Customer (Customer number)

A unique number to identify a customer. The system assigns a customer number automatically when you create a new Sold To Customer record.

The system assigns the customer number whether or not you complete the customer record.

Numeric, 9 positions; display-only, assigned by the system.

Match code

A code assigned by the system to identify duplicate customers and detect fraudulent addresses.

When you create a new customer, the system creates the standard match code automatically, based on selected elements of the customer's name and address. The match code is compared against match codes in the Fraud files; if there is a match, the order is placed on hold. See Releasing Held Orders for more information on fraudulent customers. Also, the system updates the match code automatically when you change any of the related elements.

The system uses the match code when determining whether to use an existing customer or create a new customer on orders you receive through the phone order load and the e-commerce interface; see Phone Interface Values (F70).

Alphanumeric, 15 positions; display-only.

Entered

The date you create the customer record. The system uses the job date for this value, and assigns this date as soon as you Press F6.

Numeric, 6 positions, display-only, assigned by the system.

Name

The following 5 fields are available for you to enter the customer's full name:

Prefix

A title (such as “Mrs.” or “Dr.”) that precedes the customer's name. The prefix prints on labels, reports, etc.

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).

Alphanumeric, 3 positions; optional.

First Name

The Sold-to customer's first name.

Alphanumeric, 15 positions; optional.

Initial

The initial of the customer's middle name.

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”). The suffix will print on labels, reports, etc., but is not accessible to scans.

Alphanumeric, 3 positions, optional.

Company

The name of the company associated with the customer placing the order.

Alphanumeric, 30 positions; required if last name is not present.

Street

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

If you enter PO box or P.O. box in this field, the system updates the PO box field for the customer to Y. If you remove PO box or P.O. box from this field, the system updates the PO box field for the customer to N.

Alphanumeric, 32 positions; required.

Apt./suite (Apartment/suite)

The apartment number or suite number associated with the customer's delivery address.

Follow these steps 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.

Addresses must conform to United States Parcel Service (USPS) address formatting field description standards. For example, always precede the apartment or suite number with the appropriate abbreviation (for example, APT or STE).

Alphanumeric, 10 positions; optional.

Address

Three additional lines of the customer's delivery address. If the address represents a post office box, you must type P.O. Box on the first line to meet USPS delivery regulations.

Alphanumeric, three 30-position lines; optional.

Postal code

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

Note: The system fills in the City and State fields appropriately if you set up the Postal Code/City/State file and you enter a valid postal code.

Alphanumeric, 10 positions; required.

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. State codes are defined in and validated against the State file, accessible through the Work with Countries menu option; see Setting Up the Country File (WCTY).

The system validates that the state you enter is assigned to the SCF in the first three positions of the postal code.

Alphanumeric, 2 positions; optional.

Country

The code for the customer's country. Country codes are defined in and validated against the Country file.

The Default Country for Customer Address (B17), if any, defined in the System Control file defaults here when you create a new customer; however, you can override the default.

Alphanumeric, 3 positions; required.

Delivery code

This value identifies a business (commercial) or residential address. This value is used to calculate shipping charges for shippers that use rate tables (such as U.P.S.).

The Default Delivery Code for New Order Entry Customers (D13) defined in the System Control file defaults here; however, you can override this default.

B = Business rate table determines shipping charges.

R = Residential rate table determines shipping charges.

N = No distinction between business and residence.

Note: Only B and R 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 file = U; see Fulfillment Working with Ship Via Codes (WVIA).

Alphanumeric, 1 position; required.

PO box

A flag that identifies the customer's delivery address as a Post Office box. Whenever you identify an address as a PO box, orders must ship by Parcel Post.

Valid values are:

Y = The address is a Post Office box.

N or blank (default) = The address is not a Post Office box.

Alphanumeric, 1 position; optional.

Class

A code that categorizes customers at a high level for reporting purposes. You can use customer class codes to:

• send offers to a limited group of customers

• restrict item sales to a group of customers

• bypass normal item reservation

• determine whether to prompt for user-defined fields in order entry

You can define a Default Customer Class in Order Entry (D63) to assign to all customers you create through order entry.

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 update a customer.

See Setting Up the Customer Class File (WCCL) on working with customer classes.

Numeric, 2 positions; optional.

Type

A user-defined code to identify a group of customers further for reporting purposes.

Alphanumeric, 3 positions; optional.

Salesrep # (Sales representative number)

A number that identifies sales representative who takes an order. You can use Salesrep information for tracking and reporting sales activity and commissions.

This number appears during order entry when you enter a new order for this customer.

Salesrep numbers are defined in and validated against the Salesrep file. See Accounts Payable Working with Sales Representatives (WSLS).

Numeric, 7 positions; optional.

Changed

The date of the most recent update to the customer's record. The system uses the starting date of the ORDER_ASYNC job that was running at the time of the update.

Note: This field displays on the Change and Display screens only.

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

Parent comp (Parent company)

A code used to group multiple sold-to customers under a single parent company code for reporting and analysis.

This feature is useful when a single company has multiple subsidiaries, each of which places orders. The code in this field links to the Ship To Customer file, enabling you to track sales history at the Sold To and Ship To levels, and to track Accounts Receivable (A/R) history at the Bill To level. See Setting Up the Customer Company File (WCCO).

Alphanumeric, 3 positions; optional.

Opt in/Opt out

Indicates the preferred method of correspondence for the primary 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.

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 values use the letter O, not the number 0 (zero).

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

Outbound email API: The opt in/opt out settings controls the generation of the Outbound Email XML Message (CWEmailOut) using the same logic as the generation of outbound emails. See Outbound Email API for an overview.

Entity-level settings: If the Track Customer History at Entity Level (F89) system control value is set to Y, you set the opt in/opt out flag separately for each entity. In certain cases, the system might use the entity-level setting to determine when to generate an email; see Determining the Opt-in/out Setting for the complete hierarchy. The system checks the entity associated with the source code on the order header to determine the customer’s preferred method for the entity. Press F4 to review or update the Opt in/opt out settings by entity.

Alphanumeric, 2 positions; required.

Language

This field is not currently implemented.

Alphanumeric, 3 positions; optional.

Mail code

This code specifies how often, and under what conditions, you will send mail to the customer. You can use this code to indicate the customer's mail preferences with more precision than the Mail flag, discussed below, permits.

Mail codes are defined in and validated against the Mail/Call Code file. See Working with Mail/Call Codes (WMCC).

After you create a sold-to customer at this screen, the value in the Mail flag will default into the mail code field if you have not entered a mail code. You must define this value (either Y or N) in the Mail/Call Code file or the system will display an error message.

Alphanumeric, 3 positions; optional.

Call code

This code specifies how often, and under what conditions, you will call the customer.

Call codes are defined in and validated against the Mail/Call Code file. See Working with Mail/Call Codes (WMCC).

Alphanumeric, 3 positions; optional.

Currency

This field is not currently implemented.

Alphanumeric, 3 positions; optional.

Mail

This code controls whether the customer receives future catalogs. This field is set to Y or N for new customers (added through order entry or a catalog request), depending on the value in the Default Mail Name (D10) system control value. This value also defaults into the mail field on the first Create Customer Sold To screen, although you can override it.

Valid values are:

Y = Mail catalogs to the customer

N = Do not mail catalogs to the customer

Entity: If the Track Customer History at Entity Level (F89) system control value is set to Y, you can set the mail flag separately for each entity. Entity-level updates take place in addition to the customer-level setting. The system sets this field automatically at the entity level if you enter an order or catalog request for the customer as follows:

• Order: The system uses the setting from the Default Mail Name (D10) system control value to set the mail flag for the entity associated with the source code on the order header.

• Catalog request: The system uses the customer-level setting of the mail flag for the entity associated with the source code for the catalog request.

Press F4 to review or update the Mail flag settings by entity.

Note: If you set the Mail flag for an entity in which the customer has not already had any activity, the system creates a customer entity record with a current and original mail type of C. See the description of the Mail type fields for more information.

Alphanumeric, 1 position; required.

Rent

This code controls whether to include the customer's name in lists you sell to other companies for their own catalog mailings.

This field is set to Y or N for new customers (added through order entry or a catalog request), depending on the value in the Default Rent Name (D11) field in the System Control file.

Y = Sell the customer's name to another company

N = Do not sell the customer's name to another company

Alphanumeric, 1 position; required.

Do not fax

This field is not currently implemented.

Alphanumeric, 1 position; optional.

Inactive

This code identifies the customer's status. You can still place orders for inactive customers. This information is useful for exceptions reporting you might conduct on your house list.

Valid values are:

Y = Customer is inactive.

N or blank (default) = Customer is active.

Alphanumeric, 1 position; optional.

Commercial

A code that identifies the customer as commercial or non-commercial for reporting purposes. Commercial customers are typically business-to-business customers who pay on account.

Valid values are:

Y = This is a commercial customer.

N or blank (default) = This is a non-commercial customer.

Alphanumeric, 1 position; optional.

Hold/bypass/fraud

This value controls how credit checking is performed for the customer during order entry.

Valid values are:

H = Hold

The system places the customer's orders on hold automatically so you can review, then manually release each order.

B = Bypass

Orders for the customer are not included in the A/R credit check function in order entry; however, the customer is still subject to other fraud-checking, as described in for the Fraud Checking (A68) system control value.

F = Fraud

The system places the customer's orders on “fraud” hold automatically so you can review each order and release it as needed.

Entering the customer's name in the Fraud file will not by itself set this field to F, although the system will still hold all of the customer's orders for fraud.

The system generates a report that identifies all held orders and their reason codes. You can review this information through Order Inquiry. See Releasing Held Orders for more information about held orders and reason codes.

The Maintenance of Hold/Fraud/Bypass Flag (A57) secured feature controls access to this field. If you attempt to change this field and you do not have proper authority, the following message displays:

Not authorized to maintain.

Alphanumeric, 1 position; optional.

Bypass res (Bypass reservation)

A code that controls how items are reserved for the customer.

Valid values are:

Y = The customer bypasses reservation; you must reserve inventory manually for each order.

N or ' ' (default) = The system reserves inventory in the normal way for all orders for this customer.

If the customer bypasses reservation, no items will be reserved during order entry (immediate reservation) or through batch reservation. Instead, you must reserve items manually (through Interactive Reservation). This feature lets you reserve inventory selectively for direct and wholesale customers and manage distribution of large quantities of merchandise.

Alphanumeric, 1 position; optional.

Auto cancel B/O (Automatic cancel backorder)

This value controls whether the system cancels items that are not in stock (backordered items) automatically with the first shipment on the order.

Set this field to Y for customers who want only one shipment on an order. The setting appears in the Auto can B/O field during order entry.

Valid values are:

Y = Cancel backordered items automatically with the first shipment on the order.

N or blank (default) = Do not cancel backordered items.

Alphanumeric, 1 position; optional.

Track item history

A code that controls the level of sales history to capture for each customer. Valid values are:

1 or ' ' = Do not track the sale of items for the customer.

2 = Track item history for the customer placing the order (Sold To customer) only.

3 = Track item history for the customer placing the order (Sold To customer) and the customer receiving the order (Ship To customer).

The Default Item History Tracking (B18) field in the System Control file controls how this field will default when you create a new customer. You can change this value at any time through Work with Customers, even after entering orders, to gain visibility to the ship-to customers' item history.

Numeric, 1 position; optional.

Customer

A unique number to identify the customer.

Numeric, 9 positions; display-only.

Bill to

The bill-to account assigned this customer.

Bill-to customer records:

• contain accounts receivable information

• do not contain any sales history

You can assign only one bill-to record to a sold-to customer; however, multiple sold-to customer records can use the same bill-to customer record. See Creating and Updating Bill-to Customers (WCBT). If a sold-to customer is assigned a bill-to customer in this field, that bill-to customer will be added to each new order for the customer, regardless of whether the order uses an A/R payment method.

The Update Customer Sold to with Bill to Account Number for New E-Commerce Orders (H87) system control value controls whether to update this field with the bill-to customer specified on an e-commerce order, or to retain that association on that particular order only.

Numeric, 7 positions; optional.

Alt cust (Alternate customer number)

An additional way to identify a customer, such as a serial number or customer number converted from another system.

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 #.

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#.

Secured Feature

The Change Alternate Customer Number (B11) secured feature controls whether you can change the value in this field; if you prohibit access to this feature, the system displays an error message if you try to change the value: Not authorized to add/change Alt Customer #.

Alternate Customer Number Cross Reference

The alternate customer number at this screen is normally duplicated in the Alternate Customer # Cross Reference file. The system uses this file as a means to track each alternate customer number that has ever been assigned to the customer. Whenever you enter a value in the Alt cust field, the system creates a matching record in the Alternate Customer # Cross Reference file.

See Working with Alternate Customer Number Cross-References for more information.

Automatic Alternate Customer Number Assignment

The Assign Alternate Customer # (I88) system control value controls whether the system automatically assigns an alternate customer number each time a customer is created by any means. See that system control value for more information.

Possible to delete the alternate customer #?

• If the Display Alternate Customer Cross Reference Window (I84) system control value is set to Y, you cannot delete an existing alternate customer number; however, you can replace the alternate customer number. You can also delete alternate customer number cross-references through the Working with Alternate Customer Number Cross-References option.

• If the Display Alternate Customer Cross Reference Window (I84) system control value is set to N, you can delete an existing alternate customer number only if there are no additional cross references stored in the Alternate Customer # Cross Reference file besides the one that matches the Alt cust itself. In this situation, when you delete the Alt cust, the system also deletes the matching Alternate Customer # Cross Reference record.

Numeric, 7 positions; optional or display-only, as described above.

Phone numbers

The customer's day, 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.

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.

Telephone Number Format 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 numbers 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 Setting Up the Postal Code File (WZIP).

The system calls a user-defined program to validate phone numbers outside of CWDirect if you set the External Validation for Phone Number (E64) system control value to Y. 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 the following parameters:

• Company

• Country

• State

• City

• Phone Number

Alphanumeric, 14 positions; optional.

Ext (Extension)

The extension of the customer's phone number.

Numeric, 4 positions; optional.

Source

A unique code to identify a segment of your customer base (list of customers) targeted for an offer (catalog, newspaper or television advertisement). Source codes can be used to analyze sales and determine the effectiveness of advertising or catalog offerings.

You may set up special prices or discounts for a source code. See Marketing Working with Source Codes (WSRC).

The following two fields are available for source codes:

Current source code

The source code that is presently in effect. You can change the value in this field at any time, to reflect a change in offer.

Alphanumeric, 9 positions; optional.

Original source code

A code that identifies how you first acquired the customer. The system retains the source code used on a new customer's first order or catalog request, depending on how you first acquired the customer.

If the Update Original Source Code for Recipient Customers (F90) system control value is set to Y and the Original source code field for the customer is blank, the system updates the Original source code field for a recipient customer with the source code defined on the order header for the customer sold to.

Alphanumeric, 9 positions; display-only.

Mail type

This code identifies the source of the customer based on how you and the customer first established contact (Original mail type) and whether the customer then purchased merchandise from you (Current mail type).

Valid values are:

B = Buyer: a customer who places an order (the “sold-to” customer). A customer is coded as a buyer when this customer places an order, if the order is accepted (by pressing F9)

C = Catalog requester: a person who requested a catalog. The system assigns this mail type to customers that you add through:

• Work with Customers; or

• a catalog request order type, if the order is accepted (by pressing F9). The system compares the order type with the Order Type to Process as Catalog Request/Item Samples (E08) system control value to determine if an order is a catalog request.

• Work with Catalog Requests (see Entering Catalog Requests (WCAT))

L = List rental: a customer whose name you purchased from another company

R = Recipient: the customer who receives the order (also known as the Ship To customer). The system tracks the mail type only for ship to customers that you add to an order by pressing F2 or F19.

S = Suspect/prospect: a customer whose name you acquired through a telemarketing effort or a public or industry listing; or a customer who places an order that is then rejected (by pressing F11)

Entity: If the Track Customer History at Entity Level (F89) system control value is set to Y, the system also tracks the mail type separately for each entity based on the first activity for the customer within the entity. For example, if the first activity for a customer within entity 100 is to place and accept an order, the mail types for this customer/entity are set to B, even though the customer-level current and original may be set differently.

There are two categories of mail type, as follows:

Current mail type

The customer's current status.

Note: The only time that the system updates the current mail type at either the customer or entity level is to change the code to a B (buyer) if an existing customer places and accepts an order.

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

Original mail type

The original status of the customer.

Note: You cannot change the original mail type, and the system never updates it automatically.

The only exception to the above rule is if you happen to enter an order for a customer and reject it (producing an original mail type of S), and then enter an order and accept it on the same day; in this case only, the original mail type changes to B.

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

Seed

A code assigned to a name to help you identify whether a company is using a rental name more than once.

A seed name is a customer name that you “plant” in a list to ensure that the company buying the list pays you for each use of the list.

Valid values are:

Y = This customer is a seed.

N or ' ' = This customer is not a seed.

Note: Flagging a customer as a seed on your house rental list does not prevent you from placing orders for the customer.

Alphanumeric, 1 position; optional.

Ghost

A customer number that remains in the system after you merge duplicate customer records. Duplicate match codes can result when two customers have similar demographic information. For example, Gerald Smith and Geraldine Smith live at the same address. Duplicates may also occur during order entry when individual customers use variations of their first names on different orders. For example, John Jones places orders on two occasions, and gives John as his first name on one order, Jack as his first name on another order.

When duplicate customers exist in the database, you can run a merge program that combines the duplicate customer information into a single (target) customer record. You can, optionally, retain the source customer as a ghost customer. See Marketing Working with Merge/Purge Sold-to Names (MMCS) for more information on the merge/purge function.

If you enter the customer number for a ghost customer in order entry, the system displays a pop-up window warning you that the customer you entered is a ghost customer. If you press Enter to advance to the order header screen, the system will default the number of the target customer on the order. For example, if you enter 202, a ghost customer, the system will display the Ghost Customer Number Warning Window, informing you that customer 202 has been merged into customer 137. When you continue with the order process, customer 137 will default on the Work with Order screen.

Ghost customers do not display on any scan screens in order entry, order maintenance, order inquiry, catalog requests, customer maintenance, working with return authorizations, or working with customer memberships. If you enter a ghost customer number in any maintenance function, the system does not display any history, such as orders or catalog requests, because all history has been merged to the target customer.

Valid values are:

Y = This is a ghost record.

N or ' ' = This is not a ghost record.

Note: If this field is set to Y, you can change it; if you change it to N, the system will no longer consider the customer a ghost, and no pop-up window will display in order entry when you enter the customer’s number.

If this field is set to N, you cannot change it; ghost customers can be created only when performing a merge/purge.

Create screen: alphanumeric, 1 position; optional.

Change screen: alphanumeric, 1 position; if set toY, optional; if set to N, display-only.

Warehouse

The default warehouse for the customer. The system uses this field only if you process retail orders through the phone interface or use retail store restock.

Retail store restock: You define each retail store location as a customer in the Customer Sold To file, then assign a retail store warehouse to this customer. You can then replenish stock at the store location by processing an order for this customer through by creating it through the Working with Retail Store Restock (WRSR) option or by entering it in order entry. In this situation, the system creates a transfer (T) rather than an issue (I) inventory transaction when you ship the order.

See Retail Store Overview for more information on retail store restock orders.

Numeric, 3 positions; optional.

Associate

This field identifies the customer as an associate or member who is eligible to receive special pricing on merchandise. The Default Associate Code (D09) system control value determines the default value of field for new customers.

Valid values are:

Y = The customer is an associate customer.

N or ' ' = The customer is not an associate customer.

Secured Feature

The Change Associate Customer Flag (B10) secured feature controls whether you can change the value in this field; if you prohibit access to this feature, the system displays an error message if you try to change the value: Not authorized to change Associate Customer.

Alphanumeric, 1 position; optional.

Price disc % (Price discount percentage)

The discount applied automatically to each order the customer places.

Numeric, 5 positions with 2 place decimal; optional.

Price column

The customer's pricing column.

Items may be set up on the system with special (discounted) prices for different price columns. When the customer orders this item, the customer pays the discounted price automatically if the customer's pricing column and the item's pricing column are the same.

Numeric, 2 positions; optional.

Tax exempt

The tax status of this customer. Valid values are:

E (Exempt): The customer is not required to pay tax on purchases.

G (GST only): The customer is a Canadian customer and subject to the Goods and Services Tax on purchases only, not PST. See Merchandising Working with GST Tax Exemption Status (MGTX) for information on how tax is calculated in this case.

N (Non-taxable): The customer will not be taxed on purchases.

P (PST only): The customer is a Canadian customer and subject to the Provincial Services Tax only, not GST. See Merchandising Working with GST Tax Exemption Status (MGTX) for information on how tax is calculated in this case.

R (Resale): The customer is a reseller and not subject to tax.

T (Taxable): The customer is subject to all taxes. Canadian customers are subject to both GST and PST tax.

If you enter a tax exempt code of E or R, an Exempt certif (Exempt certificate number) is also required. The customer's tax exempt code and exempt certificate number will default in order entry. At that time the system will validate that the customer's Exempt expiry (Tax exempt certificate expiration date), if one has been entered, has not passed; if so, an error message will display and you will need to change the customer's tax information before proceeding with the order.

The tax-related fields on this screen act as defaults; you can also create customer tax records in effect for specific states or provinces.

See Working with Customer Tax Status for a complete description of how customer tax information defaults in order entry.

Alphanumeric, 1 position; optional.

VAT number

The customer's VAT exemption number. The system checks this field only if the Tax Included in Price (E70) field in the System Control file is set to Y; if so, and if the order would normally be subject to VAT, this number provides a VAT exemption for the customer. The VAT number is not subject to the Exempt expiry date and cannot be overridden in order entry.

See Working with Customer Tax Status for a complete description of how customer tax information defaults in order entry.

Alphanumeric, 20 positions; optional.

Exempt certif (Exempt certificate number)

The resale or exempt certificate number assigned to a customer who is identified as tax exempt (E) or as a reseller (R).

Alphanumeric, 15 positions; required if customer is defined as tax exempt or as a reseller.

Exempt expiry (Tax exempt certificate expiration date)

The date the customer's exempt or reseller certificate expires. In evaluating the customer's tax status, either at the customer level or for a specific state, the system validates that any date entered in this field has not passed. If this field is blank, the tax information is considered valid.

See Working with Customer Tax Status for a complete description of how customer tax information defaults in order entry.

Numeric, 6 positions (MMDDYY format); optional.

Pop up window

Four optional message lines. The messages appear in a pop up window in order entry for this customer.

The Access to Customer Pop-up Messages (A79) secured feature controls whether you can create or change a customer message. If this secured feature is set to *ALLOW, you can create or change a customer message. If this secured feature is set to *EXCLUDE, the message fields are display-only.

Alphanumeric, 20 positions each field; optional.

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 from this file, 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 at this screen, the system removes the primary email flag for the address but retains the address in the Customer Sold To Email file. Follow the steps described above to delete the email address from this file.

Defaulting in order entry: The customer’s primary email address defaults in order entry unless there is an individual placer on the order with an email address. See Working with an Order-Level Email Address for an overview.

Email notifications: See When Does the System Generate an Email Notification? for an overview of how the system determines when to generate an email notification to the customer, and which email address to use.

Email format: See Email Address Validation for information on how the system verifies that your entry is formatted correctly.

Alphanumeric, 50 positions; optional.

Job title

The customer's job title. This field is not currently implemented.

Alphanumeric, 26 positions; optional.

User fields

Four additional fields you can use to enter any type of information about the customer.

When using the House List function, you can select customer names by the User fields.

Alphanumeric, 10 positions per field; optional.

Sold to

The number and description of the sold to customer associated with the ticklers on this screen.

Sold to number: Numeric, 9 positions; display-only.

Sold to description: Alphanumeric, 40 positions; display-only.

S (tickler status)

The status of the tickler.

O = Open; the tickler is open and is available to work on in the assigned tickler work queue.

I = In use; the tickler is currently being worked on by the assigned user.

R = Resolved; the tickler has been resolved.

Alphanumeric, 1 position; 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 (CYYMMDD format); optional.

Ev (tickler event code)

The code for the tickler event that created the tickler.

AR = A/R accounts

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 file; 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 of the tickler user group assigned to the tickler.

Tickler user groups are defined in and validated against the Tickler User Group file; 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 file; see Working with User Records (WUSR).

User ID: Alphanumeric, 10 positions; display-only.

Sts (order status)

The status of the order.

blank = open

A = archived to optical disk

C = cancelled

H = held Note: The system highlights the held status in a different color (for example yellow) 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 file).

P = purged

S = suspended

X = closed

Alphanumeric, 1 position; display-only.

Order #

The order associated with the tickler.

Numeric, 9 positions; display-only.

Bill to

The bill to customer associated with the tickler.

Numeric, 9 positions; display-only.

Customer #

A number to identify the customer, the customer’s name, and the company name, if any.

Customer number: numeric, 9 positions; display-only.

Customer company and name: alphanumeric, 41 positions; display-only.

Date

The order date, which might differ from the entered date.

Numeric, 6 positions (MM/DD/YY format); display-only.

Order

A unique number assigned by the system to identify the order.

Numeric, 8 positions; display-only.

Promotion

The code identifying the promotion. A promotion is listed on this screen for each order on which it was applied.

Promotion codes are defined in and validated against the Promotion file; see Working with Promotion Values (WPRO) for more information.

Alphanumeric, 7 positions; optional.

Promotion description (unlabeled field to the right of the promotion code)

The description of the promotion, as set up through Working with Promotion Values (WPRO).

Alphanumeric, 30 positions; display-only.