Accounting

Field or button

Description

A/R Contact

Name

This is the name of your A/R contact for this customer.

Phone

This is the phone number of your A/R contact.

Ext

If your A/R contact has an extension, enter that information here.

Email

This is the email address for your A/R contact.

Business Specifications

Master A/R #

This is the main receivables location for a customer. When you set up your accounts, you can enter one customer in a group of related customers as a main receivables location. The other related customers are referred to as satellite locations. You can send invoices to the satellite locations, but one billing statement goes to the Master A/R Customer Number.

The primary reason this feature exists is to capture more specific sales information. MTD and YTD sales information is captured through SOLD TO logic, not through SHIP TO logic. Therefore, if you set up related customers individually and link them as satellites, the MTD and YTD sales information for each satellite location is available. If you had simply set up each of the satellite locations as different the ship to locations, the sales information for this customer would be consolidated.

Also, setting up a Master A/R Customer Number simplifies and clarifies the payments for your customer. Which satellite customers made purchases can be identified on the statements, and all payments are made under one receivables account.

Reports Sort

In this field, type the customer's name as it should be listed when your A/R reports are sorted by customer. For example, type "ABC Company" for a customer called "The ABC Company" if you would like this customer to be placed with the As instead of the Ts.

Tax Exempt #

If a customer has tax-exempt status, use this field to enter the 12-digit Tax Exempt Number provided by the state. This is not a required entry.

Duns #

This is a memo field that holds the Dun and Bradstreet number.

SIC Code

This eight-character numeric field is used for reporting purposes only. SIC stands for Standard Industry Code.

# of Employees

This six-character numeric field specifies the number of workers for the customer. It is used for reporting purposes only.

Credit

Customer on Credit Hold

If the system should bypass all of the credit method information and place this customer on credit hold, select this option. This is useful for Chapter 11 accounts or for accounts to which you no longer want to sell, even if they currently owe you no money.

You can still place orders for customers who are on credit hold; however, they must be cash-on-delivery (COD) orders.

Prompt "Apply to Invoice?" in Credit Memo Entry

To allow this customer to apply a credit memo(s) to his or her invoice, select this option. The system will prompt the operator to apply the credit memo to the invoice when he or she is entering the credit memo.

Apply Service Charge

To assess service charges to this customer, select this option. For example, you could apply a service charge to customers who do not pay their bills on time. These charges are grouped according to state because each state has its own laws regarding how service charges can be assessed.

Deposit %

This is the percentage of the total that the customer owes as a deposit, which defaults in Furniture Quote Entry.

Credit Method

Assuming you want to perform a normal credit check for a customer, you must assign to this customer a method of checking credit.

The options for the credit checking method are as follows:

• A/R + Open Order$ + Invoice$ (05): Check the A/R Balance plus open orders and the oldest invoice date. If it exceeds the dollar amount entered in the Credit Limit field, the customer is on credit hold.

• A/R Balance & Oldest Invoice (04): Check the A/R Balance and compare it with the credit limit and the oldest invoice date.

• A/R Balance + Open Order$ (02): Check the sum of the A/R Balance plus the amount of the open orders. If it exceeds the dollar amount entered in the Credit Limit field, the customer is on credit hold.

• A/R Balance Only (01): Check the A/R Balance. If it exceeds the dollar amount entered in the Credit Limit field, the customer is on credit hold.

• Oldest Invoice vs. Max Allowed (03): Check the date of the oldest open invoice and compare it with the maximum allowable days.

• Unlimited (00): Unlimited credit for all companies.

Credit Limit

This is the whole dollar amount of credit that you allow for this particular customer.

Terms

The code refers to terms that define the number of days in which a customer must pay to earn a discount and be considered current within the terms you offer for payment. These codes are established in Terms Code Maintenance.

Bypass Minimum Order Surcharge

To bypass minimum order surcharges for this customer, select this option.

Collector

This is a two-character field that represents a person in your Accounts Receivable Department who performs your collections calls. The Credit Hold Report is sorted and page-breaks by collector code.

Commission

New Business Date

Select the date when the chargebacks take effect.

Chargeback Days

Clawbacks automatically debit commissions due to a customer's non-payment of open invoices. The salesperson has a percentage of the sales, cost, and commission deducted after a specified number of aging days. The Commission Chargeback Days are the aging days on which the commission clawbacks is taken. From one to four entries can be made.

Associated Chargeback Pct

Clawbacks automatically debit commissions due to a customer's non-payment of open invoices. The salesperson has a percentage of the sales, cost, and commission deducted after a specified number of aging days. The Commission Chargeback Percentages are the percentages of the original commission that are deducted at each clawback period. There must be a percentage entered for each clawback day. Together, the percentages must total to 100%.

Statements

Print Statements

To print accounts receivable statements for this account, select this option.

Pull Statements at EOM

Select this option to indicate that special sorting logic for statements should be invoked at End-of-Month to pull the statements out of the processing flow for special handling.

Credit Card Statement Information

Credit Card Reference

This field indicates what should be used as the reference number on credit card orders. Select one of the following options:

• Customer Code (CC): if the customer code should appear as the reference number on credit card orders.

• Customer PO (C): if the customer PO number should appear as the reference number on credit card orders.

• Entered Reference Number (R): if the reference number entered on the Current Order screen of the Customer Service tab or in Vision SupplyPoint should be used as the reference number on credit card orders.

• Ship To Number (S): if the ship to address should appear as the reference number on credit card orders.

Credit Card Level

Select the level of credit card processing you wish to use:

• Customer PO & Sales Tax (2): customer PO and sales tax

• Line Item Detail (3): all line item detail, including products, quantities, and unit of measure

UNSPSC Codes Used

To print the United Nations Standard Product and Service Code on level three credit card statements, select this option. The default is unchecked (UNSPSC codes are not printed).

Summary Invoicing

Invoice Cycle

The summary invoice cycle. Valid choices are the following:

• Daily (D)

• During Shipping Process (S)

• Monthly (M)

• Never (N)

• Weekly (W)

• Satellite

The Satellite cycle type is not available if the customer is not set up as a Satellite Customer, if the customer is attached to a Master Customer that does not have a Customer Detail Record, or if no Customer Detail record is found for the Master Customer that has the Summary Invoice Cycle set.

Invoice Schedule Date

This is the date on which summary invoices are next scheduled for the customer. This information is for display purposes only.

Semi Monthly Days

And

These two fields are valid only if the semi-monthly invoice cycle is selected.

• In the first field, enter a number in the 1-31 range to identify the customer's first cycle day.

• In the second field, enter a number to identify the customer's second cycle day.

When necessary, the EOD summary invoicing process changes 29, 30, or 31 to 28, 29,or 30 to accommodate the current month.

Summary By Satellite

If this customer is a master A/R customer and you would like the system to generate a separate Summary Invoice for each satellite account, select this option.

Summary By Ship To

If this customer is a master A/R customer and you would like the system to create a unique Summary Invoice number and Invoice Register Report for mailing each ship to, select this option.

Next Invoice #

Available for entry during initial setup only of the customer's summary invoicing. If you do not enter a value, the first summary invoice number for the customer is 1. Enter a number in the range 1-999999 as the first summary invoice number to be used for the customer. The system increases the invoice number by one each time it generates a summary invoice.

Subtotals and Page Breaks

Subtotal Invoice

Select the subtotal level that should be included on invoices:

• By Customer Code (C)

• By Customer PO (P)

• By Ship To (S)

• By Ship To, By Customer Code (SC)

• By Ship To, By Customer PO (SC)

• None (N)

Subtotal Register

Select the subtotal level that should be included on your Summary Invoice Registers:

• By Customer Code (C)

• By Customer PO (P)

• By Ship To (S)

• By Ship To, By Customer Code (SC)

• By Ship To, By Customer PO (SC)

• None (N)

Page

If you want a page break for each Subtotal By customer for either the invoice or register subtotal, select this option.

Accept

Click Accept to save any changes that you have made.

Cancel

Click Cancel if you do not wish to save the changes that you made, and you wish to revert to your previous information.