Person - Main

The Main page contains core person information like names, telephone numbers, and forms of identification. Open this page using Customer Management, Person, Main.

Description of Page

Person Information contains basic information about the person. These values only appear after the person exists in the database. The ID is a system-assigned random number that stays with a person for the life of the system.

Note: Formatting is performed by a plug-in. The format of Person Information is controlled by a plug-in algorithm on the installation record. Refer to the base package's person information algorithm for an example. If you prefer different formatting logic, your system administrator should configure the system appropriately.

The following information may be recorded about a person:

Person Type is used to indicate the type of person (i.e. whether the person is an individual, broker, bill group, and so on.) The valid values are - Bill Group, Broker, Business, Group, Parent Customer, and Person. This field is mandatory. You can define a new person type through the PER_OR_BUS_FLG lookup field.

VIP Customer is used to indicate whether the person is a VIP customer. The valid values are - Yes and No. This field is optional. If you select the Yes option from the VIP Customer list, the text box corresponding to the VIP Customer field is enabled. It allows you to enter the reason why the person is considered as a VIP customer.

Customer Segment is used to indicate the customer segmentation to which the person belongs. This field is optional. You can define a customer segment through the CUST_SEG_FLG lookup field.

Customer Tier is used to indicate the tier to which the person belongs. This field is optional. You can define a customer tier through the CUST_TIER_FLG lookup field.

Immediate Refund is used to indicate whether you want to process immediate refund for the person's accounts.

Division is used to indicate the division to which the person belongs. This field is optional.

Access Group is used to specify the users who have right to view and update the person's information. The system defaults this value from the user's default access group.

Date of Birth is used to specify the date when the person was born. This field is optional.

Person Since Date is used to specify the date when the person is created in the system. This field is optional.

Relationship Manager is used to indicate the user who primarily deals with the person and offers various services to the person. This field is optional. The Search () icon appears corresponding to the Relationship Manager field. On clicking the Search icon, the User Search window appears.

Person Names are used to look for accounts and persons. In addition, a person's primary name is the addressee on the person's bill unless overridden by the Override Mailing Name (maintained on the Misc tab). The following fields display:

Use Name Type to indicate if the name is an Alias, Alternate Representation, Doing Business As, Legal, or Primary name. Note, for new persons, a value of Primary is defaulted.

Note: The values for the name type field are customizable using the Lookup table. This field name is NAME_TYPE_FLG.

Use Person Name to define the person's name. Note well, the name is case sensitive.

Note: Alternate representations of a person's name. You would use an Alternate Representation for a person's name when you have an alternate ways to define the person's primary name. Alternate representations are typically used in countries that use multiple character sets (e.g., the Primary name is entered in Chinese, the Alternate Representation is entered in English). When a person has an alternate name, both the main and alternate names can be used to search for a person. The Alternate Representation Name Type only appears if you have enabled alternate names on the installation record. Refer to the description of the Alternate Representation field under Installation Options - Main for more information.

Note: Validation is performed by a plug-in. The validation that is applied to Person Name (e.g., a comma separating the last and first name - Smith,Patricia) is controlled by a plug-in algorithm on the installation record. Refer to the base package's name validation algorithm for an example. If you prefer different validation logic, your system administrator should configure the system appropriately.

Person Phone numbers are used to look for accounts and persons. The following fields display:

Phone Type indicates the type of phone number, e.g., Home, Mobile, Business,...
Use Phone Number to define the telephone number. Enter the telephone number in the format described by the Phone Format.

Note: Formatting is performed by a plug-in. The format that is applied to a Phone Number is controlled by the algorithm that is plugged in on the respective Phone Type. If you prefer a different format, your system administrator should configure this algorithm appropriately.

Enter the Extension, if any, of the telephone number.

A Person's IDs have several uses:

They are used when you look for a customer.
They are used to highlight potential duplicate persons.
It displays a person's primary identification in the search results area to help a user identify the customer when multiple customers match the search criteria.

Note: Person ID may be required or optional. The person ID usage flag on the installation record indicates whether at least one id for a person is required or optional.

The following fields are used to define a person's ID(s).

Turn on Primary ID for the piece of ID that is the primary means of identifying the customer.
Indicate the ID Type. The ID Type defaults from the Installation Record based on the Person Type (Person versus Business).
Enter the identification number in the adjacent fields. Please note that if the ID Number should be formatted (e.g., dashes in an American social security number), you do not have to enter the dashes. Rather, you can enter the information as a contiguous value and the system will format this for you. The format is shown in the adjacent Identifier Format column.

Note: Formatting is performed by a plug-in. The format that is applied to an ID Number (e.g., dashes in an American social security number) is controlled by the algorithm that is plugged in on the respective ID Type. If you prefer a different format, your system administrator should configure this algorithm appropriately.

If you want to add an account for the person when you save the person information, click the Add Account and Start Service option. On clicking the Add Account and Start Service option, you can specify the customer class in the respective field. The system, by default, sets the customer class depending on the person type. If the person type is set to Person, the system defaults the value specified in the Customer Class (Person) field of the installation options. However, if the person type is set to Business, the system defaults the value specified in the Customer Class (Business) field of the installation options. On creating the account, the system links the person to the account using the relationship type which is specified in the Account Relationship Type Code field of the installation options. In addition, the Start / Stop screen appears where you can start service for the newly added account.

Note: The Add Account and Start Service check box and the Customer Class field appear in the Main tab of the Person screen when the Create Person Account Together option type of the C1_PERACCT feature configuration is set to Y. For more information about the C1_PERACCT feature configuration, see Setting the C1_PERACCT Feature Configuration.

A message appears in the lower right corner of the page that describes the number of accounts the person has.

Points to Note:

There are certain division-specific validations that are triggered on the Person screen. These validations are triggered only when the Enforce division-specific validations option type of the C1_DIVFUNCT feature configuration is set to Y.

The following division-specific validations are triggered on the Person screen:

A person with a division is called a local person. Whereas a person without a division is called a global person. A global person cannot be the main customer of any account in the system.
You can only assign a division with the status as Active to a person and not the divisions with the status as Pending or Retired.
The ID Type in the Main tab, the Language in the Contact Information tab and the Characteristic Type in the Characteristics tab that you select must be valid for the division assigned to the person. For example, if you are selecting Division A and English as the language, then the system will check whether the language English is associated with the Division A or not. If the language English is not associated with the Division A while defining the Division A, then the system will throw an error message indicating that the selected language is not valid for the selected division.
Also, the access group that you select should be valid for the division assigned to the person.
At anytime, a global person can be converted to a local person provided the selected ID type, Language and Characteristic type are valid for the selected division.
When you want to change the division assigned to a customer, all products and price lists currently associated to the customer must be valid for the new division.
A local person can be converted to a global person provided that person is not the main customer of any account in the system.
For a global person, all products and price lists are valid. There is no division dependency.
If a local person is defined as the main customer of any account, then the division of that local person cannot be changed.

The following is one more division-specific validation that is triggered on the Person screen when the Create Person Account together option type of the C1_PERACCT feature configuration is set to Y:

The Add Account and Start Service check box is enabled when a division is assigned to a person.