Account - Main

The Main page contains core account information. Open this page using Customer Management, Account.

Description of Page

The primary name of the Account's main customer and the Account ID are displayed on every tab in this page. These values only appear after the account exists on the database. The Account ID is a system-assigned random number that stays with an account for life. In addition, a context menu ( The Context Menu Icon ) icon appears corresponding to the Account ID field which helps in navigating to other screens in the application.

Note: Formatting may be performed by a plug-in. The basic information about an account that appears at the top of this page (and on many other pages in the system) may be formatted by a plug-in algorithm on the installations record. Refer to the base package's account information algorithm for an example. If you prefer different formatting logic, your system administrator should configure the system appropriately.

A "check digit" is displayed adjacent to the account ID. This is for information purposes only, and is not needed to operate the system. The following points describe how the check digit is calculated for an Account ID equal to 0011883422.

Calculate the sum of the first and every alternate digit in the account id. A = 14 = 0+1+8+3+2
Calculate the sum of the second and every alternate digit in the Account ID and multiply by 2. For example, B = 30 = (0 + 1 + 8 + 4 + 2) * 2
Add A and B. For example, C = 44 = 14 + 30
Count the number of digits used to calculate B that are greater than 4. For example, D = 1 since only 8 is greater than 4.
Multiply D by 9. For example, E = 9 = 1 x 9
Subtract E from C. For example, F = 35 = 44 - 9
Subtract the units position of F from 10 to find the check digit. For example, check digit = 5 = 10 - 5 (5 is subtracted from 10 because F = 35 and there the units position is 5).

Note: Technical note. The above is calculated in the common routine called CIPCACDN.

Customer Class plays a part in:

If and when a customer is subject to late payment charges.
The account's default collection class and when the account debt monitor reviews an account. Refer to The Big Picture of Credit & Collections for more information about how and when an account's debt is reviewed.
And several other functions. Refer to and Setting Up Customer Classes for more information.

Note: The customer class defaults from Installation Options - Account (Person Customer Class) and may be overridden at will.

Division defines the jurisdiction that governs this account. You may only select Divisions associated with the account's Customer Class. This field is updated behind the scenes every time a contract is activated (the system uses the Division associated with the contract's contract type). If you have assigned a Division and do not want the system to change it when a contract is activated, turn on Protect Division.

Note: Division governs many functions. An account's division impacts its subsequent bill due dates, late payment charge dates, credit & collections review dates, its default budget plan, the roles assigned to To Do entries, and the calendar of workdays. Refer to Setting Up Divisions and Setting Up Customer Classes for more information.

Set Up Date is the date when the account was initially set up. This is purely informational.

Invoice Currency defines the currency in which the account's financial transactions are expressed. All rates and payments associated with this account must be denominated in this currency. You can change the invoice currency of an account whenever required to meet the changing business needs. For example, when a customer opens an account, it might be billed in US Dollars. However, with the Multi-Currency Accounts feature enabled, the same account can be billed in Euros in the future.

You can change the invoice currency of an account when:

You have set the C1_MLTCURACC feature configuration.
The account's customer class is enabled for open item accounting. In other words, the Open Item Accounting option of the account's customer class is selected.
The account does not have any active or pending loans, payment plans, payment arrangements, or recurring charge contracts.

For more information about the Multi-Currency Accounts feature, see Multi-Currency Accounts.

Default note. The currency defaults from the Installation Record and may be overridden here.

Access Group controls which users are allowed to view and update this account's information (including bills, contracts, and payments). The system defaults this value from the user's default access group. Refer to The Big Picture of Row Security for a complete description of how account security is implemented in the system.

The optional Account Management Group controls the roles assigned to To Do entries associated with an account. Refer to Setting Up Account Management Groups for more information.

Account Category indicates the category to which the account belongs. The valid values are:

Invoice Account - Indicates that the account will be used to bill charges of the usage accounts. It will not have charges of its own.
Settlement Account - Indicates that the account will be used only for settlement (i.e., for payments).
Usage Account - Indicates that the account will have its own charges. If the usage account is linked to any construct, the usage account's charges are billed through an invoice account. Otherwise, the usage account is billed individually.

Note: If you do not specify the account category while creating an account, by default, the account category is set to Usage Account.

Immediate Refund indicates whether you want to initiate immediate refund for the account. Note that this field is disabled when neither the Direct Credit Refund nor A/P Request Fund option is selected for the respective division.

The account is eligible for accrual, by default, when the division to which the account belongs is eligible for accrual. If you want to exclude the account from accrual, you must click the Exclude Accrual option. On clicking the Exclude Accrual option, the Accrual Cycle and Accrual Type fields are disabled.

By default, the accrual cycle defined for the division appears in the Accrual Cycle field when the division to which the account belongs is eligible for accrual. You can override the accrual cycle, if required. The Search () icon appears corresponding to the Accrual Cycle field. On clicking the Search icon, the Accrual Cycle Search window appears.

Use the Accrual Type field to indicate the accrual type that you want to use for the account during accrual calculation. Note that you can only specify an account level accrual type that is associated with the division to which the account belongs. The Search () icon appears corresponding to the Accrual Type field. On clicking the Search icon, the Accrual Type Search window appears.

Use the Closing Date field to specify the date from when you want to close the activities on the account. If the account closure feature is enabled, the closing date is recalculated considering the grace days, if any. The account is not billed from the recalculated closing date onwards. For more information about the feature, see Account Closure.

Eligible for Repricing indicates whether the account is eligible for repricing when the account attributes (defined as parameters in the system) are changed.

Note:

On creating a new account where the Eligible for Repricing option is selected, an entry is not created in the CI_REPRC_REQ_DTL table. In other words, the repricing is not triggered on adding a new account. Therefore, you need to manually execute the C1-PriceAccount business service to calculate and persist the rate for the account.

The Eligible for Repricing option is only applicable for the financial services domain.

Enter a Comment to define unusual information about the account.

Bill Cycle controls when a bill is produced for an account. If a characteristic type that is specified in the Bill Cycle Rule Code option type of the C1-ASOBLLNG feature configuration is defined for an account, the system derives the bill cycle for the account using the billing preference. For more information, see Billing Preference.

Bill On or After Date – Used to specify the date after which bills can be generated for the account. The system will hold the bill generation process for the account till the specified duration. It will allow to create bills for the account from the user interface only after the specified date or through a batch process only on or after the specified date.

If you have assigned a bill cycle and do not want the system to change the bill cycle when a contract is activated, turn on Protect Bill Cycle.

If user should review the account's printed bills before they are sent to the customer, enter the user ID of the individual who reviews the bill in Bill Print Intercept.

The Trial Bill option indicates whether the account should be considered for the trial bill generation. If the Process All or Selected Accounts parameter is set to Y while executing the BILLOPEN, BSGENREG, and POSTPROC batches, the batch generates trial bills for only those accounts where the Trial Bill option is selected. However, if the Process All or Selected Accounts parameter is left blank, the batch generates trial bills for all the accounts (that meet the criteria) irrespective of whether the Trial Bill option is selected or not.

Bill Lead Days - Used to indicate whether you want to bill the account in advance. You need to specify the number of days that is used to derive the cut-off date for advance billing. In case you don't want to bill the account in advance, you must specify 0 in this field.

The balances shown in the scroll are the total amounts of debt belonging to every debt class linked to the account's contracts. The following information is displayed:

Debt Class is the debt class associated with the account's contract(s).
Current Balance is the amount of debt the customer currently owes.
Payoff Balance is the amount the customer would owe if they wanted to pay off their debt.

To see summary information about the contracts that contribute to the financial totals click the go to button adjacent to the respective amount.

CAUTION: If you do not understand the difference between payoff balance and current balance, refer to Current Amount versus Payoff Amount.

Points to Note:

There are certain division-specific validations that are triggered on the Account 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 Account screen:

The division to which the account belongs should be the same as the division to which the person belongs if that person is the main customer of that account.
The Invoice Currency and Bill Cycle in the Main tab, the Bill Message in the Bill Messages tab, the Characteristic Type in the Characteristics tab, and the Account Identifier Type in the Account Identifiers tab must be valid for the division assigned to the account. For example, if you are selecting Division A and the invoice currency as USD, then the system will check whether USD is associated with Division A or not. If the invoice currency USD is not associated with Division A, then the system will throw an error message indicating that the selected invoice currency is not valid for the selected division.
Also, the access group that you select should be valid for the division assigned to the account.
In an account, a local person from different division can be a miscellaneous customer of an account.
When products and price lists are associated with an account, they must be valid for the division assigned to the account.
When you want to change the division assigned to an account, all products and price lists currently associated to the account must be valid for the new division.