Assigning a Billing Address in Order Entry
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 table.
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)
Billing addresses are addresses where you send the invoice for an order.
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 table. 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.
These system control values control how the system creates new bill-to customers:
• 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. In this case, the system uses the sold-to customer information for the new bill-to customer.
• 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.
Select Customer Bill To Window
How to display this window: Select Bill To at the Work with Order Screen when entering an order for a customer who is not already assigned to a bill-to.
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 select Create 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. 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 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 |
Select Create 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: Select Create at the Select Customer Bill To Window.
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. 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). 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 or zip code for the billing address. Required? A postal code is required only if the Require postal code? flag for the country is selected; see Setting Up the Country Table (WCTY). Postal code validation: If a postal code is required, it is validated against the Zip/City/State (Postal Code) table; see Setting Up the Zip/City/State (Postal Code) Table (WZIP). External validation: The system calls a user-defined program to validate postal codes if the External Postal Code Validation (E62) system control value selected. Alphanumeric, 10 positions; required or optional based on country. |
City |
The city associated with this billing address. Alphanumeric, 25 positions; required. |
St (State) |
The state or province of the billing address. Defined where? State codes are defined in and validated against the State table, accessible through the Work with Countries menu option; see Setting Up the Country Table (WCTY). Required? A state is required only if the Require state? flag for country is selected. See Setting Up the Country Table (WCTY). SCF validation: If the Require postal? flag for the country is selected, the system validates that the state you enter is assigned to the SCF associated with the postal code. See Working with SCF Codes (WSCF) for background. Alphanumeric, 2 positions; required or optional based on country. |
Ctry (Country) |
The code for the country associated with this billing address. Country codes are defined in and validated against the Country table. A country code may default here from the Default Values for Orders screen or the System Control table; 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: • Business • Residential • No Distinction (This is not a valid value for a UPS shipper). 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: • All E-Mail = Email is the preferred method of correspondence. • Order E-Mail Only = Use email for order-related correspondence only; generate a document for other correspondence. • No E-Mail = Do not use email for any correspondence; generate a document instead. • Do Not Ask = 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. 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). 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. Note: The Third Phone Number Type (L53) system control value determines whether the third phone number is labeled the Fax or Mbl (mobile) number. Phone number format: 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: 5085550100. The telephone number format used in the United States to represent an area code, local exchange and local phone number is: (508) 555-0100 |
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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 5550100 and no format exists for 6 numbers, the phone number would display as it was entered (5550100). See Setting Up the Country Table (WCTY). |
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The system calls a user-defined program to validate phone numbers outside of Order Management System if you select the External Validation for Phone Number (E64) system control value. The system provides a “hook” to the program when an operator selects OK on a screen containing a phone number associated with a country. You can use this program to validate phone number rules for a specific country: for example, if a phone number for a country should only contain 6 numbers and the operator enters more than 6, the screen displays an error message. Phone numbers that are not associated with a country, for example, phone numbers in the Bank, Salesman, Warehouse and Ship Via tables, 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 |
Select Default Sold To, then select OK. |
Scan Customer Bill to By Match Code Screen (Using an Existing Billing Account)
Purpose: This window displays 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 table.
How to display this screen: Enter information in the Match code field.
Screen Option |
Procedure |
Select a billing account to use for this order |
Select 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 |
Select Display for a billing account to advance to the Display Customer Bill To Screen. |
Create a billing account for this order |
Select Create 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: Select Display for a billing account listed on a scan screen.
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. |
Postal code |
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 Order Management System if you have selected 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 table. 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: • Business • Residential • No distinction (not valid for UPS shippers). 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 (All) = Email is the preferred method of correspondence. • O2 (Order) = Use email for order-related correspondence only; generate a document for other correspondence. • O3 (None) = Do not use email for any correspondence; generate a document instead. • O4 (Don’t Ask) = 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. 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. Note: 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.
To select: Select OK 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 table automatically with these changes.
To exclude: Select Excl. from order 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 |
Remove the billing account from the current order |
Select Exc. from order. |
