Creating and Updating Bill-to Customers (WCBT)
Purpose: A bill-to customer represents the person or company that is billed for an order. The system creates a bill-to customer record automatically only when:
• the order is paid on-account (A/R), or
• the person being billed for the order is different from the customer who placed the order.
The system requires a bill-to customer for any order that uses an A/R payment type (payment category 3); if the operator does not select a bill-to customer, the system creates one automatically, using the name and address information from the sold-to customer.
The system stores information on the bill-to customer related to payment arrangements and history; unlike the sold-to customer record, the bill-to customer file does not contain order history information.
Bill-to/sold-to association: Each customer who places orders (the customer sold-to) can be associated with no more than one bill-to customer, but each bill-to customer can be associated with more than one sold-to customer. If a bill-to customer is specified in the Bill to field for a sold-to customer, that bill-to will be added to each order that the sold-to customer places, regardless of payment method. See the system control values listed below for more information on the situations when the system automatically updates the Bill to field for the sold-to customer.
Creating or updating bill-to customers through the e-commerce interface: You can create new bill-to customers through the e-commerce interface; see Selecting or Creating Bill-to Customers in E-Commerce Orders for an overview. Also, you can update existing bill-to customers through the e-commerce interface; see E-Commerce Processes for more information.
Related system control values:
• Create/Assign Bill To Customers in Order Entry (A76): determines whether you can assign existing bill-to customers to sold-to customers through Order Entry as well as through Customer Maintenance.
• Update Customer Sold to with Bill to Account Number for New E-Commerce Orders (H87): controls whether to update the sold-to customer with the bill-to customer specified on an e-commerce order, or to retain that association on that order only.
• Update a Bill-to Address with Sold-to Address Changes (E13): controls whether to prompt the operator whenever you change a sold-to address to see if the bill-to address should receive the same updates.
In this topic:
• Work with Bill To Customers Screen
• Create Bill-to Customer Screen
• Change Bill-to Customer Screen
• First Display Customer Bill To Screen
• Work with Bill To Phone Numbers Screen
• Create Bill To Phone Number Screen
• Change Bill To Phone Number Screen
• Work with Bill To Notes Screen
• Customer A/R Sales History Screen
• Work with Ticklers Screen (bill-to customer view)
Related system control values: The following system control values control how the system creates new bill-to customers 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 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, go 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.
For more information: On order hold reason codes: see Introducing Order Hold Reason Codes.
Work with Bill To Customers Screen
How to display this screen: Enter WCBT in the Fast path field at the top of any menu or select Work with Bill To Customers from a menu.
CSR0139 DISPLAY Work with Bill To Customers 7/16/02 17:24:05 EZK Mail Order
Opt Acct # Name (Last/Company) First Name St Postal Code
Type options, press Enter. 2=Change 4=Delete 5=Display 9=Phone #s 21=A/R sales history 23=Notes 96=Ticklers 97=Email History 98=User Field 99=Letter
175 ACME COMPANY ATTN: FORGIONE, MILO MA 01701 176 ACME INTERNATIONAL ATTN: SOSE, KEYSER MA 01760
F3=Exit F6=Create F12=Cancel F21=Print list |
Field |
Description |
A unique number that represents the bill-to customer. Numeric, 7 positions; optional. |
|
Name (Last/Company) |
Last Name The customer's last name. Enter a full or partial last name to list customers who match your entry alphanumerically. Alphanumeric, 25 positions; optional. Company The name of the company placing the order. Alphanumeric, 30 positions; optional. |
First name |
The customer’s first name. Enter a full or partial last name to list customers whose names follow your entry alphanumerically. Enter a full or partial last name and first name to list customers with last names and first names that follow your entry alphanumerically. Alphanumeric, 15 positions; optional. |
St (State) |
The state or province in which the customer lives or receives mail or shipments. See Setting Up the Country File (WCTY) for more information on state codes. Alphanumeric, 2 positions; optional. |
Postal code |
The postal or zip code for this customer. Alphanumeric, 10 positions; optional. |
Screen Option |
Procedure |
Create a bill-to customer |
Press F6 to advance to the Create Bill-to Customer Screen. |
Change bill-to customer information |
Enter 2 next to a customer to advance to the Change Bill-to Customer Screen. |
Delete a bill-to customer |
Enter 4 next to a customer to delete it. When you delete a bill-to customer, you lose the customer's billing account history. |
Display a bill-to customer |
Enter 5 next to a customer to advance to the First Display Customer Bill To Screen. |
Work with bill-to phone numbers |
Enter 9 next to a customer to advance to the Work with Bill To Phone Numbers Screen. |
Review accounts receivable sales history |
Enter 21 next to a customer to advance to the Customer A/R Sales History Screen. |
Review customer notes |
Enter 23 next to a customer to advance to the Work with Bill To Notes Screen. |
Work with ticklers associated with the bill-to customer |
Enter 96 next to a customer to advance to the Work with Ticklers Screen (bill-to customer view). |
Review email correspondence history |
Enter 97 next to a customer to advance to the Work with Email by Customer Bill To Number Screen. |
Work with user defined fields |
Enter 98 next to a customer to advance to the Work with User Fields Screen. |
Create customer letters |
This option is not currently supported. |
Create Bill-to Customer Screen
Purpose: At the Work with Bill To Customers Screen, press F6 to advance to this screen.
CSR0142 ENTER Create Bill To Customer 1/15/03 13:27:25 KAB Co.
Account # 56 Hold/Bypass/Fraud . Match code : Name . . . Company . Street . . Apt/Suite Address .
Postal code City St Country USA
Delivery code . (B=Business, R=Residential) PO Box (Y/N) Print Statement (Y/N) Language code Fax . . . . . . (Y/N) EDI (Y/N) Currency code Email Address . OptIn O3
Phone #'s: Day . Ext. D&B Rating . Eve . Ext. D&B Date . . Fax . Ext. Credit lmt . Terms . . .
F3=Exit F12=Cancel |
Field |
Description |
Account # |
A unique number to identify a customer billing account. Bill-to records contain Accounts Receivable information only (no sales information). Numeric, 7 positions; display-only, assigned by the system. |
A value that determines the type of credit checking to apply to this customer. Valid values are: H (Hold) The system places all orders for this customer on hold automatically. You must review each order, then release good orders. B (Bypass) The system does not credit check orders for this customer. F (Fraud) This code identifies the customer as a "fraud." The system adds a record to the Fraud file for the customer and places all orders for the customer on "fraud" hold automatically. You must review each order for this customer, then release good orders. Entering the customer's name in the Fraud file will not by itself add an F to this field, although the system will still hold all of the customer's orders for fraud. See Working with Customer Fraud Files (WCFD). Alphanumeric, 1 position; optional. |
|
Match code |
A code used to identify duplicate customers based on a match on the customer's address. The system assembles a match code for each new customer, and updates the match code when you change any of the related components. Match codes are defined in the Match Code file, and may consist of components of the bill-to customer's name, company name, address and postal code. See Setting Up Match Codes (MMCH). Alphanumeric, 15 positions; display-only. |
Name |
The following 5 fields are available for you to enter the Bill-To customer's full name: Prefix A title (such as "Mrs." or "Dr.") that belongs before the customer's name. The prefix prints on labels, reports, etc. If the Validate Prefix (I27) system control value is set to Y, your entry is validated against the Prefix file; see Working with Prefix Codes (WPFX). Alphanumeric, 3 positions; optional. First Name The bill-to customer's first name. Alphanumeric, 15 positions; optional. Initial The customer's middle initial. Alphanumeric, 1 position; optional. Last Name The customer's last name. Alphanumeric, 25 positions; required if company name is not present. Suffix An addition to the customer's full name (such as "M.D.", "Fr.", or "III"). Alphanumeric, 3 positions, optional. |
Company |
The name of the customer's company. Alphanumeric, 30 positions; required if last name is not present. |
Street |
The customer's street address or the number of the customer's post office box (entered as P.O. Box ###). This is the primary delivery address. Alphanumeric, 32 positions; required. |
Apt/suite (Apartment/suite) |
The apartment or suite number of the delivery address. To enter an apartment or suite address: Type APT to indicate an apartment or STE to indicate a suite. Insert a space and type the number of the apartment or suite, for example: APT 4 or STE 116. Alphanumeric, 10 positions; optional. |
Address |
The customer's expanded address. Alphanumeric, three 30-position fields; optional. |
Postal code |
The postal or zip code for the customer. 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, which is accessible through the Work with Countries menu option; see Setting Up the Country File (WCTY) for more information. 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; required. |
Country |
The code for the customer's country. Country codes are defined in and validated against the Country file. Alphanumeric, 3 positions; required. |
Delivery code |
This value identifies a business (commercial) or residential address and is used to calculate shipping charges by carriers who use different rate tables when shipping to homes and businesses, such as UPS. B = Business rate table determines shipping charges. R = Residential rate table determines shipping charges. N = No distinction between business and residence. 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; optional. |
PO box |
This value identifies the address as a post office box. If the address is a post office box, you must use Parcel Post to ship the orders. Valid values are: Y = this is a post office box address. N or ' ' = this is not a post office box address. Alphanumeric, 1 position; optional. |
Print statement? |
This value controls whether the system prints a statement on open balances, and open and paid receipts for the customer. Complete this field for printing accounts receivable invoices. Valid values are: Y = print an accounting statement. N = do not print an accounting statement. Alphanumeric, 1 position, required. |
Language code |
This field is not currently implemented. Alphanumeric, 3 positions; optional. |
Fax |
The value in this field defines whether or not you can fax this customer. Valid values are: N = Do not fax this customer. Y = Fax this customer. This field is not currently implemented. Alphanumeric, 1 position; optional. |
EDI |
This field is not currently implemented. Alphanumeric, 1 position; optional. |
Currency code |
This field is not currently implemented. Alphanumeric, 3 positions; optional. |
The bill-to customer’s email address. See Email Address Validation for information on how the system verifies that your entry is formatted correctly. Fraud checking: An order associated with this bill-to customer (or whose sold-to customer is assigned to this bill-to customer) goes on EB hold if this email address matches an email address in the Miscellaneous Fraud file; see Working with Miscellaneous Frauds (WMFF). 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. |
Phone numbers |
The bill-to customer's day, 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. 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 Examples An operator enters a phone number containing 10 numbers: 5085553197 The telephone number format used in the United States to represent an area code, local exchange and local phone number is: (508) 555-3197 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 5553197 and no format exists for 6 numbers, the phone number would display as it was entered (5553197). See Work with Telephone Number Format Screen. |
|
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 the following parameters: • Company • Country • State • City • Phone Number Alphanumeric, one 14-position field (phone number) and one 4-position field (phone extension); optional. |
D&B rating |
The Dun & Bradstreet credit rating given to a commercial customer; used for setting customer credit limits. D&B rating codes are defined in and validated against the Dun & Bradstreet file. See Accounts Payable Working with Dun & Bradstreet Codes (WD&B). Alphanumeric, 3 positions; optional. |
D&B date |
The date the Dun & Bradstreet (D&B) rating code was assigned to the customer. Numeric, 6 position (MMDDYY format); optional. |
Credit limit |
The credit limit assigned to the customer's account. The Credit Check program refers to this field when you process an order or change an order total. If the customer's total: • dollar value On-order (unshipped orders), plus • dollar value of a current order, plus • dollar value of Open A/R (shipped, unpaid orders), is greater than the credit limit, then the system places the current order on hold automatically with a CL (credit limit) hold reason. See Introducing Order Hold Reason Codes. If you have a credit limit defined in the Default Credit Limit for A/R Customers (D82) field in the System Control file, this value will default here. You can override this value. Numeric, 8 positions; optional. |
Terms |
The payment terms for the customer's account. Terms define when payment is due, any discounts associated with prepayment of an invoice, etc. Terms codes are defined in and validated against the Terms Code file. See Accounts Payable Working with Terms (WAPT). If you have a value defined in the Default A/R Payment Terms (D83) field in the System Control file, that value will default here. You can override this value. Numeric, 2 positions; optional. |
Number of invoices |
The total number of invoices that have been generated for the bill-to customer. This number includes paid and unpaid invoices. See Working with Invoice Open Items. Numeric, 5 positions; display-only. |
On Order |
The total value for unshipped A/R orders for the bill-to account. Numeric, 9 positions with a 2 place decimal; display-only. |
Number of Credits |
The total number of A/R credit open items that have been created through returns. You can flag a credit to produce a refund check or credit card credit, or allocate the credit as payment during order entry if the Allow A/R Credits as Payments (E81) system control value is set to Y. The system does not include A/R on account open items (cash paid for future or unshipped orders) in the total number of credits. For more information, see Establishing Accounts Receivable Types (WART). Numeric, 5 positions; display-only. |
Number of Payments |
The total number of cash payments that the bill-to customer has made against invoices open items. See Working with Invoice Open Items. This number does not reflect credits that have been applied to invoices. See Applying Credits to Debits. Numeric, 5 positions; display-only. |
Date of last payment |
The most recent date of a cash payment against an invoice open item. See Working with Invoice Open Items for more information. Numeric, 6 positions MM/DD/YY format; display-only. |
Last payment amount |
The most recent cash amount that the bill-to customer has paid against an invoice open item. Numeric, 13 positions with a 2 place decimal; display-only. |
The accumulative total of cash payments that the bill-to customer has made against invoice open items. See Applying Payments or Adjustments. Numeric, 13 positions with a 2 place decimal; display-only. |
|
Average days to pay |
The average number of days that it takes the bill-to customer to pay the invoice open items. Numeric, 5 positions; display-only. |
LTD Sales (Life-to-date sales) |
The net value of paid A/R invoices, LTD Cash (Life-to-date cash), and the current A/R open items (A/R: Open) for the bill-to customer. Numeric, 13 positions with a 2 place decimal; display-only. |
The net value of all A/R open items for the bill-to customer including invoice, credit, on account and deferred liability. A negative number indicates that the customer's credits exceed invoices due. The total credits include any credits flagged to produce a refund check or credit card credit or allocated as payment toward an order. Disputed open items are included in the total under their original categories, either credits or invoices. See Working with Invoice Open Items for more information. Numeric, 13 positions with a 2 place decimal; display-only. |
|
Delinquent |
The total dollar amount of past due invoice open items that the bill-to customer has not currently paid. Numeric, 13 positions with a 2 place decimal; display-only. |
Change Bill-to Customer Screen
To change: At the Work with Bill To Customers Screen, enter 2 next to a bill-to customer to advance to this screen. This screen also includes display-only accounting history, including Number of Invoices through Delinquent, at the bottom third of the screen. If you change any of the information that the system extracts for the match code, the system updates the match code also. See Create Bill-to Customer Screen for remaining field descriptions.
Customer Workflow Management window: The Customer Workflow Management Window automatically displays when you enter 2 next to a customer if open or in use ticklers exist for the bill to customer. Press F10 at this window to advance to the Work with Ticklers Screen (bill-to customer view) where you can review and work with ticklers associated with the bill to customer.
CSR0140 CHANGE Change Bill To Customer 1/15/03 13:55:01 KAB Co.
Customer : 42 Hold/Bypass/Fraud . Match code : MATMCS82968008M Name . . . MR. MATTHEW A MCSTAY Company . PARKSIDE APARTMENTS Street . . 1829 SOUTH STREET Apt/Suite 47 Address . Day # 508 652-9444 Ext Eve # 978 632-2777 Ext Fax # 978 654-9958 Ext 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) Terms Language code ENG Fax . . . . . . N (Y/N) EDI (Y/N) Currency code USD Email Address . mmcstay@parksideapt.com OptIn O1 Number of Invoices : 7 Credits : 8 Payments : 4 On order . . . . . : 2,197.66 Credit lmt D&B Rating : Date of last payment . . : 2/25/02 D&B Date . . Last payment amount : 21.19 LTD: Cash : 1,787.29 Average days to pay . . . . : Sales : 2,977.75 A/R: Open . . . . : 800.67 Delinquent : 1,489.00
F3=Exit F12=Cancel F23=Notes |
First Display Customer Bill To Screen
To display: Enter 5 next to a bill-to customer at the Work with Bill To Customers Screen to advance to the First Display Bill To Customer screen. This screen includes sales history summary information for the bill-to customer. See Create Bill-to Customer Screen for descriptions of the remaining fields on this screen. Press Page Down to advance to the second Display Customer Bill To screen, which includes additional sales history.
CSR0401 DISPLAY Display Customer Bill To (1 of 2) 1/15/03 13:59:15 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 |
Work with Bill To Phone Numbers Screen
Purpose: Use this screen to review or work with phone numbers for a bill-to account.
How to display this screen: Enter 9 next to a customer at the Work with Bill To Customers Screen.
CSR0110 DISPLAY Work with Bill To Phone Numbers 1/04/00 15:35:26 EZK Mail Order
Account : 10 MILTON HOSPITAL ATTN: HOLLAND, JAMES
Opt Type Description Telephone # Ext
Type options, press Enter. 2=Change 4=Delete
D Day/Business 12345667898009 EXT. 1234
F3=Exit F6=Create F12=Cancel F21=Print list |
For more information: See Work with Ship To Phone Numbers Screen and Work with Bill To Customers Screen for field descriptions.
Screen Option |
Procedure |
Create a new phone number |
Press F6 to advance to the Create Bill To Phone Number Screen. |
Change a phone number |
Enter 2 next to a phone number to advance to the Change Bill To Phone Number Screen. |
Delete a phone number |
Enter 4 next to a phone number to delete it. |
Create Bill To Phone Number Screen
Purpose: Use this screen to create a phone number for a bill-to account.
How to display this screen: Press F6 at the Work with Bill To Phone Numbers Screen.
CSR0119 ENTER Create Bill To Phone Number 1/04/00 15:43:38 EZK Mail Order
Account : 10 MILTON HOSPITAL ATTN: HOLLAND, JAMES Type . . (D=Day, E=Evening, F=Fax/Mobile)
Phone Number : Ext.
F3=Exit F12=Cancel |
About this screen: See Work with Bill To Customers Screen and Work with Ship To Phone Numbers Screen for field descriptions.
Change Bill To Phone Number Screen
To change: Enter 2 next to a phone number at the Work with Bill To Phone Numbers Screen to advance to the Change Bill To Phone Number screen. See Work with Bill To Customers Screen and Work with Ship To Phone Numbers Screen for field descriptions.
Work with Bill To Notes Screen
Purpose: Use this screen to enter or review notes about the customer's billing account.
How to display this screen:
• Enter 23 next to a customer billing account at the Work with Bill To Customers Screen.
• Press F23 at the Change Bill-to Customer Screen or First Display Customer Bill To Screen.
If you Use Workflow Management (H96):
• enter 8 next to a tickler whose Note type is B (bill to notes) at the Work with Tickler Screen (user/group view) or Workflow Management Screen.
• press Enter at the Create Tickler Screen.
• press F8 at the Change Tickler Screen or Display Tickler Screen.
ACR0043 OPEN Work with Bill To Notes 4/26/97 13:01:01 COMMERCIALWARE
Customer bill to : 18 ANGELO, MICHAEL
Notes Date The customer's account has been turned over to a collection 4/26/95 agency for non-payment. 4/26/95
F3=Exit F8=Add/Change F12=Cancel |
Field |
Description |
Notes |
Fields where you can view, enter, or delete customer messages. If you need extra space, use Shift/Roll or Page Down to display additional entry fields. Alphanumeric, 60 positions per line. |
Date |
The date when the note was entered. Numeric, 6 positions (MMDDYY); display-only, updated by the system. |
Screen Option |
Procedure |
Enter a new note |
Enter your message in the first Note field and continue until you are done, pressing Tab to advance to the next line if necessary. |
Change an existing note |
Press F8 to switch to CHANGE mode. The previously entered note fields will be enterable; you can type over them as necessary. |
Switch back to ADD mode |
Press F8. |
Customer A/R Sales History Screen
Purpose: Use this screen to review accounts receivable sales history for the customer. This screen shows the open accounts receivable balance and sales totals for the accounting period and year.
How to display this screen: Enter 21 next to a customer at the Work with Bill To Customers Screen or the Select Customer Sold To Screen. You can also advance to this screen by pressing F21 at the First Create Sold To Customer Screen.
CSR0144 DISPLAY Customer A/R Sales History 4/24/97 16:46:40 The Mail Order Company
Customer : 177 MIRANDA, BERNADETTE T
Year Period A/R Balance Sales
96 11 1,645.35 1,645.35 97 1 .00 .00
F3=Exit F12=Cancel F21=Print list |
A/R information: The A/R balance shows the last balance still open at the close of the accounting period. If an accounts receivable customer prepays an order or pays off the account before the close of the accounting period, then the A/R balance for the period is zero.
The A/R balance amount changes to reflect shipments. When an order ships, the system generates an invoice. A/R balance amounts, which are updated by the Invoice function (see Accounts Receivable Working with Invoice Open Items), should never exceed shipments or sales. However, sales dollars may exceed A/R balance dollars.
You cannot change any information on this screen.
Field |
Description |
Year |
The accounting year. Numeric, 2 positions (YY format); optional. |
Period |
The length of the accounting period that you established for the accounting year. Each year typically contains 12 or 13 accounting periods. Accounting periods are defined in and validated against the Accounting Period file. See Accounts Payable Working with Accounting Periods (WACP). Numeric, 2 positions; optional. |
A/R balance |
The amount on the customer's account that is unpaid, or "open." If the final unpaid amount is greater than zero at the end of the accounting period, the system displays that final amount on the A/R history screen, even if the period has ended. The system updates this information from the Accounting file. Numeric, 11 positions with a 2-place decimal; display-only. |
Sales |
The total dollar value of merchandise shipped to the customer for the accounting period and year. The system updates this amount from the Invoice file. Numeric, 11 positions with a 2-place decimal; display-only. |
Work with Ticklers Screen (bill-to customer view)
Purpose: Use this screen to review, work with, and resolve ticklers associated with the bill-to customer.
Secured feature: If you do not have authority to the Update All Ticklers (B09) secured feature, you cannot update a tickler that is not assigned to you or your tickler groups or an error message displays: Not authorized to change.
This secured feature controls updating a tickler by:
• entering 2 next to a tickler to change it.
• entering 4 next to a tickler to delete it.
• entering 7 next to a tickler to assign the tickler to yourself.
• entering 11 next to a tickler to resolve it.
If you do not have access to this feature, you can update only ticklers assigned to you or your tickler groups. However, you can still release an order associated with the tickler from hold.
See Workflow Management Overview and Setup for an overview and required setup for workflow management processing.
How to display this screen:
• enter 96 next to a bill to customer at the Work with Bill To Customers Screen.
• press F10 at the Customer Workflow Management Window (which displays when you advance to the Change Bill-to Customer Screen screen).
CSR1315 DISPLAY Work with Ticklers 8/21/02 9:44:14 KAB Co. CURRENT OPEN
Bill To . . . . : 42 PARKSIDE APARTMENTS ATTN: MCSTAY
Opt S P Assigned Ev Cat Tickler# User Group User Sts Order# Sold To
Type options, press Enter. 2=Change 4=Delete 5=Display 6=Release 7=In process 8=Notes 9=Detail 10=History 11=Resolve 12=Procedure
O 5 8/21/02 MN MAN 3050 KBOTTGER 6149 43
F3=Exit F6=Create F8=Current/Future F9=Count F12=Cancel F14=Open/Resolved F21=List F24=Select company |
Field |
Description |
Bill to |
The number and description of the bill to customer associated with the ticklers on the screen. Bill to number: Numeric, 9 positions; display-only. Bill to description: Alphanumeric, 40 positions; display-only. |
S (tickler status) |
The status of the tickler. 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 code 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). Alphanumeric, 10 positions; display-only. |
Sts (Status) |
The status of the order associated with the tickler. 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. |
Sold to |
The sold to customer associated with the tickler. Numeric, 9 positions; display-only. |
Screen Option |
Procedure |
Change a tickler |
Enter 2 next to a tickler to advance to the Change Tickler Screen. |
Delete a tickler |
Enter 4 next to a tickler to delete it. You can only delete MN (manually created) ticklers. |
Display a tickler |
Enter 5 next to a tickler to advance to the Display Tickler Screen. |
Release the order associated with the tickler from hold |
Enter 6 next to a tickler to advance to the Release Reason Prompt Pop-Up Window (order header hold), Release Recipient Hold Reason Pop-Up Window (recipient hold), and/or Release Order Payment Method Window (pay type hold). If you release an order from hold for an HO (held order) tickler, the system automatically resolves the tickler. Also, the system evaluates any other ticklers associated with the order to determine if they can be resolved. |
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If you enter 6 next to a tickler not associated with a held order, an error message displays: Order not on hold. If you enter 6 next to a tickler not associated with an order, an error message displays: Tickler not eligible for this option. Note: You must have authority to the Release Held Orders (ERHO) menu option to release the order from hold. |
Select a tickler to work on |
Enter 7 next to a tickler to change the status of the tickler from open (O) to in use (I). You can only select to work with a tickler that is in an open status; if you enter 7 next to a tickler that is in an in use (I) or resolved (R) status, an error message displays: Tickler status cannot be changed - resolved or already in process. Selecting this option automatically assigns the tickler to the user and creates a tickler history record. |
Enter or review tickler work notes |
Enter 8 next to a tickler to advance to the work notes screen, based on the note type defined for the tickler. Note type A advances you to the Edit Customer Actions Window. Note type B advances you to the Work with Bill To Notes Screen. Note type O advances you to the Work with Order Messages Screen. Note type S advances you to the Edit Customer Notes Screen. Note type T advances you to the Work with Tickler Notes Screen. |
Review the tickler source |
Enter 9 next to a tickler to advance to the source screen, based on the tickler event associated with the tickler. AR ticklers advance you to the Work with Open Items Screen. BO, CO, HO, NO, OO, SO, UP, VP, and WF ticklers advance you to the Order Inquiry Header Screen. You cannot view the source for MN ticklers: Requested tickler has no source reference. |
Review tickler history |
Enter 10 next to a tickler to advance to the Work with Tickler History Screen. |
Resolve a tickler |
Enter 11 next to a tickler to advance to the Resolve Tickler Window. |
Review procedures for a tickler |
Enter 12 next to a tickler to advance to the Work with Tickler Event Rule Procedure Screen. You cannot add or change tickler procedures when you advance from the Work with Tickler screen. You cannot review procedures for MN ticklers. |
Create a tickler for the MN (manually created) tickler event |
Press F6 to advance to the Create Tickler Screen. Note: To create a MN tickler, you must have authority to the Create Manual Tickler (B13) secured feature. |
Review the number of ticklers in the work queue, based on the selection criteria you have defined |
Press F9 to advance to the Current Tickler Count Window window. |
Toggle between displaying open and in use ticklers or resolved ticklers |
Press F14. The system toggles between displaying: • ticklers in an open (O) or in use (I) status. • tickler in a resolved (R) status. |
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CS03_05 CWDirect 18.0.x 2018 OTN