Customer F/M (ARF910)

Use this program to create and maintain records in the customer file. Each record contains a customer number and general information relevant to the customer. This file is the backbone of the Accounts Receivable System and is referenced by virtually all programs in the Accounts Receivable and Sales Orders Systems.

Customer numbers may be automatically assigned by the system. Before entering customers, you must set up at least one customer class, customer price class, GL posting table, salesperson/territory, tax code, and terms code. Customers with open SO or AR documents, payment history and ship-to’s may not be deleted. Also, customers may not be deleted in this program if they are defined in any other files in the system.

If you use Counter Sales in Sales Orders, set up at least one cash customer for all Counter Sale cash customers.

In addition, create at least one false customer to be used to transfer sales history to when deleting a customer from the customer file. The system automatically prompts you for the customer number to transfer to and transfers sales history to that false customer number in sales analysis.

For more information how to use maintenances, refer to the following topics:

How to use file maintenance programs =

Access this program by choosing Accounts Receivable-->File Maintenances-->Customer F/M.

Main Screen

1 Customer number

Enter the customer number (up to 10 characters). Press F1 to assign the next available customer from the Nonstatic Contract F/M. The word NEXT is displayed until all fields are entered, then the actual number is displayed before the record is added to the file. Press F2 or $image\find_shg.gif$ to search.

2. Customer Name

Enter the customer name (up to 30 characters).

3. Address 1

Enter the customer address (up to 30 characters). If only one address line is needed, use the first.

4. Address 2

Enter the second line of the customer address if needed (up to 30 characters).

5. City

Enter the city name (up to 15 characters).

6. State

Enter the state name using the two-character designation provided by the post office.

7. Zip Code

Enter the zip code (up to 10 characters).

8. Address 3

Enter line three of the customer’s address (up to 30 characters). Press Enter (CR) or $image\refresh_shg.gif$ to default to city, state and zip, entered from the previous fields. Address 3 may be used for international addresses. Address 3 will be used for all printouts, instead of city, state and zip.

9. Phone #1

Enter the phone number including area code, dashes and extension, if needed (up to 17 characters).

10. Phone #2

Enter the second phone number of the customer if needed (up to 17 characters).

11. Alpha

Enter the alphabetic sort key (up to 10 characters) to be used to sort customers alphabetically for printouts and searches. In most cases, the first 10 characters of the customer’s last name will be a good sort key. If more than one customer has the same first 10 characters, you may wish to make the sort key unique. Press Enter (CR) to default to the first 10 characters of the customer name.

12. Contact #1

Enter the name of the person you work with at this customer’s office (up to 25 characters). If only one contact is needed, use the first.

13. Email

Enter the email address for the person entered as contact #1 above.

14. Contact #2

Enter the name of another person you work with at this customer’s office (up to 25 characters).

15. Email

Enter the email address for the person entered as contact #2 above.

16. Web Site

Enter the company’s Internet address on the World Wide Web. You can select the $image\weblink_shg.gif$ button to access the company’s Internet on the World Wide Web.

Press the Corp Groups button to access Corporate Groups for Selected Customer (ARE995.C) where you can seethe corporate groups the selected customer belongs to and to add or delete that customer from a corporate group.

Accounting Screen

1. Terms Code

Enter the terms code (up to 2 characters). The entry must be a valid terms code. Press Enter (CR) to default to the terms code of the customer just entered. Press F2 or $image\find_shg.gif$ to search.

2. GL table

Enter the GL posting table to which this customer belongs (up to 3 characters). The entry must be a valid GL posting table. This GL table determines how the customer is to post to the general ledger module. Press Enter (CR) to default to the General Ledger posting table of the customer just entered. Press F2 or $image\find_shg.gif$ to search.

3. Tax Code

Enter the tax code that applies to this customer (up to 8 characters). The entry must be a valid tax code. Press Enter (CR) to default to the tax code of the customer just entered. Press F2 or $image\find_shg.gif$ to search. Click $image\PREVMENU_shg.gif$ to select a default Tax Code for the customer.

4. Tax Rate

Enter whether the tax rate is H-high, L-low, or X-exempt status. Press Enter (CR) to default to H. If tax rate is not applicable, enter H for all customers.

5. Tax Exempt Number

Enter the tax-exempt number if applicable (up to 20 characters). This field is a memo field.

6. Credit Limit

Enter the credit limit, if applicable (0- 9999999). Press Enter (CR) to default to 0. The credit limit is used while in the sales orders system (see SO Static Control F/M and SO Entry Options F/M) and AR invoicing (see AR Static Control F/M).

7. Credit Check

Indicate the credit check preference for this customer. You can select from: N--not to acknowledge, M- to flash a message and continue, R to refuse entry of the document, H-to automatically place the SO document on hold (not applicable in AR Invoice Entry - will flash a message and continue), or P- to indicate the correct password must be entered to continue (see next field) in the occurrence where a customer fails the credit check. Press Enter (CR) to default to N.

8. Credit Check Days

Enter the maximum days past the aging date (as set in the Age on Due/Invoice Date field) before the credit check fails. The system initially displays the value entered in the Default Credit Check Days field of the Aging Control F/M (ARF962) program as the default when new customer records are created. Press Enter (CR) or $image\none_shg.gif$ to default to None.

During AR Invoice Entry and SO Entry programs, the system will perform an aging on the customer entered. If the credit check days is, for example, 30 days past due date and the customer has any invoices over 30 days past due, then the customer fails the credit check.

9. Grace Period

Enter the number of days grace given to a customer before charging the service charge (0-999) when running the Service Charge Register. This grace period is added to the grace period for all customers as set in the service charge control record F/M. Press Enter (CR) to default to 0.

10. Active

Indicate whether the customer is active. If you do not select this checkbox, no sales processing is allowed for this customer (i.e., no sales orders may be processed) (checks may be entered). Press Enter (CR) to default to selected.

11. On Hold

Indicate if this customer is on hold. If you select this checkbox, no orders can be entered for the customer. Press Enter (CR) to default to unselected.

12. Use Ledgercards

Indicate whether to store ledgercards. Press Enter (CR) to default to unselected.

13. Dunning Letters

Indicate whether this customer is to receive dunning letters. Enter 0-5 to indicate the number of the last dunning letter sent; (e.g., the entry Y5 indicates that dunning letters are sent and the number of the last letter sent was 5.) Press Enter (CR) to default to 0.

14. Last Dun Sent

Enter the dunning letter number last sent to this customer. Dunning letters numbers represent different past due notices, which are set up in the Dunning Letter subsystem of this module.

15. Statement Code

Enter the statement code (1 character, N-never). Press Enter (CR) to default to 0. Entering N indicates this customer can never have a statement printed. If statements are printed once a month for all customers you may enter, for example, 1. When you print statements each month the Statement Print program will ask which statement codes to print. If you enter 1, all (eligible) customers with a statement code of 1 assigned in the customer file will have a statement printed. Another example would be if you send statements 4 times a month to 4 different types of customers. You might assign statement codes 1, 2, 3 and 4. Then during the month when you wanted to print statements for the specific types of customers you would enter either 1, 2, 3 or 4 in the Statement Print program.

Invoicing Screen

1. Price Level

If inventory prices are set up in price levels, enter the level for this customer (up to number of levels used: 0-6). Price levels are used to charge customers different prices. For example, you have two types of classes; wholesale and retail customers. This option would allow you to set two types of level pricing for wholesale - level 1 and retail - level 2. Press Enter (CR) to default to the price level of the customer just entered. If price levels are not used, enter zero.

2. Invoice Discount

The invoice discount is set in the SO static control record as either not used or a dollar amount or a percentage. If set as a percentage, enter the default invoice discount percent for this customer (.00-99.00). Press Enter (CR) to default to 0.

3. Commission %

Enter the commission percent for this customer (.00-99.00). If commissions are not calculated based on customer (set in the SM Company Control F/M), it will not be used. Press Enter (CR) or $image\none_shg.gif$ to default to 0.

4. Message

Enter the message if needed (up to 20 characters). This message appears on the screen during sales order entry programs as a reminder and will not print anywhere for the customer to see.

5. Zone

Enter the UPS ship-to zone. This will be used to calculate UPS freight charges in Sales Orders.

6. Commercial/Resident

Enter whether a delivery to this customer is a Commercial or Residential UPS ground delivery. UPS charges different amounts for residential and commercial deliveries. Press Enter (CR) to default to commercial.

7. Route

Enter a route number for the customer, if routing is activated in the SO Static Control F/M. The program defaults to the first route on file. Press F2 or $image\find_shg.gif$ to search.

8. Ship-To

Enter the ship-to number for this customer (up to 5 characters). The program defaults to SAME, meaning the ship-to address is the same as the customer’s billing address. Press F2 or $image\find_shg.gif$ to search.

9. Ship Via

Enter a Ship Via code that indicates which shipping method to use for this customer. Press F2 or $image\find_shg.gif$ to search. Ship Via codes are created and maintained in Sales Orders -->File Maintenances-->Ship Via F/M.

Note: For any customer who will be placing orders on the web, the default ship via code entered in Customer F/M must be flagged as "Allow on Web" Ship Via F/M (SOF978). Failure to do this will cause the customer number not to be accepted on the web.

10. PO (Purchase Order) Required

Enter whether the customer purchase order number to be entered in the Reference # field in SO entry is required for billing. Options include: No - Entry is not mandatory, Yes - Entry is mandatory in SO entry programs except Credit Memo Entry and Customer Returns, or All - Entry is mandatory in all SO entry programs including Credit Memo Entry and Customer Returns. Press Enter (CR) to default to N.

11. Allow Backorder

Indicate if this customer allows backorders. Press Enter (CR) to default to selected.

12. Store SO (Sales Orders) Sales

Indicate whether to store SO (customer/item combinations) sales history. Press Enter (CR) to default to unselected. Sales history is stored for the last three customer/item combinations. There is also a removal program that may be run any time to remove sales history.

13. Store invoices

Indicate whether to store past invoice history. Press Enter (CR) to default to unselected. Invoice history stores the detail of all invoices in the SO module. There is a removal program which may be run any time to remove detailed invoice history.

14. Pymt Hist (Store Payment History)

Indicate whether to store payment history. Press Enter (CR) to default to unselected.

15. Pick Ticket Prices

Enter whether to include pricing information on the pick ticket for this customer. This flag will initially be set to ‘ ‘ (null) for all customers. Price, Pricing UM, and extension information will print below the description for each item on the pick ticket and the total of extensions will appear below the line item section if this flag is set to ‘PET’. Press Enter (CR) or $image\none_shg.gif$ to default to None.

16. Print Customer Item Numbers

Enter whether to include the customer item number on the quote, pick ticket and/or invoice/credit memo. Press F2 or $image\none_shg.gif$ to default to None.

Ship Complete

Enter the default ship complete status, or press F4-Backup to return to the preceding field.

Note: The Ship Complete field is a warehouse- and line-level designation. Refer to the Ship Complete Feature Overview topic for details.

You can select from the following options:

N Allow Partial--Indicates you want to allow the shipped quantity to be less than the ordered quantity for orders or Ship-to warehouses for this customer.

Y Ship Complete--Indicates you want to allow the quantity ordered must be the same as the quantity shipped on order line items or for Ship-to warehouses, all lines must ship complete for the specified customer.

B Balance Complete—Indicates you want to allow the quantity shipped to be less than the quantity ordered on the first shipment, but the backordered quantities must be shipped complete for orders or for Ship-to warehouses all lines can ship partial in the first shipment for this customer. Once an order line or warehouse is processed through the DSR, the line is changed to ship complete.

Order Priority

Enter the default order priority, or press F4-Backup to return to the preceding field. You can select from the following options:

N Normal—Indicates that orders for this customer have no special priority.

R Rush—Indicates that you want to advise the warehouse, via the pick ticket, that this customers orders are rush orders.

H Service Hold—Indicates that you want orders for this customer not to be shipped due to a non-credit-related reason.

19. Default Freight Method

Enter the default method to be used for this customer. You can select from: Quoted Freight or Calculated Freight

Note that Quoted freight is on the header of the order not on the warehouse level. If not all of the items from an order ship, the backorder’s quoted freight will reflect the amount of the freight originally quoted minus the amount that was billed on the first invoice.

eStorefront B2C customers should be set up with the "default freight method" fields set to "Q" for Quoted freight.

20. Allow Method Change.

Indicate whether to allow the freight method (Quoted or Calculated freight to be changed during Order Entry (SEO210), Order Confirmation (SOE310), Direct Invoice Entry (SOE510), Credit Memo Entry (SOE330) and Counter Sale Entry (SOE510) programs.

The document freight method cannot be changed once the document has been run through the Daily Sales Register.

Sales History

1. Date Opened

Enter the date the account was opened for this customer. Press Enter (CR) to default to the date the customer was entered into the customer file.

2. (Date) Last Sale

Enter the date of the most recent invoice for this customer.

3. (Date) Highest Balance

Enter the date the most money was owed by this customer.

4. (Date) Last Payment

Enter the date of the most recent payment made by this customer.

5*. Balance Current

This field is skipped and maintained by the system.

6. Balance Highest

Enter the amount of the highest balance for this customer (+/-99999999.99). Press Enter (CR) to default to 0.

7. Month-to-Date

Enter the total amount of month-to-date sales (+/-99999999.99). Press Enter (CR) to default to 0. Enter the total amount of month-to-date sales cost (+/-99999999.99). Press Enter (CR) to default to 0.

8. Year-to-Date

Enter the total amount of year-to-date sales (+/-999999999.99). Press Enter (CR) to default to 0. Enter the total amount of year-to-date sales cost (+/-999999999.99). Press Enter (CR) to default to 0.

9. Prior Year

Enter the total amount of prior year sales (+/-999999999.99). Press Enter (CR) to default to 0. Enter the total amount of prior year sales cost (+/-999999999.99). Press Enter (CR) to default to 0.

Miscellaneous Screen

1. Customer Class

Enter the customer class (up to 3 characters). The class entered must be a valid customer class. Press Enter (CR) to default to the class of the customer just entered. Press F2 or $image\find_shg.gif$ to search.

2. Customer Price Class

Enter the customer price class for this customer. This customer price class is used to group customers for use in contract pricing, costs and prices updates, and reporting purposes. Press F2 or $image\find_shg.gif$ to search.

3. Site Charge

If your system uses the Service & Repair module, use this field to establish the flat fee you want to charge this customer whenever a service technician visits the customer’s site.

If you don’t use Service & Repair, this field is not active.

4. Salesperson/Territory

Enter the salesperson/territory (up to 3 characters). The entry must be a valid salesperson/territory code. Press Enter (CR) to default to the salesperson/territory of the customer just entered. Press F2 or $image\find_shg.gif$ to search.

5. Assigned Date

Enter the date that the salesperson was assigned to this customer.

6. Lead Source

Enter the source from where the salesperson got the lead for this prospect. Press F2 or $image\find_shg.gif$ to search for valid sources, which are defined in the Lead Source F/M. This field is only valid if you have purchased TeleFACTS.

7. Geography Code

Enter the geographical location of this customer (up to 5 characters). Some of the AR reports will ask which geography code to print and will only print the code(s) you choose. Press Enter (CR) to default to the geography code of the customer just entered.

8. Branch

Enter the branch this customer belongs to. Most AR reports allow you to select the branch(es) to print. The entry must be a valid branch. Press F2 or $image\find_shg.gif$ to search.

Label Code

Enter this customer‘s label code to be sent to Radio Beacon in the "PH" record during the pick ticket print program for EWMS processing.

10. eStorefront Whse

Set the eStorefront warehouse for any customer who will be placing orders on eStorefront. Failure to do this will cause the customer number not to be accepted on the web. The current implementation of the eStorefront integration only allows orders to be placed on the web for the warehouse specified as the eStorefront warehouse for that customer.

Note that the warehouse you specify must have a ship via/warehouse combination set up in Ship Via F/M (SOF978) and the Ship Via FM record must have the Allow on web checkbox selected.

User-Defined Screen

Many users have a few pieces of information about customers, vendors, and items that are unique to their business that they would like to enter into FACTS for reference purposes. The User-Defined screen displays user-defined fields in the major file maintenances and makes them available in FACTS Inquiry programs for information only. There are 5 user-defined fields available to any user that has access to Customer F/M.

You will be able to configure these fields within the following constraints:
If the user has administrator privileges for User-defined Fields setting on the Security tab of User Code F/M (SMF410): Each field can be designated by a type--text, numeric, validated list, and date, as well as a label that can be edited in the F/M to create custom labels for each field. This allows the user to have a meaningful label other than "User Defined 1" and so on.

To configure user-defined fields:

After you select the administrator privileges for User-defined Fields setting on the Security tab of User Code F/M (SMF410).above, exit FACTS and log back in to allow this change to take effect.
Access the desired file maintenance program: Item F/M (ICF910), Vendor F/M (APF910), Ship-To F/M (ARF920), or Customer F/M (ARF910).
Access the User-Defined screen of the selected file maintenance.
Select the Configure icon or press F1, and the system displays the User-Defined Field Characteristics Entry (SMC996) program, where you can enter up to five user-defined fields and the characteristics associated with the field.

Customer F/M (ARF910)

Main

Accounting

Invoicing

Sales History

Miscellaneous

User-Defined

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Main Screen

Accounting Screen

Invoicing Screen

Sales History

Miscellaneous Screen