Field

Description

Customer

A unique number the system assigns to each Sold-to customer on creation of the customer through Order Entry, Customer Maintenance, or catalog requests.

Ghost customers: If you enter the customer number of a ghost customer, the scan screen does not display any catalog requests; this is because a merge/purge has assigned any catalog requests using that customer number to the “target” customer. You can identify a ghost customer by the setting of the Ghost flag.

Numeric, 9 positions; optional.

Ofr (Offer)

A code that represents the advertising medium that you use to present merchandise to your customers. Your entry is validated against the Offer file.

Alphanumeric, 3 positions; optional.

Source

A code that identifies a list of customers. The source code drives marketing, forecasting, pricing, and freight information on an order. A source code will appear here only if a source code was entered when the catalog request was created.

Alphanumeric, 9 positions; optional.

Request date

The date the catalog request was created.

Numeric, 6 positions (MMDDYY format); display-only.

Printed

A flag that indicates whether you have printed a catalog for the customer. No displays in this field next to a request until the catalog label is printed. Once the catalog label is printed, this value changes to Yes.

Records remain on this list, regardless of their printed status, until you delete them selectively, or in batch mode. See Display Catalog Request Screen.

Values are:

Yes = A catalog label has been printed.

No = A catalog label has not been printed.

Alphanumeric, 1 position; optional.

Field

Description

Indiv name

The following five fields can hold the individual’s full name:

Prefix

A title that belongs before the individual’s name (such as "Mrs." or "Dr."). The prefix will print on labels.

If the Validate Prefix (I27) system control value is set to Y, your entry is validated against the Prefix file; see Working with Prefix Codes (WPFX). However, only the three-position prefix code prints on catalog request labels.

Alphanumeric, 3 positions; optional if you are creating a new individual, or display-only if you select an existing individual.

First Name

The individual’s first name.

Alphanumeric, 15 positions; optional if you are creating a new individual, or display-only if you select an existing individual.

Initial

The initial of the individual’s middle name.

Alphanumeric, 1 position; optional if you are creating a new individual, or display-only if you select an existing individual.

Last Name

The individual’s last name.

Alphanumeric, 25 positions; optional if you are creating a new individual, or display-only if you select an existing individual.

Suffix

An addition to the individual’s full name (such as "M.D.," "Fr.," or "III").

Alphanumeric, 3 positions, optional if you are creating a new individual, or display-only if you select an existing individual.

Note:

• These fields display only if you press F10 to enter individual information. You must have the Enable Catalog Request at Individual Level (H81) system control value set to Y.

• The individual’s name will print on the catalog request label only if you have the Label 1-Up Printing Program (C83) system control value set to MSR1286, or the Label 4-Up Printing Program (C84) system control value set to MSR1287; otherwise, the sold-to customer’s name will print.

Name

The following five fields can hold the sold-to customer's full name:

Prefix

A title that belongs before the customer's name (such as "Mrs." or "Dr."). The prefix will print on labels.

If the Validate Prefix (I27) system control value is set to Y, your entry is validated against the Prefix file; see Working with Prefix Codes (WPFX). However, only the three-position prefix code prints on catalog request labels.

Alphanumeric, 3 positions; optional if you are creating a new customer, or display-only if you select an existing customer.

First Name

The customer's first name.

Alphanumeric, 15 positions; optional if you are creating a new customer, or display-only if you select an existing customer.

Initial

The initial of the customer's middle name.

Alphanumeric, 1 position; optional if you are creating a new customer, or display-only if you select an existing customer.

Last Name

The customer's last name.

Alphanumeric, 25 positions; required if company name is not present and you are creating a new customer, or display-only if you select an existing customer.

Suffix

An addition to the customer's full name (such as "M.D.," "Fr.," or "III").

Alphanumeric, 3 positions, optional if you are creating a new customer, or display-only if you select an existing customer.

Company

The name of the company to which the catalog should be mailed, if applicable.

Alphanumeric, 30 positions; required if last name is not present and you are creating a new customer, or display-only if you select an existing customer.

M/F (Male/Female code)

A code that identifies the customer's gender.

The system may default a value to this field based on the Default Male/Female Profile Code (C74) system control value. If you have set this field, the system references the Demographic Profiles file, searches for the default profile option (such as FEMALE or MALE), and loads an F or M to the M/F field on the Create Catalog Request screen. You can, however, override or remove this value.

Alphanumeric, 1 position; optional.

Mail

This value indicates whether the customer wants to receive future catalog mailings from your company.

Valid values are:

Y = You can mail catalogs to this customer.

N = You can not mail catalogs to this customer.

This value may default from the Default Mail Name (D10) system control value, but you can override it.

Entity-level override

If the Track Customer History at Entity Level (F89) system control value is set to Y, you can press F4 to prompt on this field and set the mail flag for each entity within your company. Setting the mail flag for an entity also creates a customer entity record, using a current and original mail type of C, for catalog request. See First Create Sold To Customer Screen.

Update to individual

Your entry in this field also updates the Mail flag for the individual when you create a new individual through the catalog request; however, it does not update an existing individual on a catalog request.

Alphanumeric, 1 position; required.

Rent

This value indicates whether you can sell this customer's name to another company for their catalog mailings.

Valid values are:

Y = You can sell this customer's name when you generate your house list.

N = You can not sell this customer's name.

This value may default from the Default Rent Name (D11) system control value, but you can override it.

Update to individual

Your entry in this field also updates the Rent flag for the individual when you create a new individual through the catalog request; however, it does not update an existing individual on a catalog request.

Alphanumeric, 1 position; required.

Address

The customer's street address. This is the primary delivery address.

Alphanumeric, 32 positions; required if you are creating a new customer, or display-only if you select an existing customer.

Apt./suite

The apartment number or suite number of the delivery address. To enter an apartment or suite address:

1.Enter APT to indicate an apartment or STE to indicate a suite.

2.Insert a space and enter the number of the apartment or suite (for example, APT 4 or STE 116).

Field contents must conform to United States Parcel Service (USPS) address formatting Field Description standards. Always precede the apartment or suite number with the applicable abbreviation (such as APT or STE), to meet USPS regulations and correctly identify this information on labels or reports.

Alphanumeric, 10 positions; optional if you are creating a new customer, or display-only if you select an existing customer.

Address lines 2-4 (Unlabeled fields directly beneath the street address)

Additional entry fields for the customer's address.

The contents of address line 2 of the address must conform to United States Postal Service (USPS) formatting standards. For example, if the address represents a post office box, you must enter P.O. Box on this line to meet USPS regulations and correctly identify this information on labels.

Alphanumeric, 30 positions; optional if you are creating a new customer, or display-only if you select an existing customer.

Position

This code represents the individual's position within the organization. Position codes are defined in and validated against the Individual Position file; see Chapter 40: Working with Individual Positions (WPOS).

Note: This field displays only if you press F10 to enter individual information or press F18 to select an existing individual. You must have the Enable Catalog Request at Individual Level (H81) system control value set to Y. See Catalog Request Creation Options for an overview.

Alphanumeric, 3 positions; required if you are creating a new individual, or display-only if you select an existing individual.

Department

This code represents the individual's department within the organization. Department codes are either required, optional, or invalid, depending on how the individual's position code is defined. Department codes are defined in and validated against the Individual Department file; see Chapter 39: Working with Individual Departments (WDPM).

Note: This field displays only if you press F10 to enter individual information. You must have the Enable Catalog Request at Individual Level (H81) system control value set to Y.

Alphanumeric, 3 positions; may be required, optional, or invalid, depending on the position code selected if you are creating a new individual, or display-only if you select an existing individual.

Postal code

The postal or zip code for this customer. The system calls a user-defined program to validate postal code formats outside the CWDirect environment if you enter a Y in the External Postal Code Validation (E62) system control value.

Scan length: The Postal Code Scan Length (F61) system control value controls how many characters of the postal code to use when searching for a customer. See that system control value for a discussion.

Note: If postal codes have been entered into the Postal Code/City/State file, the postal code will control which City and State will be defaulted. If you enter a valid postal code that does not correspond to the city or state you entered, the system will change the city or state information to correspond with the zip code you entered.

Numeric, 10 positions; required if you are creating a new customer, or display-only if you select an existing customer.

City

The city where the customer lives, or receives mail or shipments. The system will complete this field for you when you enter a valid postal code if the postal code exists in the Postal Code/City/State file.

Alphanumeric, 25 positions; required if you are creating a new customer, or display-only if you select an existing customer.

St (State)

The state or province where the customer lives, or receives mail or shipments. The system validates that the state you enter is assigned to the SCF in the first three positions of the postal code. State codes are defined in and validated against the State file, which is accessible through the Work with Countries menu option; see Chapter 14: Setting Up the Country File (WCTY).

The system will complete the state field automatically when you enter a valid postal code, if the postal code exists in the Postal Code/City/State file.

Alphanumeric, 2 positions; optional if you are creating a new customer, or display-only if you select an existing customer.

Country

The code for the customer's country. This value may default from the Default Country for Customer Address (B17) system control value; however, you can override it.

Country codes are defined in and validated against the Country file. See Chapter 14: Setting Up the Country File (WCTY).

Alphanumeric, 3 positions; required if you are creating a new customer, or display-only if you select an existing customer.

Delivery code

This code identifies the address as a business or residential address. This code is used by shippers who charge different rates when shipping to a business or home.

Valid values are:

B = Business

N = No distinction (Not valid for a UPS shipper)

R = Residential

This field may default based on the Default Delivery Code for New Order Entry Customers (D13) system control value, but you can override it.

Alphanumeric, 1 position; required.

Customer class

A code that categorizes the consumer environment at a high level for reporting purposes. You can use a customer class code to:

• direct offerings to a limited customer group

• restrict item sales to a group of customers, for example, restricting the sale of guns to minors

• set a default for bypassing item reservation for a group of customers

• generate a list of customers for reporting purposes, or segment reports by class code

If you enter a new customer class code in this field, the system updates the Customer Sold To file with the code you entered.

Required? The Require Customer Class in OE, WCAT, and WCST (H85) system control value defines whether this field is required.

Secured? The Maintenance of Customer Class Field (B07) secured feature defines whether you can enter or maintain the customer class field at this screen.

Note: If the Require Customer Class in OE, WCAT, and WCST (H85) is set to Y and the customer does not have a customer class code assigned, a user who does not have authority based on the Maintenance of Customer Class Field (B07) secured feature will not be able to enter a catalog request.

See Chapter 17: Setting Up the Customer Class File (WCCL) for information on working with customer classes.

Numeric, 2 positions; optional.

Phone

The customer's daytime, evening, and third (fax or mobile) numbers.

The Third Phone Number Type (L53) system control value determines whether the third phone number is labeled the Fax or Mobile number.

Alphanumeric, one 14-position field (phone number) and one 4-position field (phone extension); optional if you are creating a new customer, or display-only if you select an existing customer.

Indiv phone

The individual’s daytime, evening, and third (fax or mobile) phone numbers.

The Third Phone Number Type (L53) system control value determines whether the third phone number is labeled the Fax or Mobile number.

Note: These fields display only if you press F10 to enter individual information or press F18 to select an existing individual. You must have the Enable Catalog Request at Individual Level (H81) system control value set to Y. See Catalog Request Creation Options for an overview.

Alphanumeric, one 14-position field (phone number) and one 4-position field (phone extension); optional if you are creating a new individual, or display-only if you select an existing individual.

Email address

The customer's primary email address. This address, along with any other email addresses for the customer, is stored in the Customer Sold To Email file. A plus sign (+) indicates that there are additional email addresses on record for the customer. See Email Address Validation for information on how the system verifies that your entry is formatted correctly.

Entering a new email address: If you overwrite the existing email address in this field, the system flags your entry as the primary email address for the customer, but retains the previous email address in the Customer Sold To Email file. In order to delete the previous email address, you need to press F4 to display the Select Customer Email Address Screen and delete the previous email address there. See Working with Customer Email Addresses for an overview.

Deleting the email address: Similar to entering a new email address, if you delete the email address from this field, the system removes the primary email flag for the address but retains the address in the Customer Sold To Email file.

Email notifications: See When Does the System Generate an Email Notification? for an overview.

Alphanumeric, 50 positions; optional.

Opt in

This value determines the preferred method of correspondence for the sold-to customer email address. Valid values are:

O1 (Email): Email is the preferred method of correspondence.

O2 (Order-only email): Use email for order-related correspondence only; generate a spool file for other correspondence.

O3 (No email): Do not use email for any correspondence; generate a spool file instead.

O4 (Do not ask the customer): 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.

This value defaults from the Default Opt In/Opt Out Flag (G97) system control value, but you can override it.

Note: The above values use the letter O, not the number 0 (zero).

The system updates this field when you change the setting of the Opt in/Opt out value at any other screen, such as order entry, order maintenance, or customer maintenance.

Email notifications: See When Does the System Generate an Email Notification? for an overview.

Alphanumeric, 2 positions; required.

Ind email address

The individual’s email address. See Email Address Validation for information on how the system verifies that your entry is formatted correctly.

Note: This field displays only if you press F10 to enter individual information or press F18 to select an existing individual. You must have the Enable Catalog Request at Individual Level (H81) system control value set to Y. See Catalog Request Creation Options for an overview.

Alphanumeric, 50 positions; optional.

Ind OptIn (Individual opt in/opt out)

Indicates the preferred method of correspondence for the individual email address. Valid values are:

O1 (Email): Email is the preferred method of correspondence.

O2 (Order-only email): Use email for order-related correspondence only; generate a spool file for other correspondence.

O3 (No email): Do not use email for any correspondence; generate a spool file instead.

O4 (Do not ask customer): 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.

If you are creating a catalog request for an existing customer, this value defaults from the Opt in/opt out field for the associated sold-to customer, but you can override it.

If you are creating a catalog request for a new customer, this value 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).

Note: This field displays only if you press F10 to enter individual information or press F18 to select an existing individual. You must have the Enable Catalog Request at Individual Level (H81) system control value set to Y. See Catalog Request Creation Options for an overview.

Alphanumeric, 2 positions; required.

Mail stop

The individual's delivery address within the organization.

Note:

• This field displays only if you press F10 to enter individual information or press F18 to select an existing individual. You must have the Enable Catalog Request at Individual Level (H81) system control value set to Y.

• This field will print on the catalog request label only if you have the Label 1-Up Printing Program (C83) system control value set to MSR1286, or the Label 4-Up Printing Program (C84) system control value set to MSR1287.

Alphanumeric, 32 positions; optional if you are creating a new individual or display-only if you select an existing individual.

# of copies

The number of catalogs the customer wants to receive.

If you do not have authority to the Allow Number of Copies to Maintain in Catalog Request (A75) secured feature, this field is display-only.

Numeric, 2 positions; required.

Source

A code that identifies a list of names for this catalog mailing. The source code drives marketing, forecasting, pricing, and freight information on an order.

Note: You can press F4 to view a list of the source codes you can use. Only those source codes set to display in Order Entry and catalog requests appear in the Select Source pop-up window.

The first source code you enter on this screen will default for any other catalog requests you create so you can enter them quickly. Once you exit this screen, the Source field will clear. The source code will default in the Source field for alternate address and standard address format.

Source codes are defined in and validated against the Source Code file. See Marketing Chapter 6: Working with Source Codes (WSRC).

Alphanumeric, 7 positions; required.

Offer

The code for the catalog that the customer is requesting. Offer codes are defined in and validated against the Offer file. See Marketing Chapter 2: Working with Offers (WOFR).

The first offer code you enter on this screen will default for any other catalog requests you create so you can enter them quickly. This field clears when you exit the screen. The offer code will default in the Offer field for alternate address and standard address format.

Note: You must enter an offer code or an item/SKU.

Numeric, 3 positions; required unless you complete the Item field.

Item (Item number)

The code for the item you are sending to the customer with the catalog. Examples would be swatches of material or promotional items printed with your company name. Item numbers are defined in and validated against the Item file. See Merchandising Chapter 24: Performing Initial Item Entry (MITM).

Alphanumeric, 12 positions; optional.

SKUs

A code for the style of the item, such as its color or size.

Alphanumeric, three, 4-position fields (if using split SKUs) or one 14-position field (if using the full SKU); required if entering an item that contains SKUs.

Field

Description

Customer

A unique number the system assigns to each customer on creation of the customer through Order Entry, Customer Maintenance, or catalog requests.

Ghost customers: If you enter the customer number of a ghost customer, the system displays the Ghost Customer Warning Window.

Numeric, 9 positions; optional.

Postal code

The postal or zip code that identifies the customer's geographic location. Enter a full or partial code to advance to the Scan Sold To by Postal Code/Company screen. This screen lists all customers by postal code in ascending (lowest to highest) numeric sequence, beginning with the code you entered.

If you enter a postal code, last name, and first name, you advance to the Scan Customer Sold To by Postal Code screen, which lists all customers alphabetically beginning with the postal code you entered.

Alphanumeric, 10 positions; optional.

Last name

The sold-to customer's last name. Enter a last name, first name, and postal code to advance to the Scan Customer by Postal Code/Last Name screen, positioned to the customer with the last name, first name, and postal code you entered.

Enter a full or partial name to advance to a Scan Cust Sold To By Last Name screen, which lists all customers alphabetically beginning with the name you entered. You can also include a full or partial first name along with a full (not partial) last name to restrict the scan further.

Alphanumeric, 25 positions; optional.

First name

The sold-to customer’s first name. Enter the last name, first name, and postal code to advance to the Scan Customer Sold To by Postal Code screen, which lists all customers alphabetically beginning with the postal code you entered. You can also enter just the full (not partial) last name and full or partial first name to advance to the Scan Cust Sold To By Last Name screen.

Note: First name must be used in conjunction with Postal code, Last name for scanning. You cannot scan on first name alone, or on first name, last name.

Alphanumeric, 15 positions; optional.

Company

The name of the company placing the catalog request.

Alphanumeric, 30 positions; optional.

Telephone #

The customer's daytime, evening, or third (fax or mobile) phone number.

The Third Phone Number Type (L53) system control value determines whether the third phone number is labeled the Fax or Mobile number.

You can scan on the entire Telephone # field, or from any of the segments of the field.

Note: Your entry should include any formatting specified by the telephone number format for the country; for example, if the telephone number format for the United States is (111) 111-111, your entry should include the parentheses and hyphen. See Chapter 14: Setting Up the Country File (WCTY), for more information on telephone number formats by country.

Alphanumeric, 14 positions; optional.

Alt cust nbr (Alternate customer number)

A number to identify the customer, such as a serial number or an old customer number from a system conversion.

Enter an alternate customer number to advance to a subsequent scan screen that lists customers by alternate customer number. See Display Alternate Customer Cross Reference Window (I84) for more information.

Alternate Customer Number Label Description

The field label name that displays on this screen is based on the name you enter in the Alternate Customer Number Label Description (H95) system control value; if you do not enter a name in this system control value, the field label is Alt cust nbr.

Example: If you enter the field label name PC MEMBER# in the system control value, the field label name that displays on this screen is PC MEMBER#.

Note: Scanning by the alternate customer number of a ghost customer is not currently implemented if the Display Alternate Customer Cross Reference Window (I84) system control value is set to Y.

Alphanumeric, 15 positions; optional.

Email Address

An email address for the customer.

When you enter a full or partial email address, you advance to the Scan Customer by Email Address screen, where you can scan by any email address on file for a customer. This field is not case sensitive; an email address of abc@example.com matches an entry of ABC@EXAMPLE.COM, and vice versa.

Alphanumeric, 30 positions; optional.

Field

Description

Printed

A code that identifies whether the catalog mailing label has been printed for a catalog request. The system updates the value in this field when you process the catalog requests; see Chapter 110: Processing Catalog Requests (PCAT).

Values are:

Y = The catalog label has been printed.

N = The catalog label has not been printed.

Alphanumeric, 1 position; display-only, updated by the system.

Date printed

The date the catalog label was printed.

Numeric, 6 positions (MMDDYY format); display-only.

Catalog requested on

The date and time of the catalog request.

Date: numeric, 6 positions (MMDDYY format); updated by the system.

Time: numeric, 6 positions; HHMMSS (hour/hour, minute/minute, second/second) format, updated by the system.

Catalog requested by

The name of the system user who entered or processed the catalog request.

Alphanumeric, 10 positions; display-only.