Reviewing Customer Address Changes

Reviewing Customer Address Changes

Purpose: When you update a sold-to or ship-to customer name or address, the system records this information in the Customer Address Change file (CSCACP). The system also writes a message line to the Customer Notes file. You can review address changes through the Work with Customers function.

Which changes does the system capture? The system captures name, address and phone number changes to sold-to and ship-to customer records. However, the system does not capture changes to the prefix, suffix, company, and country for sold-to customers in the Customer Address Change file unless other name or address fields are changed at the same time. The system does record changes to these fields for ship-to customers.

Deleted customers: There is no way to review deleted customer records. The system does, however, record customer record deletions in the Customer Address Change file. These records have a status of D (unlike other address changes, which have a status of C). This information may be useful if you extract information from this file for an outside service who works with your customer list.

In this topic:

• Display Address Changes Screen

• Display Previous Address Screen (Comparing Current and Previous Addresses)

• Edit Customer Notes (Reviewing Address Change Messages)

Display Address Changes Screen

How to display this screen:

• Enter 24 next to a sold-to customer at a Work with Customer screen, or next to a ship-to customer at the Work with Customer Ship To screen. See Selecting Customers or Creating and Updating Ship-to Customers (WCST).

• Enter 1 next to Customer Address Change History at the More Customer Sold To Options Screen.

Note: The name and address that display on this screen are the customer's previous address, before applying the update.

CSR0691 DISPLAY Display Address Changes 4/06/98 13:00:23

The KL Mail Order Company

Op Name LETENDRE, KAREN Customer Number 12557

Date Ship to No.

Company :

Type options, press Enter.

5=Display

LETENDRE, KAREN A 4/06/98 0

11 SANFORD STREET MEDWAY MA 02053

LETENDRE, KAREN A 4/06/98 0

35 PLEASANT STREET HOLLISTON MA 01746

LETENDRE, KAREN A 5/06/97 0

35 PLEASANT STREET HOLLISTON MA 01746

LETENDRE, KAREN A 5/06/97 0

22 LANCASTER STREET WORCESTER MA 01609

LETENDRE, KAREN A 2/24/97 0

22 LANCASTER STREET WORCESTER MA 01609 +

F3=Exit F12=Cancel

The information that displays on this screen is from the customer's previous address, before applying the update. All of the fields on this screen are display-only.

Field	Description
Name	The last and first name of the customer, separated by a comma. The customer name also displays below. Alphanumeric, 25 positions (last name) and 15 positions (first name).
Customer number	A unique number to identify the sold-to customer. Numeric, 9 position; assigned by the system.
Company	The name of the customer's company. The company name also displays below. Alphanumeric, 30 positions.
Date	The date you updated the address. Numeric, 6 positions (MMDDYY format).
Ship to number	The number of a ship-to customer that is associated with the sold-to customer. A zero displays if you are reviewing sold-to customer address changes. Numeric, 3 positions.
Address (Unlabeled fields below the customer or company name)	The customer's address, consisting of: Street address (alphanumeric, 32 positions) City (alphanumeric, 25 positions) State (alphanumeric, 2 positions) Postal code (alphanumeric, 10 positions)

Screen Option	Procedure
Display an address change	Enter 5 next to an address change record to advance to the Display Previous Address Screen (Comparing Current and Previous Addresses).

Display Previous Address Screen (Comparing Current and Previous Addresses)

Purpose: Use this screen to compare a sold-to or ship-to customer's current address with the customer's address before you updated it.

How to display this screen: Enter 5 next to an address change record at the Display Address Changes Screen.

CSR0695 ENTER Display Previous Address 4/06/98 13:06:28

CURRENT:

Customer: 12557 Match Code : KARLET1SA02053 Entered : 6/11/96

Name . .: KAREN A LETENDRE

Company :

Street .: 11 SANFORD ST Apt/Suite FRONT

Address :

Postal Code 02053 City MEDWAY St MA Country USA

Dy (508) 626-2600 Ex 264 Ev (508) 533-8038 Ex Fx Ex

------------------------------------------------------------------------------

PREVIOUS: Change Date: 5/06/97 14:31:39 User: KAREN_L Update: MBS

Type: O

Name . .: KAREN A LETENDRE

Company :

Street .: 35 PLEASANT STREET Apt/Suite 2

Address :

Postal Code 01746 City HOLLISTON St MA Country USA

Dy {508} 626-2600 Ex 264 Ev {508} 792-0690 Ex Fx Ex

F3=Exit F12=Cancel

How to use this screen: This screen displays the customer's current name and address on the top portion of the screen, and the customer's name and address before the change on the bottom portion. If the address update on the screen is the most recent one you have taken for the customer, you can determine what information was changed by comparing the top and bottom portions of the screen. (If you have taken additional updates since the date of the update on the screen, it will not be obvious what information you changed with this update, since the customer's current name and address displays on the top portion of the screen.)

All fields on this screen are display-only.

Field	Description
Current address:
Customer (Customer number)	A unique number to identify a sold-to customer. Numeric, 9 positions.
Match code	A unique code, composed of portions of the customer's name and address, used for duplicate or fraud checking. See Setting Up Match Codes (MMCH). Alphanumeric, up to 15 positions.
Entered	The date you added the customer to your customer base. Numeric, 6 positions (MMDDYY format).
Name	The customer's name, consisting of: Prefix The customer's title, such as Ms. or Dr. Alphanumeric, 3 positions. First name The customer's first name. Alphanumeric, 15 positions. Middle initial The customer's middle initial. Alphanumeric, 1 position. Last name The customer's last name. Alphanumeric, 25 positions. Suffix The customer's suffix, such as Junior or III. Alphanumeric, 3 positions.
Company	The name of the customer's company. Alphanumeric, 30 positions.
Street	The customer's street address. Alphanumeric, 32 positions.
Apt/suite	The customer's apartment or suite number. Alphanumeric, 10 positions.
Address	Additional address information. Alphanumeric, three lines of 32 positions each.
Postal code	The customer's postal or zip code. Alphanumeric, 10 positions.
City	The customer's city. Alphanumeric, 25 positions.
St (State)	The customer's state or province. Alphanumeric, 2 positions.
Country	The customer's country. Country codes are defined in and validated against the Country file. See Setting Up the Country File (WCTY). Alphanumeric, 3 positions.
Phone numbers	The customer's day, evening, and third (fax or mobile) phone numbers and extensions. 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 for each country to map to the phone numbers operators enter into the system. See Setting Up the Country File (WCTY). Alphanumeric, one 14-position field (phone number) and one 4-position field (phone extension); optional.
Previous address: The fields on the previous address portion of the screen that are not described above are:
Change date	The date and time the address was updated. Date: numeric, 6 positions (MMDDYY format). Time: numeric, 6 positions (HHMMSS format).
User	The identification of the user who processed the address change. Alphanumeric, 10 positions.
Update	The source of the update. Valid values are: WCST = Work with Customers OEOM = Order Entry or Order Maintenance NCOA = NCOA update CONV = Conversion PHON = Updates of phone numbers only, regardless of the source (the system uses this value for sold-to customers only) If the system applied the update through cross-company maintenance, the update source from the company originating the address change appears here; however, you can distinguish these updates because the system writes a different message to customer notes. See Edit Customer Notes (Reviewing Address Change Messages). Also, see Updating Customer Addresses Across Companies for more information on applying address updates across companies. Alphanumeric, 4 positions; assigned by the system.
Type	The type of customer record. Valid values are: O = sold-to customer I = ship-to customer Alphanumeric, 1 position; assigned by the system.

Edit Customer Notes (Reviewing Address Change Messages)

Purpose: The system writes a message to customer notes every time it creates an address update record. The system writes messages for ship-to customers to the related sold-to customer notes, as there are no separate customer notes records for ship-to customers.

You can use customer notes to check when customer address updates were applied, and which operators applied them.

Customer notes have additional uses. See Edit Customer Notes Screen.

How to display this screen:

• enter 23 next to a customer at a Work with Customer screen scan screen; see Work with Customers Screens (Selecting a Customer)

• press F23 at the first or second Create or Change Cust Sold To screen (see Creating and Updating Sold-to Customers (WCST))

• in Order Entry, press F10, and then enter 1 next to Customer Messages.

OER0140 CHANGE Edit Customer Notes 4/28/97 9:16:54

The Mail Order Company

Customer : 12541 MIRANDA, BERNADETTE T

Notes User Date

Sold to Phone # Change was made KAREN_L 6/04/96

Customer Address Change was made