Creating and Updating Bill-to Customers (WCBT)
Purpose: A bill-to customer represents the person or company that is billed for an order. The system creates a bill-to customer record automatically only when the person being billed for the order is different from the customer who placed the order.
The system stores information on the bill-to customer related to payment arrangements and history; unlike the sold-to customer record, the bill-to customer table does not contain order history information.
Bill-to/sold-to association: Each customer who places orders (the customer sold-to) can be associated with no more than one bill-to customer, but each bill-to customer can be associated with more than one sold-to customer. If a bill-to customer is specified in the Bill to field for a sold-to customer, that bill-to will be added to each order that the sold-to customer places, regardless of payment method. See the system control values listed below for more information on the situations when the system automatically updates the Bill to field for the sold-to customer.
Related system control values:
• Create/Assign Bill To Customers in Order Entry (A76): determines whether you can assign existing bill-to customers to sold-to customers through Order Entry as well as through Customer Maintenance.
• Update Bill-to Address with Sold-to Address Changes (E13): controls whether to prompt the operator whenever you change a sold-to address to see if the bill-to address should receive the same updates.
In this chapter:
• Work with Bill To Customers Screen
• Create Bill-to Customer Screen
- Display Duplicate Bill To Window
• Change Bill-to Customer Screen
• Work with Bill To Phone Numbers Screen
- Create Bill To Phone Number Screen
• Work with Bill To Notes Screen
• Work with Ticklers Screen (bill-to customer view)
Related system control values: The following system control values control how the system creates new bill-to customers:
• Create/Assign Bill To Customers in Order Entry (A76) controls whether the system allows you to assign a bill-to customer to a sold-to customer in Order Entry. In this case, the system uses the sold-to customer information for the new bill-to customer.
• Allow Order for New Bill-to Without Order Hold (D84) controls whether orders associated with a new bill-to customer, created automatically by the system in Order Entry, go on UB (unreferenced bill-to) hold.
For more information: On order hold reason codes: see Introducing Order Hold Reason Codes.
Work with Bill To Customers Screen
How to display this screen: Enter WCBT in the Fast path field at the top of any menu or select Work with Bill To Customers from a menu.
Field |
Description |
A unique number assigned by the system to identify the bill-to customer. Numeric, 7 positions; optional. |
|
Name (Last/Company) |
Last Name The customer's last name. Enter a full or partial last name to list customers who match your entry alphanumerically. Alphanumeric, 25 positions; optional. Company The name of the company placing the order. Alphanumeric, 30 positions; optional. |
First name |
The customer’s first name. Enter a full or partial last name to list customers whose names follow your entry alphanumerically. Enter a full or partial last name and first name to list customers with last names and first names that follow your entry alphanumerically. Alphanumeric, 15 positions; optional. |
St (State) |
The state or province in which the customer lives or receives mail or shipments. See Setting Up the Country Table (WCTY) for more information on state codes. Alphanumeric, 2 positions; optional. |
Postal code |
The postal or zip code for this customer. Alphanumeric, 10 positions; optional. |
Screen Option |
Procedure |
Create a bill-to customer |
Select Create to advance to the Create Bill-to Customer Screen. |
Change bill-to customer information |
Select Change for a customer to advance to the Change Bill-to Customer Screen. |
Delete a bill-to customer |
Select Delete for a customer to delete it. When you delete a bill-to customer, you lose the customer's billing account history. Note: You cannot delete a bill-to customer that is associated with any unpurged orders or assigned to any sold-to customers. |
Display a bill-to customer |
Select Display for a customer to advance to the First Display Customer Bill To screen. See Create Bill-to Customer Screen for descriptions of the fields on this screen. |
Work with bill-to phone numbers |
Select Phone #’s for a customer to advance to the Work with Bill To Phone Numbers Screen. |
Review customer notes |
Select Notes for a customer to advance to the Work with Bill To Notes Screen. |
Work with ticklers associated with the bill-to customer |
Select Ticklers for a customer to advance to the Work with Ticklers Screen (bill-to customer view). |
Review email correspondence history |
Select Email history for a customer to advance to the Work with Email by Customer Bill To Number Screen. |
Work with user defined fields |
Select User Field for a customer to advance to the Work with User Fields Screen. |
Create Bill-to Customer Screen
Purpose: At the Work with Bill To Customers Screen, select Create to advance to this screen.
Duplicate bill to customer: The Display Duplicate Bill To Window displays if you try to create a bill to customer whose name and address matches an existing bill to customer.
Field |
Description |
Account # |
A unique number to identify a customer billing account. Numeric, 7 positions; display-only, assigned by the system. |
Determines the type of credit checking to apply to this customer. Valid values are: • Hold = The system places all orders for this customer on hold automatically. You must review each order, then release good orders. • Bypass = The system does not credit check orders for this customer. • Fraud = This code identifies the customer as a “fraud.” The system adds a record to the Fraud table for the customer and places all orders for the customer on “fraud” hold automatically. You must review each order for this customer, then release good orders. Entering the customer's name in the Fraud table does not by itself add Fraud to this field, although the system still holds all of the customer's orders for fraud. See Working with Customer Fraud Tables (WCFD). Optional. |
|
Match code |
A code used to identify duplicate customers based on a match on the customer's address. The system assembles a match code for each new customer, and updates the match code when you change any of the related components. Match codes are defined in the Match Code table, and may consist of components of the bill-to customer's name, company name, address and postal code. See Setting Up Match Codes (MMCH). Alphanumeric, 15 positions; display-only. |
Name |
The following 5 fields are available for you to enter the Bill-To customer's full name: Prefix A title (such as "Mrs." or "Dr.") that belongs before the customer's name. The prefix prints on labels, reports, etc. If the Validate Prefix (I27) system control value is selected, your entry is validated against the Prefix table; see Working with Prefix Codes (WPFX). Alphanumeric, 3 positions; optional. First Name The bill-to customer's first name. Alphanumeric, 15 positions; optional. Initial The customer's middle initial. Alphanumeric, 1 position; optional. Last Name The customer's last name. Alphanumeric, 25 positions; required if company name is not present. Suffix An addition to the customer's full name (such as "M.D.", "Fr.", or "III"). Alphanumeric, 3 positions, optional. |
Company |
The name of the customer's company. Alphanumeric, 30 positions; required if last name is not present. |
Street |
The customer's street address or the number of the customer's post office box (entered as P.O. Box ###). This is the primary delivery address. Alphanumeric, 32 positions; required. |
Apt/suite (Apartment/suite) |
The apartment or suite number of the delivery address. To enter an apartment or suite address: Type APT to indicate an apartment or STE to indicate a suite. Insert a space and type the number of the apartment or suite, for example: APT 4 or STE 116. Alphanumeric, 10 positions; optional. |
Address |
The customer's expanded address. Alphanumeric, three 30-position fields; optional. |
Postal code |
The postal or zip code for the customer. Required only if the Require postal code? flag is selected for the country. See Setting Up the Country Table (WCTY) for background. Validated against the Zip/City/State (Postal Code) table only if postal code is required. Alphanumeric, 10 positions; required or optional based on country. |
City |
The city where the customer lives or receives mail or shipments. Alphanumeric, 25 positions; required. |
St (State) |
The state or province where the customer lives or receives mail or shipments. Required only if the Require state? flag is selected for the country. If you enter a state, it is validated against the State table (accessible through the Work with Countries menu option; see Setting Up the Country Table (WCTY)) even if state is not required for the country. If state is required for the country, the system validates that the state you enter is assigned to the SCF for the postal code. Alphanumeric, 2 positions; required or optional based on country. |
Country |
The code for the customer's country. Country codes are defined in and validated against the Country table. Alphanumeric, 3 positions; required. |
Delivery code |
Identifies a business (commercial) or residential address and is used to calculate shipping charges by carriers who use different rate tables when shipping to homes and businesses, such as UPS. Valid values: • Business = Business rate table determines shipping charges. • Residential = Residential rate table determines shipping charges. • No Distinction = No distinction between business and residence. Only Business and Residential are valid values for U.P.S. The system defines the shipper on an order as U.P.S. if the Type field in the Ship Via table = U; see Working with Ship Via Codes (WVIA). Optional. |
PO box |
Identifies the address as a post office box. If the address is a post office box, you must use Parcel Post to ship the orders. Valid values are: • selected = this is a post office box address • unselected = this is not a post office box address |
Language code |
The language code, if any, specified for the bill-to customer. Defined in and validated against the Language table; see Working with Language Codes (WLAN), Informational only. |
Fax |
Indicates whether you can fax this customer. Valid values are: • unselected = Do not fax this customer. • selected = Fax this customer. This field is not currently implemented. |
EDI |
This field is not currently implemented. |
Currency code |
The currency code, if any, specified for the bill-to customer. Defined in and validated against the Currency Code table; see Working with Currency (WCUR). Informational only. Alphanumeric, 3 positions; optional. |
The email address where the system sends purchase orders. See Purchase Order Emails for more information. See Email Address Validation for information on how the system verifies that your entry is formatted correctly. Fraud checking: An order associated with this bill-to customer (or whose sold-to customer is assigned to this bill-to customer) goes on EB hold if this email address matches an email address in the Miscellaneous Fraud table; see Working with Miscellaneous Frauds (WMFF). Alphanumeric, 50 positions; optional. |
|
OptIn |
Indicates the preferred method of correspondence for the bill-to email address. Not currently implemented for bill-to customers’ email addresses. Valid values are: • All Emails = Email is the preferred method of correspondence. • Order Emails Only = Use email for order-related correspondence only; generate a document for other correspondence. • No Emails = Do not use email for any correspondence; generate a document instead. • Do Not Ask = Do not ask the customer for his/her email address; the customer has already been asked and has declined to provide it. The system does not generate any email correspondence to the customer, even if an email address is specified. Defaults from the Default Opt In/Opt Out Flag (G97) system control value, but you can override it. Note: The above value uses the letter O, not the number 0 (zero). Required. |
Phone # (Day, Eve, Fax or Mobile) |
The bill-to customer's day, evening and fax numbers. Note: • You can also work with the bill-to customer’s phone numbers at the Work with Bill To Phone Numbers Screen. • The Third Phone Number Type (L53) system control value determines whether the third phone number is labeled the Fax or Mobile number. • You can define a telephone number format to map to the phone numbers operators enter into the system. Telephone number formats are defined by arranging numbers and special characters such as hyphens and parenthesis in the same order and position as the numbers in a phone number would display. When an operator enters a phone number, the system compares the number of numeric characters in the phone number with the telephone number formats you have defined. In order to match a format, the phone number must have the same number of numeric positions as a telephone number format. If the system cannot find a match, the phone number does not map to a telephone number format and displays as it was entered by the operator. |
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Telephone Number Format Examples An operator enters a phone number containing 10 numbers: 5085550100 The telephone number format used in the United States to represent an area code, local exchange and local phone number is: (508) 555-0100 When an operator enters a phone number containing 10 numbers (as in the example), the phone number displays so that the first 3 positions are in parenthesis and a hyphen is between the sixth and seventh numbers, regardless of how the operator entered it into the system. If an operator enters a phone number containing 6 numbers, for example 5550100 and no format exists for 6 numbers, the phone number would display as it was entered (5550100). See Work with Telephone Number Format Screen. |
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The system calls a user-defined program to validate phone numbers outside of Order Management System if you select the External Validation for Phone Number (E64) system control value. The system provides a “hook” to the program when an operator presses Enter on a screen containing a phone number associated with a country. You can use this program to validate phone number rules for a specific country, for example, if a phone number for a country should only contain 6 numbers and the operator enters more than 6 numbers, the screen displays an error message. Phone numbers that are not associated with a country, for example, phone numbers in the Bank, Salesman, Warehouse and Ship Via tables, are not validated. The program validates phone numbers based on the following parameters: • Company • Country • State • City • Phone Number Alphanumeric, one 14-position field (phone number) and one 4-position field (phone extension); optional. |
Display Duplicate Bill To Window
This window displays if you try to create a bill to customer whose name and address matches an existing bill to customer on the system. The system determines this by assembling a match code for each bill to customer address on the system. A match code is made up of parts of the customer’s name, address, and postal code. The match is a user-defined code defined in the Match Code table.
This window displays the new bill to customer’s name and address and the matching bill to customer(s) on the system. You can:
• Select Display for the matching bill to customer to review additional name and address information to determine whether you should use the exiting bill to customer or create a new bill to customer.
• Select an existing bill to customer and select Select Exist to select an existing bill to customer instead of creating a new bill to customer.
• Select Accept Dup to create the new bill to customer.
Change Bill-to Customer Screen
To change: At the Work with Bill To Customers Screen, select Change for a bill-to customer to advance to this screen. If you change any of the information that the system extracts for the match code, the system updates the match code also. See Create Bill-to Customer Screen for remaining field descriptions.
Customer Workflow Management window: The Customer Workflow Management Window automatically displays when you select Change for a customer if open or in use ticklers exist for the bill to customer. Select Ticklers at this window to advance to the Work with Ticklers Screen (bill-to customer view) where you can review and work with ticklers associated with the bill to customer.
Work with Bill To Phone Numbers Screen
Purpose: Use this screen to review or work with phone numbers for a bill-to account.
How to display this screen: Select Phone #s for a customer at the Work with Bill To Customers Screen.
For more information: See Work with Ship To Phone Numbers Screen and Work with Bill To Customers Screen for field descriptions.
Screen Option |
Procedure |
Create a new phone number |
Select Create to advance to the Create Bill To Phone Number Screen. |
Change a phone number |
Select Change for a phone number to advance to the Change Bill To Phone Numbers screen. See Work with Bill To Customers Screen and Work with Ship To Phone Numbers Screen for field descriptions. |
Delete a phone number |
Select Delete for a phone number to delete it. |
Create Bill To Phone Number Screen
Purpose: Use this screen to create a phone number for a bill-to account.
How to display this screen: Select Create at the Work with Bill To Phone Numbers Screen.
About this screen: See Work with Bill To Customers Screen and Work with Ship To Phone Numbers Screen for field descriptions.
Work with Bill To Notes Screen
Purpose: Use this screen to enter or review notes about the customer's billing account.
How to display this screen:
• Select Notes for a customer billing account at the Work with Bill To Customers Screen.
• Select Notes at the Change Bill-to Customer Screen or Work with Bill To Phone Numbers Screen.
If you Use Workflow Management (H96):
• select Notes for a tickler whose Note type is B (bill to notes) at the Work with Tickler Screen (user/group view) or Workflow Management Screen.
• select OK at the Create Tickler Screen.
• select Notes at the Change Tickler Screen or Display Tickler Screen.
Field |
Description |
Notes |
Fields where you can view, enter, or delete customer messages. If you need more space, select Next to display additional entry fields. Alphanumeric, 60 positions per line. |
Date |
The date when the note was entered. Numeric, 6 positions (in user date format); display-only, updated by the system. |
Screen Option |
Procedure |
Enter a new note |
Enter your message in the first Note field and continue until you are done, pressing Tab to advance to the next line if necessary. |
Change an existing note |
Select Add/Change to switch to CHANGE mode. The previously entered note fields will be enterable; you can type over them as necessary. |
Switch back to ADD mode |
Select Add/Change. |
Work with Ticklers Screen (bill-to customer view)
Purpose: Use this screen to review, work with, and resolve ticklers associated with the bill-to customer.
Secured feature: If you do not have authority to the Update All Ticklers (B09) secured feature, you cannot update a tickler that is not assigned to you or your tickler groups or an error message indicates: Not authorized to change.
This secured feature controls updating a tickler by:
• selecting Change for a tickler to change it.
• selecting Delete for a tickler to delete it.
• selecting In process for a tickler to assign the tickler to yourself.
• selecting Resolve for a tickler to resolve it.
If you do not have access to this feature, you can update only ticklers assigned to you or your tickler groups. However, you can still release an order associated with the tickler from hold.
See Workflow Management Overview and Setup for an overview and required setup for workflow management processing.
How to display this screen:
• select Ticklers for a bill to customer at the Work with Bill To Customers Screen.
• select Ticklers at the Customer Workflow Management Window (which displays when you advance to the Change Bill-to Customer Screen screen).
Field |
Description |
Bill to |
The number and description of the bill to customer associated with the ticklers on the screen. Bill to number: Numeric, 9 positions; display-only. Bill to description: Alphanumeric, 40 positions; display-only. |
S (tickler status) |
The status of the tickler. Valid values: • Open = Open; the tickler is open and is available to work on in the assigned tickler work queue. • In Process = In process; the tickler is currently being worked on by the assigned user. • Resolved = Resolved; the tickler has been resolved. Optional. |
P (tickler priority) |
The priority of the tickler, indicating how important the issue associated with the tickler is to resolve (1 is the lowest priority and 9 is the highest priority). Numeric, 1 position; optional. |
Assigned (assign date) |
The date the tickler was assigned to the user or tickler user group. Numeric, 7 positions (in user date format); optional. |
Ev (tickler event code) |
The code for the tickler event that created the tickler. Valid values: • BO = Backorders • CO = Cancelled orders • HO = Held orders • MN = Manually created • NO = New orders • OO = Aged open orders • SO = Sold out orders • UP = Unconfirmed pick tickets • VP = Voided pick tickets • WF = Remote workflow See System Delivered Tickler Events. Alphanumeric, 2 positions; optional. |
Cat (tickler category) |
The tickler category assigned to the tickler. Tickler categories are defined in and validated against the Tickler Category table; see Working with Tickler Category (WTCT). Alphanumeric, 3 positions; optional. |
Tickler# |
The tickler number assigned to the tickler, from the Tickler Number number assignment record. Numeric, 9 positions; optional. |
User group |
The group ID code of the tickler user group assigned to the tickler. Tickler user groups are defined in and validated against the Tickler User Group table; see Working with Tickler User Groups (WTUG). Tickler group ID: Alphanumeric, 10 positions; display-only. |
User |
The user ID of the user assigned to the tickler. Users are defined in and validated against the User table; see Working with User Records (WUSR). Alphanumeric, 10 positions; display-only. |
Sts (Status) |
The status of the order associated with the tickler. Valid values: • blank = Open. • A = Archived to optical disk. This option is not currently implemented. • C = Cancelled. • H = Held. Note: The system highlights the held status in a different color (for example fuchsia) if the sold to customer is a new customer, based on purchase history. A new customer has placed an order, but no orders have shipped (# orders LTD is equal to or greater than 1 and # sales LTD is equal to 0 in the Customer Sold To Order History table). • P = Purged. • S = Suspended. • X = Closed. Alphanumeric, 1 position; display-only. |
Order# |
The order associated with the tickler. Numeric, 9 positions; display-only. |
Sold to |
The sold to customer associated with the tickler. Numeric, 9 positions; display-only. |
Screen Option |
Procedure |
Change a tickler |
Select Change for a tickler to advance to the Change Tickler Screen. |
Delete a tickler |
Select Delete for a tickler to delete it. You can only delete MN (manually created) ticklers. |
Display a tickler |
Select Display for a tickler to advance to the Display Tickler Screen. See the Change Tickler Screen for field descriptions. |
Release the order associated with the tickler from hold |
Select Release for a tickler to advance to the Release Reason Prompt Pop-Up Window (order header hold), Release Recipient Hold Reason Pop-Up Window (recipient hold), and/or Release Order Payment Method Window (pay type hold). If you release an order from hold for an HO (held order) tickler, the system automatically resolves the tickler. Also, the system evaluates any other ticklers associated with the order to determine if they can be resolved. |
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If you select Release for a tickler not associated with a held order, an error message indicates: Order not on hold. If you select Release for a tickler not associated with an order, an error message indicates: Tickler not eligible for this option. Note: You must have authority to the Release Held Orders (ERHO) menu option to release the order from hold. |
Select a tickler to work on |
Select In process for a tickler to change the status of the tickler from open to in process. You can only select to work with a tickler that is in an open status; if you select In process for a tickler that is in an in process or resolved status, an error message indicates: Tickler status cannot be changed - resolved or already in process. Selecting this option automatically assigns the tickler to the user and creates a tickler history record. |
Enter or review tickler work notes |
Select Notes for a tickler to advance to the work notes screen, based on the note type defined for the tickler. Note type A advances you to the Edit Customer Actions Window. Note type B advances you to the Work with Bill To Notes Screen. Note type O advances you to the Work with Order Messages Screen. Note type S advances you to the Edit Customer Notes Screen. Note type T advances you to the Work with Tickler Notes Screen. |
Review the tickler source |
Select Detail for a tickler to advance to the source screen, based on the tickler event associated with the tickler. BO, CO, HO, NO, OO, SO, UP, VP, and WF ticklers advance you to the Order Inquiry Header Screen. You cannot view the source for MN ticklers: Requested tickler has no source reference. |
Review tickler history |
Select History for a tickler to advance to the Work with Tickler History Screen. |
Resolve a tickler |
Select Resolve for a tickler to advance to the Resolve Tickler Window. |
Review procedures for a tickler |
Select Procedure for a tickler to advance to the Work with Tickler Event Rule Procedure Screen. You cannot add or change tickler procedures when you advance from the Work with Tickler screen. You cannot review procedures for MN ticklers. |
Create a tickler for the MN (manually created) tickler event |
Select Create to advance to the Create Tickler Screen. Note: To create a MN tickler, you must have authority to the Create Manual Tickler (B13) secured feature. |
Review the number of ticklers in the work queue, based on the selection criteria you have defined |
Select Count to advance to the Current Tickler Count Window window. |
Toggle between displaying open and in use ticklers or resolved ticklers |
Select Open/Resolved. The system toggles between displaying: • ticklers in an open or in process status. • tickler in a resolved status. |
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WCBT OROMS 17.0 2018 OTN