
    • S - Same as Customer; the Address from the Customer Master (SU13) view. 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 the 'Invoice To' field affects the address printed in the Sold To and Ship To fields on the Shipping Document and Sales Invoice, click here.

      Note: The 'Invoice To' field in OE30, IN41 and RS41 automatically displays the value from SU13. You can change the 'Invoice To' field in OE30/IN41/RS41.

  • 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 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 Master record for the Paying Office.

  • 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

  • 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.

  • Print Discount - this field dictates how Discount is calculated which impacts the invoice line extension as well as how the discount is presented on the printed invoice.
    • When the Print Discount check box is selected (i.e. Print Discount is ON), 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.

    • When the Print Discount check box is NOT selected (i.e. Print Discount is OFF), 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.

• In the Payment Processing section:
  • Payment Method - when you select a Payment Method in this field, the Payment Method for the 'First Payment' field in OE30/Total, IN41/Total and RS41/Total defaults to that selection. 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 for the 'First Payment' field.

    If you want to set the Payment Method default, enter or select from the lookup a Payment Method. Valid options include:

    • EFT (Electronic Funds Transfer) via a credit card - Payment Methods are set up in Maintain Payment Methods (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.

  • Level 3 Reporting - when you select 'No', Level 3 Reporting is not invoked for the customer. When you select 'Yes', the Level 3 Reporting 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.
    • Note: This field does not enable Level 3 Reporting for customers with an automated gateway license.

• The Summary Invoicing module is an optional module in PointForce Enterprise. The following fields are available in the Summary Invoicing section:
  • Summary Invoicing - when 'Yes' is selected, Summary Invoicing is available for the customer; when 'No' is selected, Summary Invoicing is NOT available.
    • 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 an overview of Summary Invoicing, click here.

    • Note: Summary Invoicing must also be set up in CC00/Summary Invoicing.

  • Summary Invoicing-Avail to Retail Sales - when 'Yes' is selected, the Summary Invoice option is active in RS41 for the customer. When 'No' is selected, the Summary Invoice option is not active in RS41 for the customer.
    • 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 Master 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 - when 'Yes' is selected, then Accrual Invoices print for this customer IF the global 'Print Accrual Invoices' flag is set in CC00/Summary Invoicing. When 'No' is selected, then Accrual Invoices do not print for this customer.
    • Note: The Summary Invoicing-Print Invoices field is only available in SU13 when the global 'Print Accrual Invoices' flag in CC00/SI is selected.

    • Note: If the global flag is selected but the Customer Master flag is not selected, 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.

• In the General Information section:
  • Customer Type - enter or select from the drop down 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 Master record represents a Warehouse or Store Location to process Warehouse transfers, the Customer Type code must be set to '9'.

  • Language - enter or select from the drop down list the Language code for Sales Order/Invoice headings and Product descriptions. Valid options are:
    • E - English
    • F - French

  • Mailing Label - when 'Yes' is selected, Mailing Labels for this customer can be printed via Print Customer Listings (SU15). When 'No' is selected, then Mailing Labels for this customer cannot be printed via SU15.

    The Mailing Labels are based on the following information:

    • In the Header Info section of the SU13/Details page.
      and
      
    • The Attention information from Maintain Customer Attn Master (SU18).

  • 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).

  • Order Stream Client - when 'Yes' is selected, this Customer is included in the Inventory update created from Build Customer/Inventory Export Files (ES50). This option is only available to Customers with Order Stream installed.

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

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

  • 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.

  • 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 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.
    • If you are specifying an external web server page then you can omit the leading "http://" and select 'Yes' in the HTTP Flag field.

  • 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.

  • Intranet - enter a contact related web page from an internal web server (Intranet) or from a web page stored on your regular server. Click on to open the web browser and view the page.
    • If you are specifying an internal web server page then you can omit the leading "http://" and select 'Yes' in the HTTP Flag field.

  • HTTP Flag - select 'Yes' to automatically include "http://" in front of the Internet or Intranet field contents.

• The Order Management Controls section is only available when Order Management is activated in CC00/Order Entry/Order Management. If Order Management is not activated, these fields are gray and cannot be accessed.

  The fields under the Order Management Controls (except Zone) are used to define the priority assigned to the current Customer's Sales Order. For details on how Order Priority is determined, click here.

  The following fields are available in the Order Management Controls section:

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

  • Apply Credit Weighting - when 'Yes' is selected, 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. When 'No' is selected, the Credit Limit check is not invoked.

  • Apply Delinquency Weighting - when 'Yes' is selected, a delinquency check is invoked. If the Customer's account is delinquent, the appropriate weighting from CC00/Order Entry/Order Management/Priority Weightings is applied. When 'No' is selected, the delinquency check is not invoked.

  • Zone - enter or select from the lookup the Zone that represents the location of the customer. Zones are defined in Zones (SU09). This is a mandatory field.

  Here are some general rules that apply to the Order Management Control fields:

  • If you change the Zone, the following message displays: "The Zone has changed for this Customer. Would you like all Unscheduled Orders for this Customer to be automatically updated with the new Zone? Y/N".

  • If the Customer is a Paying Office and changes are made to the Order Management Controls for the Paying Office (with the exception of Zone), a warning message displays when you click Save or Submit to update the customer record.

  • If the Customer has a different Paying Office and changes are made to the Order Management Controls (with the exception of Zone), a warning message displays.

• In the Pricing section:

  Note: If you are set up for Hierarchy Price Controls in CC00/Support, and you want to add Price Lists (Contract or Specials) and/or select the 'Continue Price Check' flag, please click on Continue or select the Customer Price List (SU13) related resource on this page. The Customer Price List view will open, allowing you to enter Price Lists and set the Continue Price Check flag.

  • 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.

  • Pricing Level Type - select a Pricing Level Type from the drop list. This field and the 'Pricing Level' field (the following 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, see point #9 in IM18 Product & Price List Rules.

  • Pricing Level - the Pricing Level field 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.

  • Flyers Eligible - when 'Yes' is selected, the customer is eligible to receive Flyer prices. Flyers are set up in IM8. When 'No' is selected, the customer is not eligible to receive Flyer pricing.

  • Common Quote Eligible - when 'Yes' is selected, the customer is eligible for Common Quotes. Common Quotes are set up in IM18. When 'No' is selected, the customer is not eligible to receive Common Quote pricing.

• In the Best Price Controls-Contracts and Best Price Controls-Specials sections are only available when you are set up for Best Price Controls in CC00/Support. If you are set up for Hierarchy Price Controls in CC00/Support, these sections are not available i.e. these sections are hidden from your view.

  iTopia applies 'best price' logic to price orders. A search through the pricing module is performed to find the best price available for this customer. The contract/special price lists and best price control flags in the customer's master file record (SU13) are examined to determine the best price.

  A customer may have multiple contract and/or special price lists assigned in SU13. The pricing routine starts at the top of the list and looks for a match for that product. If no match is found in the first price list, then the routine goes to the next price list, and so on.

  If there is a match and that price list type is 'contract', then the pricing routine checks the Best Price Controls-Contract flags to see if it should continue looking for a better price (possibly in another contract or special price list, flyer or quantity break price). If there is a match and that price list type is 'special', then the pricing routine checks the Best Price Controls-Special flags to see if it should continue looking for a better price (possible in another contract or special price list, flyer or quantity break price).

  How does Best Price Control work? Here are two examples that illustrate Best Price Control:

  • When Best Price Contracts are in effect, and Customer ABC has a Contract to buy Product 1001 for $5.50/ea as defined in IM18, the system can search through Common Quote pricing, Special pricing, Flyer pricing and Quantity Break Level pricing to find a better price, if all of the selections in the Best Price Controls-Contracts section are set to 'Yes'.

  • When Best Price Specials are in effect, and Customer ABC has a special quoted price to buy Product 2001 for $4.25/ea as defined in IM18, the system can search through Common Quote pricing, Special pricing, Flyer pricing and Quantity Break Level pricing to find a better price, if of the selections in the Best Price Controls-Specials section are set to 'Yes'.

  The following fields are available in the Best Price Controls-Contracts section and when set to 'Yes', are included in the best price search:

  • Check Contract Price-Contracts - if the Customer has a Contract price for the current Product on the Sales Order, the system searches to see whether a better price exists for the Product on another Contract.

  • Check Special Price-Contracts - if the Customer has a Contract price for the current Product on the Sales Order, the system searches to see whether a better price exists for the Product on a Special price list.

  • Check Common Quote Price-Contracts - if the Customer has a Contract price for the current Product on the Sales Order, the system searches to see whether the Common Quote price for the Product is a better price.

  • Check Flyer Price- Contracts - if the Customer has a Contract price for the current Product on the Sales Order, the system searches to see whether the Flyer price for the Product is a better price.

  • Check Master QB Price-Contracts - if the Customer has a Contract price for the current Product on the Sales Order, the system searches to see if there is a better Quantity Break Level price (from the Master Price List) for the Product.

  The following fields are available in the Best Price Controls-Specials section and when set to 'Yes', are included in the best price search:

  • Check Contract Price-Specials - if the Customer has a Special price for the current Product on the Sales Order, the system searches to see whether a better Contract price exist for the Product.

  • Check Special Price-Specials - if the Customer has a Special price for the current Product on the Sales Order, the system searches to see whether a better price exists for the Product on another Special price list.

  • Check Common Quote Price-Specials - if the Customer has a Special price for the current Product on the Sales Order, the system searches to see whether the Common Quote price for the Product is a better price.

  • Check Flyer Price-Specials - if the Customer has a Special price for the current Product on the Sales Order, the system searches to see if there is a better Flyer price for the Product.

  • Check Master QB Price-Specials - if the Customer has a Special price for the current Product on the Sales Order, the system searches to see if there is a better Quantity Break Level price (from the Master Price List) for the Product.

• The CRM section is only available when the CRM module is active in PointForce iTopia. If CRM is not active, these fields are unavailable. The following fields are available in the CRM section:
  • Account Manager - enter or select from the lookup a CRM Account Manager for this Prospect or Customer. 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 Master. You can edit this field as required.
    • The Account Manager information is maintained in the CRM Account Manager table, in the CRM module.

  • CRM Teams - enter or select from the lookup a CRM Team for this Prospect or Customer. 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 Customer Master. You can edit this information as required.
    • The CRM Teams information is maintained in the CRM Teams table, in the CRM module.

  • 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 Master. 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.

  • Close Date Fiscal Year - this field is automatically populated when the Projected Close Date is entered. Note: If the date entered is outside of the date range in Maintain Fiscal Dates (CC90), then this field will remain blank.
    • You can use the information from this field and the 'Close Date Fiscal Period' to forecast the potential sales for each fiscal year/month.

  • Close Date Fiscal Period - this field is automatically populated when the Projected Close Date is entered. Note: If the date entered is outside of the date range in CC90, then this field will remain blank.
    • You can use the information from this field and the 'Close Date Fiscal Year' to forecast the potential sales for each fiscal year/month.

  • Probability % - Account - using the drop down 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 Master. 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.

  • 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 $ along with the 'Projected Close Date' and 'Probability %-Account' fields are used to produce Account Pipeline statistics views that can be found under the Customer Relationship Management/CRM Report Views folder.

  • Initial Campaign - enter or select from the query the initial campaign that initiated the sale for the Prospect or Customer. 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 Master. You can edit this information as required.
    • The Campaign codes are maintained in the CRM Campaign table, in the CRM module.

  • Sales Source - enter or select from the lookup the sales source, for example a trade show, campaign, employee, website, etc. that was the source for the initial sale. 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 Master. You can edit this information as required.
    • The Sales Source codes are maintained in the CRM Sales Source table, in the CRM module.

  • Sales Stage - enter or select from the lookup 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. 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 Master. You can edit this information as required.
    • Sales Stage codes are maintained in the CRM Sales Stage table, in the CRM module.

  • Sales Status - enter or select from the lookup 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'. 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 Master. You can edit this information as required.
    • Sales Status codes are maintained in the CRM Sales Status table, in the CRM module.

  • Initial Trade Show - enter or select from the lookup the initial Trade Show Code that initiated the sale for the Prospect or Customer. 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 Master. You can edit this information as required.
    • Initial Trade Show codes are maintained in the CRM Trade Show table in the CRM module.

  • Contact Method Preferred - enter or select from the lookup the method by which the Prospect or Customer prefers to be contacted. For example, the Prospect or Customer may prefer to be contacted by e-mail or telephone. 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 Master. You can edit this information as required.
    • Contact Method Preferred codes are maintained in the CRM Contact Method table, in the CRM module.

  • NAICS Code - enter or select from the lookup an appropriate NAICS code for this Customer. NAICS is the North American Industry Classification System. 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 Master. 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.

    • The NAICS numbering system is a 6-digit code that is maintained in the CRM NAICS Code table, in the CRM module.

  • SICS - enter or select from the lookup 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. 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 Master. 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.

    • The SIC codes are maintained in the CRM SIC Code table, in the CRM module.

• In the Activity View section, an embedded view displays: the Activity View is a summary of the Account Activity for the current Customer or Prospect. This section is only available when the CRM module is active in PointForce iTopia. The following columns are included in the Activity View:
  • Type
  • Activity Type Icon
  • Description
  • Stage
  • Activity Stage Description
  • Busy Status
  • Percent Complete
  • Due Date
  • Due Time
  • Activity Owner
  • Contact

  For complete Activity information on the Customer or Prospect, see the Account Activity view in the Customer Relationship Management module.

• 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 Price Lists
• Customer Attributes
• Account Notes
• Account Notes-Consolidated
• Activity Notes
• Account Campaign
• Account Trade Show

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