4 Enter User Defined Data for Customers, Suppliers and Items

This chapter contains these topics:

Section 4.1, "Entering User Defined Data,"
Section 4.2, "Entering User Defined Data for Customers,"
Section 4.3, "Entering User Defined Data for Suppliers,"
Section 4.4, "Entering User Defined Data for Items,"
Section 4.5, "Entering User Defined Data for Item Branch."

4.1 Entering User Defined Data

You use the user defined data programs for customers, suppliers, and items to provide default information for the customers and items on sales orders, the suppliers and items on purchase orders, and for shipments. However, you can use the data for other purposes, such as storing additional information about customers, suppliers, and items that is not in the master tables.

You use the following four programs to store data in the accompanying tables:

Customer Defaults-User Defined (P03016), Customer Defaults-User Defined (F03016)
Supplier Defaults-User Defined (P04016), Supplier Defaults-User Defined (F04016)
Item Master-User Defined (P41166), Item Master User-Defined Data (F41166)
Item Branch-User Defined (P41266), Item Branch-User Defined (F41266)

The following function exits are available:

User Data Type Selection (F2) to access the User Data Type Selection window (P4056W) and choose a data type.
Notes (F14) to add textual information about the user defined data.

You can set the processing options to display the data type and also prevent users from changing the data type.

4.1.1 Header Fields

You can enter either the short or long address number for a specific customer or supplier, which must exist in a Customer or Supplier Master record.

You can enter the short, second, or third item numbers, which must exist in the Item Master. You must precede the item number that you are entering with the symbol identifying the type of item number (short, second, or third). The symbol is blank for the primary format. The Item Branch-User Defined program verifies the item number based on the symbols you define in the Branch/Plant Constants program (P41001) for the Branch/Plant you enter. The Item Master-User Defined program verifies the item number using the symbols from the Branch/Plant Constants for Branch/Plant ALL.

When completing the Group field, the name of the customer group must exist in UDC 40/UC, the name of the supplier group must exist in UDC 40/US and the name of the item group must exist in UDC 40/UI. You use this when a type of default information is common to a group of customers, suppliers or items.

4.1.2 Multi-Currency

After you activate Multi-Currency for your system, the Currency Code field displays. If you do not need to designate a currency for any data types, you can set the Multi-Currency processing option to conceal the Currency Code field.

You can leave the Multi-Currency field blank and the program enters the currency code from the:

Customer or Supplier Master table for the Customer or Supplier Defaults programs
Company 00000 if you complete the Customer or Supplier Group field in the program Customer or Supplier Defaults programs
Company 00000 for the Item Master Defaults program
Branch/Plant company for the Item Branch Defaults program

If you set the Multi-Currency processing option to conceal the Currency Code field, the program stores all amounts you enter using the display decimals for the field from the data dictionary rather than the display decimals for the currency.

4.1.3 What You Should Know About

Topic	Description
Adding Records	You can add a record by entering a value in either key field (Customer or Customer Group, Supplier or Supplier Group, Item or Item Group), but not both. You can leave the Data Type field blank if you set this up as a value in the UDC 40/UD. After you locate records, you can add new records by changing any of the fields and click Add. If this record already exists, you receive an error.
Locating Records	You can locate records by completing the Data Type field and either the Customer or Customer Group, Supplier or Supplier Group, or Item or Item Group fields. You can leave the Data Type field blank if you set this up as a value in the UDC table. To review a list of Data Types for which records exist, complete the Customer or Customer Group, Supplier or Supplier Group, or Item or Item Group fields and choose User Data Type Selection (F2) to access the values on the User Data Type Selection Window (P4056W).
Changing Records	After you locate a record, you can change any of the fields and click Change. You cannot change the Data Type field, the Customer or Customer Group, Supplier or Supplier Group, or Item or Item Group fields. If you attempt to change these fields, the program does not change the original record and issues an error stating you cannot change the record. If this record already exists, you receive an error instructing you to first locate the record.

Topic

Description

Adding Records

You can add a record by entering a value in either key field (Customer or Customer Group, Supplier or Supplier Group, Item or Item Group), but not both.

You can leave the Data Type field blank if you set this up as a value in the UDC 40/UD.

After you locate records, you can add new records by changing any of the fields and click Add. If this record already exists, you receive an error.

Locating Records

You can locate records by completing the Data Type field and either the Customer or Customer Group, Supplier or Supplier Group, or Item or Item Group fields.

You can leave the Data Type field blank if you set this up as a value in the UDC table.

To review a list of Data Types for which records exist, complete the Customer or Customer Group, Supplier or Supplier Group, or Item or Item Group fields and choose User Data Type Selection (F2) to access the values on the User Data Type Selection Window (P4056W).

Changing Records

After you locate a record, you can change any of the fields and click Change.

You cannot change the Data Type field, the Customer or Customer Group, Supplier or Supplier Group, or Item or Item Group fields. If you attempt to change these fields, the program does not change the original record and issues an error stating you cannot change the record. If this record already exists, you receive an error instructing you to first locate the record.

4.1.4 Before You Begin

Set the Active Status field in the User Data Field Control program (P40060) to display only the fields you want to view or attach another data item to a generic field for a data type.

4.2 Entering User Defined Data for Customers

The Customer Defaults-User Defined program (P03016) allows you to maintain user defined data for customers.

You can store multiple types of user defined data for the same customer or customer group using a value in the Data Type field to distinguish the type of information.

The primary purpose for this data is to provide default customer data for the user defined data on sales orders. However, you can also use it to store additional information about customers that is not in the Customer Master table (F0301).

To enter user defined data for customers

Navigation

From Sales Order Management (G42), enter 29

From Sales Order Management Setup (G4241), choose User Defined Data

From User Defined Data (G42412), choose Customer Defaults

On Customer Defaults, complete the following field:
- Data Type
Figure 4-1 Customer Defaults screen

Description of "Figure 4-1 Customer Defaults screen"
Complete one of the following fields:
- Customer
- Customer Group
Complete any of the following fields and click Add.
- Number 1-4
- Code 1-10
- Date 1-3
- Quantity 1-3
- Unit of Measure
- Amount 1-3
- Reference 1-9

Field	Explanation
Customer Group	A user defined code (40/UC) that identifies a customer group for the purpose of entering customer user defined data to serve as defaults for the user defined data on sales orders.

4.2.1 Processing Options

See Section 10.1, "Customer Defaults-User Defined (P03016)."

4.3 Entering User Defined Data for Suppliers

The Supplier Defaults-User Defined program (P04016) allows you to maintain user defined data for suppliers.

You can store multiple types of user defined data for the same supplier or supplier group using a value in the Data Type field to distinguish the type of information.

The primary purpose for this data is to provide default supplier data for the user defined data on purchase orders. However, you can also use it to store additional information about suppliers that is not in the Supplier Master table (F0401).

To enter user defined data for suppliers

Navigation

From Sales Order Management (G42), enter 29

From Sales Order Management Setup (G4241), choose User Defined Data

From User Defined Data (G42412), choose Supplier Defaults

On Supplier Defaults, complete the following field:
- Data Type
  
  Figure 4-2 Supplier Defaults screen
  
  Description of "Figure 4-2 Supplier Defaults screen"
Complete one of the following fields:
- Supplier
- Supplier Group
Complete any the following fields and click Add.
- Number 1-4
- Code 1-10
- Date 1-3
- Quantity 1-3
- Unit of Measure
- Amount 1-3
- Reference 1-9

Field	Explanation
Supplier Group	A user defined code (40/UC) that identifies a supplier group for the purpose of entering supplier user defined data to serve as defaults for the user defined data on purchase orders.

4.3.1 Processing Options

See Section 10.2, "Supplier Defaults - User Defined (P04016)."

4.4 Entering User Defined Data for Items

The Item Master Defaults-User Defined program (P41166) allows you to maintain user defined data for items.

You can store multiple types of user defined data for the same item or item group using a value in the Data Type field to distinguish the type of information.

The primary purpose for this data is to provide default data for the user defined data on the Item Master. However, you can also use it to store additional information about items that are not in the Item Master table (F4101).

To enter user defined data for items

Navigation

From Sales Order Management (G42), enter 29 From Sales Order Management Setup (G4241), choose User Defined Data From User Defined Data (G42412), choose Item Master Defaults

On Item Master Defaults, complete the following field:
- Data Type
Figure 4-3 Item Master Defaults screen

Description of "Figure 4-3 Item Master Defaults screen"
Complete one of the following fields:
- Item
- Item Group
Complete any the following fields and click Add.
- Number 1-4
- Code 1-10
- Date 1-3
- Quantity 1-3
- Unit of Measure
- Amount 1-3
- Reference 1-9

Field	Explanation
Item Group	A user defined code (40/UI) that identifies an item group for the purpose of entering item user defined data to serve as defaults for the user defined data on sales orders or purchase orders.

4.4.1 Processing Options

See Section 10.3, "Item Master - User Defined (P41166)."

4.5 Entering User Defined Data for Item Branch

The Item Branch-User Defined program (P41266) allows you to maintain user defined data for items in a Branch/Plant.

You can store multiple types of user defined data for the same item or item group within a branch using a value in the Data Type field to distinguish the type of information.

The primary purpose for this data is to provide default data for the user defined data on the Item Branch. However, you can also use it to store additional information about items that are not in the Item Branch table (F4102).

The Branch/Plant must exist in the F4102 table and you must have security access to enter or modify items in the Branch/Plant. If you use a default Branch/Plant, the value displays in the field. If the Branch/Plant field is blank when the screen displays, you might want to review the settings in the Default Location/Printers program (P400951).

To enter user defined data for item branch

Navigation

From Sales Order Management (G42), enter 29

From Sales Order Management Setup (G4241), choose User Defined Data

From User Defined Data (G42412), choose Item Branch Defaults

On Item Branch Defaults, complete the following fields:
- Data Type
- Branch/Plant
Figure 4-4 Item Branch Defaults screen

Description of "Figure 4-4 Item Branch Defaults screen"
Complete one of the following fields:
- Item
- Item Group
Complete any the following fields and click Add.
- Number 1-4
- Code 1-10
- Date 1-3
- Quantity 1-3
- Unit of Measure
- Amount 1-3
- Reference 1-9

Field	Explanation
Item Group	A user defined code (40/UI) that identifies an item group for the purpose of entering item user defined data to serve as defaults for the user defined data on sales orders or purchase orders.

4.5.1 Processing Options

See Section 10.4, "Item Branch - User Defined (P41266)."