Chapter 11: Adding a Recipient Order Contents SCVsSearchGlossary Reports XML Index Chapter 13: Defining Order Properties

Chapter 12: Assigning a Billing Address

Purpose: Use this option to enter or select a billing address for the current order being paid on-account.

Here are some examples where you might use a billing account:

• when the customer is placing an order for a company and wants to bill the corporate headquarters for the order, or

• when the customer is placing an order and charging it to his/her parent's credit card, or

• when the customer wants to pay on-account.

Note: The value in the Create/Assign Bill To Customers in Order Entry (A76) system control value controls whether you can set up a billing account for a customer during Order Entry or only through the Customer file.

In this chapter:

• Related System Control Values

• Select Customer Bill To Window

• Create Customer Bill To Screen

• Scan Customer Bill to By Match Code Screen (Using an Existing Billing Account)

• Display Customer Bill To Screen

• Change Customer Bill To Screen (Selecting, Changing, or Excluding a Billing Account)

• Display Customer Bill To (1 of 2) Screen (Reviewing A/R Statistics)

• Display Customer Bill To (2 of 2) Screen

• Customer A/R Sales History Screen

Billing addresses are addresses where you send the invoice for an order, whether it is a business-to-business (commercial) or consumer order. You must define a billing address for any order purchased on-account (using an A/R payment type).

Additionally, the system forces you to enter a purchase order number for the order if the PO Required for A/R Orders (D79) system control value is set to Y.

A customer can have only one billing account; however, more than one customer can use the same billing account.

You can set up a billing account for a customer by entering the account number in the Bill to field in the Customer file. This is useful if you want your customers to fill out an application for an account and select a credit limit for the customer instead of opening a billing account for the customer during Order Entry. This helps you control your credit risk.

The system creates an A/R account and captures A/R sales history for the bill-to address. You can assign a D&B (Dun & Bradstreet) credit rating and a credit limit to the billing account.

The system automatically holds any order with a dollar value over this credit limit. The total A/R is calculated by adding:

• the dollar amount of Open A/R for the customer (unpaid orders)

• the dollar amount On order for the customer (unshipped orders)

• the dollar amount of the current order.

If the total of these three amounts is greater than the customer's credit limit, the system places the order on CL (credit limit) hold. See Customer Service Chapter 79: Introducing Order Hold Reason Codes for more information on order hold reasons.

Related System Control Values

These system control values control how the system creates new bill-to customers and A/R payment types:

• 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, or automatically creates a bill-to customer for an order when you select an A/R payment type (payment category 3) and no bill-to customer is associated with the sold-to customer. In this case, the system uses the sold-to customer information for the new bill-to customer.

• Default Credit Limit for A/R Customers (D82) controls what credit limit, if any, to assign automatically to new bill-to customers. If you default a credit limit, and the order total is below this limit, the system does not automatically place the order on CL (credit limit) hold.

• Default A/R Payment Terms (D83) controls what payment terms, if any, to assign automatically to new bill-to customers. Terms codes are defined in and validated against the Terms file; see Accounts Payable Chapter 9: Working with Terms (WAPT).

• 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, goes on UB (unreferenced bill-to) hold.

• PO Required for A/R Orders (D79) controls whether the system requires a purchase order number when you use an A/R payment type.

• Verify Duplicate PO Numbers for A/R Orders (D80) controls whether the system verifies that a bill-to customer does not use the same purchase order number more than once.

Select Customer Bill To Window

How to display this window: Press F6 at the Work with Order Screen or Work with Order/Detail Screen.

Select Customer Bill To

Order# : 1095 LETENDRE, LINDA J

Account# . . . . .

Match code . . . .

Postal code . . .

Last name . . .

Company name . .

Telephone# . . . .

F6=Create F12=Cancel F22=User defined option

• Work with Order/Detail Screen

• Work with Order/Detail Screen

At this window, you can enter the number of the billing account for this customer or enter information in any of the scan fields to locate the desired account. Otherwise, you can press F6 here to set up a new billing account for the customer.

Field

Description

Order#

A unique number to identify an order.

Numeric, 8 positions; display-only, assigned by the system.

Customer name (Unlabeled field to the right of the Order# field)

The customer last name, first name, and initial or the name of the company placing the order.

Alphanumeric, 41 positions; display-only.

Account# (Billing account number)

A number to identify the billing account.

Enter a billing account number here to attach an existing billing address to the current order.

The system accumulates A/R (Accounts Receivable) sales history under this account number in the Customer Bill To file for all customers using this billing account.

You can review the individual customer's account through the Display Customer Bill To (1 of 2) Screen (Reviewing A/R Statistics) or Customer A/R Sales History Screen.

Numeric, 7 positions; display-only, assigned by the system.

Match code

A code, made up of parts of the customer's name and address, which is used to identify duplicate customers. See Customer Service Chapter 19: Setting Up Match Codes (MMCH).

Alphanumeric, 15 positions; optional.

Postal code

A code for a postal delivery area.

You can enter a postal code and last name or a postal code and company name to narrow down your search for a billing account.

Alphanumeric, 10 positions; optional.

Last name

The last name used on the billing account.

Alphanumeric, 25 positions; optional.

Company name

The company name used on the billing account.

Alphanumeric, 30 positions; optional.

Telephone #

The daytime, evening or third (fax or mobile) phone number for the billing account.

Phone #: Alphanumeric, 14 positions; optional.

Type: Alphanumeric, 1 position; optional.

Screen Option

Procedure

Create a new billing account to use for this order

Press F6 to advance to the Create Customer Bill To Screen.

Create Customer Bill To Screen

Purpose: Use this screen to create a billing account for the current order. Any invoices for this order will be sent to this address.

How to display this screen: Press F6 at the Select Customer Bill To Window.

OER0277 ENTER Create Customer Bill To 1/15/03 14:20:35

KAB Co.

Order# : 6341 ANDERSEN, LAURA A

Account#: 57

Name . . . . .

Company . . . .

Address . . . . Apt/Suite

Postal code . . City St Ctry USA

Delivery . . . (B=Business, R=Residence)

Email Address . OptIn O3

Telephone . . . : Country code . : 14

Day . Ext.

Eve . Ext.

Fax . Ext.

F3=Exit F7=Default sold to F12=Cancel

Field

Description

Order#

A number assigned by the system to identify an order.

Numeric, 8 positions; display-only, assigned by the system.

Customer name (unlabeled field to the right of the Order# field)

The last name, first name and initial or the company name of the buyer (customer who is placing the order).

Alphanumeric, 41 positions; display-only.

Account# (Billing account number)

A number assigned by the system to identify a billing account.

The system assigns a billing account number to every customer placing an order on credit.

The system accumulates A/R (Accounts Receivable) sales history for all customers using this billing address.

You can use the Display Customer Bill To (1 of 2) Screen (Reviewing A/R Statistics) or Customer A/R Sales History Screen to review history for a single customer.

Numeric, 7 positions; display-only, assigned by the system.

Name

The full name of the customer on the billing account. This may include a prefix (such as Mr. or Dr.), first name, initial, last name, and suffix (such as Jr. or III).

If the Validate Prefix (I27) system control value is set to Y, your entry in the Prefix field is validated against the Prefix file; see Working with Prefix Codes (WPFX).

Alphanumeric, 47 positions; name or company name are required.

Company

The company name on the billing account.

Alphanumeric, 30 positions; name or company name are required.

Address

The full address for the billing account.

The first address line is for the street address. This is the primary delivery address. Enter P.O. Box and the box number here if the address represents a post office box.

Address lines 2-4 are for additional address information or international addresses.

Alphanumeric, 32 positions each line; address line #1 is required, address lines 2-4 are optional.

Apt/Suite (Apartment/Suite)

The apartment, suite, rural route or floor number for this billing 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.

3. Enter the number of the apartment or suite, such as: APT 4 or STE 1164A.

Alphanumeric, 10 positions; optional.

Postal code

The postal code or zip code for this address. This code represents a delivery area. The system calls a user-defined program to validate postal code formats outside of CWDirect if you have entered Y in the External Postal Code Validation (E62) system control value.

Alphanumeric, 10 positions; required.

City

The city associated with this billing address.

Alphanumeric, 25 positions; required.

St (State)

The code for the state or province associated with this billing address. State codes are defined in and validated against the State file, accessible through the Work with Countries menu option; see Customer Service Chapter 14: Setting Up the Country File (WCTY).

Alphanumeric, 2 positions; required.

Ctry (Country)

The code for the country associated with this billing address.

Country codes are defined in and validated against the Country file.

A country code may default here from the Request Order Batch screen or the System Control file; however, you can override this code.

Alphanumeric, 3 positions; required.

Delivery

A code to identify this address as a commercial or residential address.

This code is used for calculating shipping charges for shippers who use different shipping rate tables when shipping to a business or home.

Valid values are:

B = Business.

R = Residential.

N = No distinction (This is not a valid value for a UPS shipper).

Alphanumeric, 1 position; required.

Email address

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

Alphanumeric, 50 positions; optional.

OptIn

Indicates the preferred method of correspondence for the bill-to 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.

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).

Alphanumeric, 2 positions; required.

Telephone country code

A code that determines how telephone numbers display for this country. The system reformats the telephone number for the screen based on this code.

The telephone country code is important because the format for telephone numbers differs between countries.

The country code may also be referred to as the country prefix. For example, the country code for France is 33. You must enter the country code (and, optionally, the city code) before the local number to make an international call.

Numeric, 3 positions; display-only.

Telephone numbers

Three different fields are available for you to enter the daytime (business), evening, and third (fax or mobile) phone numbers for this billing address.

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

Example:

An operator enters a phone number containing 10 numbers: 5084293197. The telephone number format used in the United States to represent an area code, local exchange and local phone number is: (508) 429-3197

 

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 4293197 and no format exists for 6 numbers, the phone number would display as it was entered (4293197). See Customer Service Chapter 14: Setting Up the Country File (WCTY).

 

The system calls a user-defined program to validate phone numbers outside of CWDirect if you enter a Y in 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. This program can be used to validate phone number rules for a specific country, for example, if a phone number for a country should only contain 6 numbers and more than 6 numbers are entered, an error message displays. Phone numbers that are not associated with a country, for example, phone numbers in the Bank, Salesman, Warehouse and Ship Via files, are not validated. The program validates phone numbers based on these parameters:

• Company

• Country

• State

• City

• Phone Number

Alphanumeric, 14 positions each telephone number; optional.

Screen Option

Procedure

Use the name and address of the buyer as the billing address; this is useful if the customer wants to pay on-account and has not previously

Press F7, then press Enter.

Scan Customer Bill to By Match Code Screen (Using an Existing Billing Account)

Purpose: This window contains fields for you to enter the number of the billing account you want to use on the order or for you to search for a billing account by using any of the scan fields.

Scan types: You can locate an existing billing account by using the scan fields. Simply enter information in any of the scan fields to display a scan screen that lists billing accounts that match your entries.

Several scans are available, such as scan by...

• Match code

• Postal code only

• Postal code and last name

• Postal code and company name

• Last name only

• Company name only

• Telephone number

Scanning instructions: You can enter all or some information into any of the scan fields. For example, you can enter J or JONES in the Last name field to locate the billing account set up for Jones Plumbing Supply.

When you enter information in the scan fields, you advance to a scan screen that lists the billing accounts that closely match the information entered. The billing accounts are listed alphabetically or numerically from the first record that matches your entries until the end of the file.

How to display this screen: Enter information in the Match code field.

OER0288 DISPLAY Scan Cust Bill To by Match Code 5/01/97 9:16:23

The Mail Order Company

Opt Account# Match Code

M

Type options, press Enter.

1=Select 5=Display

177 MARJOH2LA01701 LEX AUTOPARTS ATTN: JOHNSON, MARC O

HOLLISTON MA 01746

168 PAUHAR78H01609 HARPER, PAULETTE

HOLLISTON MA 01609

165 RANMON0SP01701M MONEYBAGS, RANDOLPH

FRAMINGHAM MA 01701

169 ROBAUC6JE01843 AUCLAIR, ROBIN

LAWRENCE MA 01843

175 SCODEG2MA01701 DEGANN, SCOTT R

HOLLISTON MA 01701

F3=Exit F6=Create F12=Cancel

Screen Option

Procedure

Select a billing account to use for this order

Enter 1 next to a billing account. See Change Customer Bill To Screen (Selecting, Changing, or Excluding a Billing Account).

Review the name and address on the billing account to verify it's the account you want to use

Enter 5 next to a billing account to advance to the Display Customer Bill To Screen.

Create a billing account for this order

Press F6 to advance to the Create Customer Bill To Screen.

Display Customer Bill To Screen

Purpose: Use this screen to verify the name and address on a billing account before you select the billing account for the current order.

How to display this screen: Enter 5 next to a billing account listed on a scan screen.

OER0294 DISPLAY Display Customer Bill To 1/15/03 14:26:34

KAB Co.

Account# . . : 42

Name . . . . : MR. MATTHEW A MCSTAY

Company . . . : PARKSIDE APARTMENTS

Address . . . : 1829 SOUTH STREET Apt/Suite 47

Zip . . . . . : 68008 City BLAIR St NE Ctry USA

Delivery . . : R (B=Business, R=Residence)

Email Address : mmcstay@parksideapt.com OptIn O1

Telephone . . . : Country code . : 14

Day : 508 652-9444 EXT.

Eve : 978 632-2777 EXT.

Fax : 978 654-9958 EXT.

F3=Exit F12=Cancel

Field

Description

Account # (Billing account number)

A number to identify the billing account.

Numeric, 7 positions; display-only, assigned by the system.fff

Name

The prefix, first name, initial, and last name of the person set up on the billing account.

Alphanumeric, 41 positions; display-only.

Company

The name of the company associated with the billing account.

Alphanumeric, 30 positions; display-only.

Address

The full address for the billing account. The first address line is for the street address. This is the primary delivery address or where P.O. box information displays.

Address lines 2-4 are for additional address information or international addresses.

Alphanumeric, 32 positions each line; display-only.

Apt/Suite (Apartment/Suite)

The apartment, suite, rural route or floor number for this billing address.

Alphanumeric, 10 positions; display-only.

Zip

The postal code or zip code for this billing address. This code represents a delivery area. The system calls a user-defined program to validate postal code formats outside of CWDirect if you have entered a Y in the External Postal Code Validation (E62) system control value.

Alphanumeric, 10 positions; display-only.

City

The city associated with this billing address.

Alphanumeric, 25 positions; display-only.

St (State)

The code for the state or province associated with this billing address.

Alphanumeric, 2 positions; display-only.

Ctry (Country)

The code for the country associated with this billing address. Country codes are defined in and validated against the Country file.

Alphanumeric, 3 positions; display-only.

Delivery

A code to identify this address as a commercial or residential address.

This code is used for calculating shipping charges for shippers who use different shipping rate tables when shipping to a business or home.

Valid values are:

B = Business.

R = Residential.

N = No distinction (not valid for UPS shippers).

Alphanumeric, 1 position; display-only.

Email address

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

Alphanumeric, 50 positions; display-only.

OptIn

Indicates the preferred method of correspondence for the bill-to 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.

Alphanumeric, 2 positions; display-only.

Telephone (Telephone country code)

A code that determines how telephone numbers display for this country. The system reformats the telephone number for the screen so you can easily contact the customer.

The telephone country code is important because the format for telephone numbers differs between countries.

The country code may also be referred to as the country prefix. For example, the country code for France is 33. You must enter the country code (and, optionally, the city code) before the local number to make an international call.

Numeric, 3 positions; display-only.

Telephone numbers

The day, evening and third (fax or mobile) phone numbers defined for this customer.

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.

Alphanumeric, 14 positions each telephone number; display-only.

Change Customer Bill To Screen (Selecting, Changing, or Excluding a Billing Account)

Purpose: Use this option to:

• select a billing account for the current order, or

• update billing information, or

• remove the billing account from the current order

How to display this screen: Enter a billing account number in the Account# field on the Select Customer Bill To Window or select a billing account from a scan screen.

• Work with Order/Detail Screen

•

OER0276 CHANGE Change Customer Bill To 1/15/03 14:28:49

KAB Co.

Order# : 6344 PARKSIDE APARTMENTS ATTN: MCSTAY, MATTHEW

Account#: 42

Name . . . . . MR. MATTHEW A MCSTAY

Company . . . . PARKSIDE APARTMENTS

Address . . . . 1829 SOUTH STREET Apt/Suite 47

Postal code . . 68008 City BLAIR St NE Ctry USA

Delivery . . . R (B=Business, R=Residence)

Email Address . mmcstay@parksideapt.com OptIn O1

Telephone . . . : Country code . : 14

Day . 508 652-9444 Ext.

Eve . 978 632-2777 Ext.

Fax . 978 654-9958 Ext.

F3=Exit F7=Display A/R stats F11=Exclude from order F12=Cancel

F21=Display A/R sales history

To select: Press Enter at this screen to use this billing account for the current order. The billing account is used automatically for the order.

If it is not the correct account or if the current order will not be purchased on-account, you must use the option to exclude the billing account.

To change: You can update the billing address as needed by entering over any information on the Change Customer Bill To Screen (Selecting, Changing, or Excluding a Billing Account). The system updates the Bill To file automatically with these changes.

To exclude: Press F11 at the Change Customer Bill To Screen (Selecting, Changing, or Excluding a Billing Account) to remove the billing account from the current order only. You may do so if the account is not the account you want to use or if the customer normally pays on-account, but will not do so on the current order.

Screen Option

Procedure

Obtain more information about the billing account, such as the credit rating, credit limit, aging, and purchase and payment history

Press F7 to advance to the Display Customer Bill To (1 of 2) Screen (Reviewing A/R Statistics).

Remove the billing account from the current order

Press F11.

Review Accounts Receivable history for this billing account by accounting period

Press F21 to advance to the Customer A/R Sales History Screen.

Display Customer Bill To (1 of 2) Screen (Reviewing A/R Statistics)

Purpose: Use this screen to review details about the billing account including the billing address, payment terms, credit rating, and credit limit, if any.

The second screen provides statistics about the billing account, such as cumulative life-to-date and year-to-date totals on the account.

Additionally, you can select this screen to review aging on the account to see if payments are current on this account before you let the customer charge a new order to this account.

How to display this screen: Press F7 at the Change Customer Bill To Screen (Selecting, Changing, or Excluding a Billing Account).

CSR0401 DISPLAY Display Customer Bill To (1 of 2) 1/15/03 14:32:26

KAB Co.

Account # 42 Hold/Bypass/Fraud : Match code : MATMCS82968008M

Name . . : MR. MATTHEW A MCSTAY

Company : PARKSIDE APARTMENTS

Street . : 1829 SOUTH STREET Apt/Suite 47

Address :

Postal code 68008 City BLAIR St NE Country USA

Delivery code : R (B=Business, R=Residential) PO Box N (Y/N)

Print Statement Y (Y/N) Language code ENG

Fax . . . . . : N (Y/N) EDI (Y=N) Currency code USD

Email Address : mmcstay@parksideapt.com OptIn O1

Last statement

Phone #'s: Day : 508 652-9444 EXT. D&B Rating :

Eve : 978 632-2777 EXT. D&B Date . :

Fax : 978 654-9958 EXT. Credit lmt :

Terms . . :

F2=Letter F3=Exit F12=Cancel F16=A/R History F23=Notes

Field

Description

Account # (Billing account number)

A number to identify the billing account.

The system assigns a billing account number to every customer placing an order on-account (that uses an A/R payment type).

The system accumulates A/R (Accounts Receivable) sales history under this account number for each customer using this billing account. You can, however, review the individual customer's account through the Customer A/R Sales History Screen.

You cannot update this number.

Numeric, 7 positions; display-only, assigned by the system.

Hold/Bypass/Fraud

A code that identifies the status of the account. Valid values include:

H = Hold all orders automatically; release them individually through Releasing Held Orders

B = Bypass all credit checks for this account

F = Fraud account. All orders using this billing account are held automatically and must be released individually through Release Held Orders

You can enter any of these values in the Hold/bypass/fraud field in the Bill To Customer file.

Alphanumeric, 1 position; display-only.

Match code

A code, made up of parts of the name and address on the billing account, which is used to identify duplicate customers.

Alphanumeric, 15 positions; display-only, assigned by the system.

Name

The prefix, first name, initial, and last name on the billing account.

Alphanumeric, 47 positions; display-only.

Company

The company name on the billing account.

Alphanumeric, 30 positions; display-only.

Street

The primary delivery address for this billing account.

Alphanumeric, 32 positions; display-only.

Address

Three additional fields for address information, such as for international addresses.

Alphanumeric, 32 positions each line; display-only.

Apt/Suite (Apartment/Suite)

The apartment, suite, rural route or floor number for this billing address.

Alphanumeric, 10 positions; display-only.

Postal code

The postal code for this billing address. The system calls a user-defined program to validate postal code formats outside of CWDirect if you have entered a Y in the External Postal Code Validation (E62) system control value.

Alphanumeric, 10 positions; display-only.

City

The city associated with this billing address.

Alphanumeric, 25 positions; display-only.

St (State)

The code for state or province associated with this billing address.

Alphanumeric, 2 positions; display-only.

Country

The code for the country associated with this billing address.

Alphanumeric, 3 positions; display-only.

Delivery code

This value identifies the billing address as a business (commercial) or residential address. This code is used for calculating shipping charges for shippers who use different shipping rate tables when shipping to a business or home.

Valid values are:

B =Business

R =Residential

N = No distinction

Alphanumeric, 1 position; display-only.

PO box

This code indicates whether this billing address is the address of a post office box.

Valid values are:

Y =Address is a post office box address.

N =Address is not a post office box address.

The system searches the address fields for PO box information and sets this field to Y automatically if it finds something like P.O. Box, PO BOX, etc. in the address.

Alphanumeric, 1 position; display-only.

Print statement

This value indicates whether to print a statement for open balances and payments for this billing account. Typically, you mail the statement to the customer each month.

Valid values are:

Y = Print statement.

N = Do not print statement.

Alphanumeric, 1 position; display-only.

Language code

This field is not currently implemented.

Alphanumeric, 3 positions; display-only.

Fax

This field is not currently implemented.

Alphanumeric, 1 position; display-only.

Currency code

This field is not currently implemented.

Alphanumeric, 3 positions; display-only.

Email address

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

Alphanumeric, 50 positions; display-only.

OptIn

Indicates the preferred method of correspondence for the bill-to 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.

Alphanumeric, 2 positions; display-only.

Last statement

The date on which you last printed a statement summarizing the status of the billing account.

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

Phone #s

Three fields are available for the daytime, evening, and third (fax or mobile) phone numbers for this billing account.

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.

Alphanumeric, one 14-position field (phone number) and one 4-position field (phone extension); display-only.

D&B rating

A code, developed by Dun & Bradstreet, that represents a credit rating with a predefined credit limit.

D&B rating codes are defined in and validated against the Dun & Bradstreet Codes file.

Alphanumeric, 3 positions; display-only.

D&B date

The date the Dun & Bradstreet rating was assigned to this billing account.

Numeric, 6 positions (MMDDYY format); display-only, updated by the system.

Credit limit

The maximum amount of credit available for this billing account.

This value is used by the credit check programs that run when you accept a new order to see if the new order pushes the customer past the credit limit. If the customer's total:

• dollar value On-order (unshipped orders), plus

• dollar value of the current order, plus

• the customer's total Open A/R (shipped, unpaid orders),

is greater than the credit limit, then the current order you are entering will be held automatically with a CL (credit limit) hold reason. You can increase the customer's credit limit in the Bill To Customer file, then use Release Held Orders to release the order from hold. See Customer Service Chapter 79: Introducing Order Hold Reason Codes.

Numeric, 9 positions with a 2-place decimal; display-only.

Terms

A code that identifies the payment terms on this account, such as NET 30 or E.O.M. Terms codes are defined in the Terms Code file.

The system assigns a default terms code to new bill-to customers if there is a value in the Default A/R Payment Terms (D83) field in the System Control file; however, you can override this value through the Work with Bill-to Customers function.

Numeric, 2 positions; display-only.

Display Customer Bill To (2 of 2) Screen

How to display this screen: Press Shift/Roll or Page Down at the Display Customer Bill To (1 of 2) Screen (Reviewing A/R Statistics).

CSR0401 DISPLAY Display Customer Bill To (2 of 2) 5/01/97 9:46:12

The Mail Order Company

Account # . : 177 LEX AUTOPARTS ATTN: JOHNSON, MARC O

Credits . . : On order . . . : 121.80

Invoices . . : 10 Open A/R . . . : .00

Payments . . : 10 Delinquent A/R : .00

Avg pay days : Last payment . : 367.50 11/14/96

Last year Year to date Life to date

Cash . . . . : .00 1,645.35 1,645.35

Sales . . . : .00 1,645.35 1,645.35

Aging Cash flow aging

CURRENT . : .00 .00

1 - 30 . : .00 .00

31 - 60 . : .00 .00

61 - 90 . : .00 .00

91 - 120 . : .00 .00

OVER 120 . : .00 .00

F2=Letter F3=Exit F12=Cancel F16=A/R History F23=Notes

Field

Description

Account #

Two fields to identify the billing account.

Account number

A number to identify the billing account.

Numeric, 8 positions, display-only, assigned by the system.

Account name

The name or company name on the billing account.

Alphanumeric, 41 positions; display-only.

Credits

The total number of A/R credits generated for this billing account since the account was established.

Numeric, 5 positions; display-only.

On order

The dollar amount for open, unshipped orders for this billing account.

Numeric, 9 positions with a 2-place decimal; display-only.

Invoices

The total number of A/R invoices generated for this billing account since the account was established.

Numeric, 5 positions; display-only.

Open A/R

The total unpaid dollar amount on the billing account.

Numeric, 13 positions with a 2-place decimal; display-only.

Payments

The total number of payments received from the customer since the billing account was established.

Numeric, 5 positions; display-only.

Delinquent A/R

The total A/R dollar amount that is considered delinquent.

In the System Control file, you define the number of days an invoice must remain unpaid before it is considered delinquent.

Numeric, 13 positions with a 2-place decimal; display-only.

Avg pay days (Average days to pay)

The average number of days between the date an invoice is printed and payment for that invoice is posted to the billing account.

Numeric, 5 positions; display-only.

Last payment

The date when the most recent payment was posted against the billing account.

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

Cash last year

The total dollar amount paid on the billing account during the previous year.

Numeric, 13 positions with a 2-place decimal; display-only.

Cash year to date

The total dollar amount paid on the billing account this year.

Numeric, 13 positions with a 2-place decimal; display-only.

Cash life to date

The total dollar amount paid on the billing account since the account was established.

Numeric, 13 positions with a 2-place decimal; display-only.

Sales last year

The total A/R purchases made on the billing account during the previous year. A sale is logged when a shipment occurs.

Numeric, 13 positions with a 2-place decimal; display-only.

Sales year to date

The total A/R purchases made on the billing account during the current year.

Numeric, 13 positions with a 2-place decimal; display-only.

Sales life to date

The total A/R purchases made on the billing account over the lifetime of the account.

Numeric, 13 positions with a 2-place decimal; display-only.

Aging

The unpaid dollar amount on the bill-to account for each aging bucket. Dollar amounts are assigned to an aging bucket based on the current date and the due date or the invoice date.

Aging buckets are defined in the System Control file.

Numeric, 13 positions with a 2-place decimal; display-only.

Cash flow aging

The unpaid dollar amount on the billing account for each aging bucket, based on the current date and the expected payment receipt date.

Aging buckets are defined in the System Control file.

Numeric, 13 positions with a 2-place decimal; display-only.

Screen Option

Procedure

Send a form letter to this billing account

This option is not currently supported.

Review history for this billing account by accounting period

Press F16 to advance to the Customer A/R Sales History Screen.

Enter notes about the billing account, for example, if the account has been turned over to a collection agency

Press F23. See the Work with Bill To Notes Screen (Entering Notes About an A/R Account).

Customer A/R Sales History Screen

Purpose: Use this screen to review Accounts Receivable (A/R) history for the billing account by accounting period. This information is useful if you need to evaluate the current status of the account to see whether the customer can charge the new order.

This screen is updated by the A/R periodic process that closes an accounting period or year.

How to display this screen: Press F21 at the Change Customer Bill To Screen (Selecting, Changing, or Excluding a Billing Account) or F16 at the Display Customer Bill To Screen.

CSR0144 DISPLAY Customer A/R Sales History 9/19/95 10:52:24

Mail Order Company

Customer : 10031 ADVANCED BUSINESS SYSTEMS ATTN: SWEENEY,

Year Period A/R Balance Sales

95 1 102,548.65 501,444.80

95 2 50,128.00 80,544.54

95 3 102,508.65 501,444.80

95 4 50,128.00 80,544.65

F3=Exit F12=Cancel F21=Print list

Field

Description

Customer

Two fields to identify the billing account.

Account number

(Unlabeled field): A number to identify the billing account.

Numeric, 7 positions; display-only, assigned by the system.

Customer name

(Unlabeled field to the right of the billing account number): The name of the customer or company associated with the billing account.

Alphanumeric, 41 positions; display-only.

Year

The year associated with the A/R sales history.

To scan for sales history by year, enter the year. All A/R sales history for the specified year displays.

Accounting years are defined in and validated against the Accounting Periods file.

Numeric, 2 positions (YY format); display-only.

Period

The accounting period associated with the A/R sales history.

To scan for sales history by accounting period, enter the number of the period. All A/R sales history for the specified accounting period displays.

Accounting period are defined in and validated against the Accounting Periods file. An accounting period is a user-defined period of time that can represent a calendar year (January through December) or a fiscal year (March through February). Typically, 12 or 13 accounting periods are defined for each year.

Numeric, 2 positions; display-only.

A/R balance

The unpaid balance on the account during this accounting period. This is calculated when you run the Accounts Receivable period-end or year-end periodic process.

To scan for sales history by an A/R balance, enter the dollar amount of the balance. All A/R sales history with this open A/R balance displays.

Numeric, 9 positions with a 2-place decimal; display-only, updated by the system.

Sales

The total sales dollars charged against this billing account during this period. Sales represent the dollar value of shipments.

This is calculated when you run the Accounts Receivable period-end or year-end periodic process.

To scan for sales history by a dollar amount in sales, enter the dollar amount. All A/R sales history with this dollar amount in shipments (sales) displays.

Numeric, 9 positions with a 2-place decimal; display-only, updated by the system.

Screen Option

Procedure

Run a report for the customer's A/R sales history, which shows the A/R balance and sales for each year and period and identifies the most delinquent bucket for aging open (unpaid) A/R balances

Press F21.

Chapter 11: Adding a Recipient Order Contents SCVsSearchGlossary Reports XML Index Chapter 13: Defining Order Properties

OE01_12 CWDirect 18.0 August 2015 OTN