Change a Customer's Credit Information

Use the Credit Maintenance (CCM) program to review and change a customer's credit information. See Background and Road Map for more information..

Enter the customer number or click the Lookup icon and use the standard lookup options to select the customer from a list. For an Accounts Receivable Consolidation (ARC), enter the number of the paying parent customer.

The program displays the customer's name, address and contact information and these fields:

Field Name	Type / Max Length	Action / Description
Consolidate to	Display	The customer number of the paying organization or the accounts receivable consolidation parent (ARC), commonly the customer's corporate office.
AP contact	Display	The name of the customer's contact for Accounts Payable entered in the Customer Maintenance (CM) program.
AP phone number	Display	The telephone number of the customer's contact for Accounts Payable entered in the Customer Maintenance (CM) program
Credit hold?	Optional	Select to place a hold on the customer's account. If selected, order entry displays that a customer is on credit hold regardless of System Options Maintenance (XM) (Order Processing Options) credit management settings.
Credit hold rsn	Optional	Select a reason for placing the customer on credit hold.
Credit hold dt	Display	The date the customer was put on credit hold
Currency	Display	The currency this customer uses for transactions.
AR credit limit	Required 14 numeric in the format 999999999999.99	Accept the maximum Accounts Receivable balance that this customer is allowed, which was entered in the Customer Maintenance (CM) program, or enter a different limit in the customer's currency. If the Credit management active? option in the System Options Maintenance (XM) program (Order Processing Options) is selected, the system places on hold any order that causes the customer's balance to exceed this amount. If this option is not selected, the system does not use this field, but you can use the field in custom reports. If the Calculate credit based on gross amount? option in the System Options Maintenance (XM) program (Order Processing Options) is selected, the system uses line and volume discounts but not order header discounts (gross, accrued, and miscellaneous) to determine whether an order exceeds the credit limit. If the customer is a member of an AR consolidation, the Sales Order Maintenance (OE) program uses the AR credit limit for the parent. That is the system does not use this field for the ordering customer so the field is disabled.
Order limit	Required 14 numeric in the format 999999999999.99	Accept the displayed maximum amount for a single order, entered in the Customer Maintenance (CM) program, or enter a different limit in the customer's currency. If the Credit management active? option in the System Options Maintenance (XM) program (Order Processing Options) is selected, the system places on hold any order that exceeds this amount. If this option is not selected, the system does not use this field, but you can use the field in custom reports. If the Calculate credit based on gross amount? option in the System Options Maintenance (XM) program (Order Processing Options) is selected, the system uses line and volume discounts but not order header discounts (gross, accrued, and miscellaneous) to determine whether an order exceeds the order limit. If the customer is a member of an AR consolidation, the Sales Order Maintenance (OE) and One-Step Invoice Entry (RE) programs check the credit limit based on the AR consolidation parent customer and the order limit for the ordering customer.
Send statement	Optional	Select the condition under which to send a statement: Y Always send statement Send a statement. However, options in the Statement Print (RS) program can override this field. You can skip sending a statement when this customer has a credit balance or no activity during the period. N Do not send statement Never send a statement. X Skip statement if zero balance Do not send a statement when the customer's accounts receivable balance is zero. However, options in the Statement Print (RS) program can override this field. You can skip sending a statement if this customer has a balance that is less than zero or no activity during the period.
AR method	Optional	Select O Open item customer or B Balance-forward customer. For an open item customer, the system retains invoices individually until invoice balances are zero. For a balance-forward customer, the system retains invoices individually only during the current accounting period and then combines invoices into an aged balance. Use the One-Step Invoice Entry (RE) program to enter a debit memo to set the initial balance.
AR terms	Optional	Select the code for the payment terms for this customer.

The program also displays AR balances, sales and payment information (for the paying parent if this account is consolidated):

Field Name

Displays

Open orders

The customer's current balance of orders that have not been invoiced; the amount does not include line and header discounts, taxes, freight, miscellaneous charges, surcharges, deposits, payments attached to orders or shipments, or orders on hold

The system updates open orders when you:

Enter a sales order with the Sales Order Maintenance (OE) and One-Step Invoice Entry (RE) programs
Transfer a sales quote, imported order, customer project, or order created by the repetitive billing system with the Quote-to-Order Transfer (EPIB) program
Close an order with Sales Order Maintenance (OE)
Run the AR Invoice Register (RR)

Orders on hold

The customer's current balance of orders that are on either credit or non-credit hold

On-deposit amt

The total deposit amount that has been entered in the Cash Receipts Entry (RCE) program but not been applied to quotes, orders, shipments, or invoices

Deposits assigned

The deposit amount that has been applied to an open order or shipment:

To a/an	With this program
Sales quote or imported order	EDI/Sales Quote Maintenance (QOE)
Sales order	Sales Order Maintenance (OE)
Shipment	Sales Shipment Confirmation (OC)
Invoice	Cash Receipts Entry (RCE)

This amount does not include applied deposits that have been invoiced.

Available deposit

The amount the customer has on deposit that has not yet been applied, calculated as On-deposit amount minus Deposits assigned.

AR balance

The customer's Accounts Receivable balance

The system updates the AR balance when you run the Cash Receipts Register in the Cash Receipts Entry (RCE) program.

If the customer is a member of an AR consolidation, the value in this field is for the entire AR consolidation.

Avl credit

The amount of the customer's unused credit: AR credit limit - Open orders - Orders on hold - AR balance

If the customer is a member of an AR consolidation, the value in this field is for the entire AR consolidation.

Highest AR bal

The highest Accounts Receivable balance this customer ever had

The system updates this balance when you run the AR Invoice Register (RR) program and the outstanding invoices exceed the customer's previous highest AR balance. If the customer is a member of an AR consolidation, the value in this field is for the entire AR consolidation.

Date occurred

The date that the customer incurred the highest AR balance

The system updates this date when you run the AR Invoice Register (RR) program and the outstanding invoices exceed the customer's previous highest AR balance.

Last sale date

The date of the most recently invoiced sales order

Last pmt dt

The date of the most recent payment entered in the Cash Receipts Entry (RCE) program

Last pmt amt

The amount of the most recent payment

To make changes, move the cursor to one of the following fields and make required changes. Click Apply to accept the changes or click Cancel to abandon changes.

Do This

Change a field

Move the cursor to the field and make changes. Click Apply to accept the changes or click Cancel to restore the previously saved value.

Display data in custom fields your company uses

Click User.

Note
This button displays only if you have set up user fields for the Credit Maintenance (CCM) program in the User Fields Maintenance (XMO) program.

Add or change notes

Click Notes and select the type of notes:

Click	To display this customer's
Customer	Customer record notes
Credit	Credit record notes
BOL	Bill of lading notes

See Enter or Change Notes.

Display data in custom fields your company uses

Click User.

Note
This button displays only if you have set up user fields for the Credit Maintenance (CCM) program in the User Fields Maintenance (XMO) program.

Go to a related program

Click Jump. See Jump.

Display changes made to this record

Click Audit. See Display an Audit Trail. Click OK after you view the audit trail to return to this program.

Note
This button displays only if you have activated C1A Customer Master in the Audit Trail Maintenance (XAT) program.

Display balance for each aging period and the total balance due

Click Age. Click OK to remove this data from the display.

Display the customer's payment history

Click Pmt history. See Display Customer Payment Performance. Click OK to return to this program.

Change the customer's first date of business

Click First DOB. Enter a different date or select one from the calendar. Click OK to accept changes or Cancel without saving the changed date.

Specify a different customer

Click OK. See step 1.

Exit and return to the menu

Click Exit.