Add or Change a Customer Record

Use the Customer Maintenance (CM) program to add a new customer record or change an existing customer record. See Background and Road Map for more information.

Enter or change data in these fields:

Field Name

Type / Max Length

Action / Description

Customer number

Required
10 alphanumeric

Enter the customer's number or click the Lookup icon and use the standard lookup options to select the customer from a list.

Enter a unique identifier for a new customer. See Enter or Change an Address. It is recommended that you do not use special characters (e.g., ?, #, &, +, |, <, >, *, :, /, \, [, ]) as they can cause issues when accessing imported documents.

Enter * to create or change a default record. See Create a Default Record for a Maintenance Program.

This field cannot be changed after a customer record is created.

Active?

Optional

Select to indicate that this customer is active (the default) or clear if this customer is not active.

Parent ARC?

Optional

Select if this customer is to be billed directly or is an accounts receivable consolidation (ARC) parent (the default), or clear if this customer has a consolidation parent.

Caution
The program does not allow you to change the Parent ARC? field after you complete the record. See Background for more information.

Important! Be sure to select this field if you are setting up a default record.

Currency

Conditional
2 alphanumeric

If the multi-currency feature is active, select the currency in which sales and accounts receivable transactions are recorded for this customer.

Caution
Be sure that you select the correct code for this customer because you cannot change it after you complete this customer record. If this customer is part of an AR consolidation, this customer's currency code must match that of its parent ARC.

Ship via

Optional
3 alphanumeric

Select the code of the preferred carrier for this customer.

FOB

Optional
3 alphanumeric

Select the FOB (Free On Board) code that identifies the point at which ownership of ordered items transfers to this customer.

Freight terms

Optional
3 alphanumeric

Select the code for this customer's standard method of payment for freight.

Incoterms code

Optional
3 alphanumeric

Select the International Commercial Terms for this customer

Consolidate to

Required
10 alphanumeric

If you selected the Parent ARC? field, enter this customer's number.

If you cleared the Parent ARC? field, enter the number of the consolidation parent or click the Lookup icon and use the standard lookup options to select the number from a list. The record of the consolidate-to customer must have the Parent ARC? field selected and have the same currency code as this customer.

Caution
The program does not allow you to change the Consolidate to field after you complete the record. See Background for more information.

Default ship-to

Optional
10 alphanumeric

Select the default location to which items are to be shipped to this customer.

The system uses this selection by default if the Ship-to field is left blank during order entry.

PO required

Optional

Select whether this customer must have a purchase order number entered in the Cust PO number field in the Sales Order Maintenance (OE), EDI/Sales Quote Maintenance (QOE), and One-Step Invoice Entry (RE) programs and whether the number can duplicate a previous order:

Select	PO number	Duplicates
Y	Required	Not allowed
N or leave blank	Not required	Allowed
W (Warn)	Required	Allowed, but warn order entry of the duplication
D (Duplicate)	Required	Allowed

Allow subs

Required
1 alphanumeric

Select whether this customer allows item substitutions:

Select	If this customer
Y	Accepts substitutions when the ordered item is out of stock.
N (default)	Does not accept substitutions.
A	Wants to be advised before a substitution is made. When an order line for an out of stock item is entered, the operator is prompted about ordering a substitute.

Allow split lots?

Optional

Select if the customer normally allows the ordered quantity of a lot-controlled item to be fulfilled from multiple lots or leave blank if the ordered item must come from the a single lot.

This is the default when orders are entered for the customer. You can change this field on order lines if split lots are allowed for the item (in Enterprise Item Maintenance) and the customer allows split lots.

Ship partial orders?

Optional

Select if this customer accepts multiple shipments or clear if this customer does not. This is the default value when new sales orders are entered.

If you leave blank, when you click Partial in the Sales Shipment Confirmation (OC) or Secured Confirmation (SOC) program, the program displays the message Customer does not allow split orders - select all lines for this order?. Click Yes to select all lines or click No to select none.

If you select, the Sales Order Auto Processing (OAP) program creates multiple shipments when an order cannot be shipped complete and the Reverse partials option in that program is not selected.

The RF shipping process will not allow a partial shipment to be completed if the sales order does not allow for partial shipments.

Cons shipment?

Optional

Select to require items to be shipped from the branch in the Sugg ship br field or leave blank to allow items to be shipped from different branches. The customer may require shipment from a specified branch because of time or cost considerations.

This field is not currently used by the system, but you can use it in customer reports.

Sugg ship br

Optional
4 alphanumeric

Select the branch from which items are to be shipped to this customer.

Use primary location

Optional
1 alphanumeric

Select	To
A (Always)	Pick from only the item's location designated in the Primary whse and Primary bin loc fields in the Branch Item Maintenance (IMB) program. The Order Shipment Selection (OSS) program displays the message, Insufficient stock at this location even if the quantity ordered exists elsewhere.
D	Pick first from the primary bin location.
N (Default)	Not consider the primary bin location when picking.

Customer type

Optional
4 alphanumeric

Select a customer type, which can determine prices for this customer and commissions paid on sales to this customer.

Language

Optional
2 alphanumeric

Select the code of the language to use when printing item descriptions on sales documents for this customer.

SIC/NAICS

Optional
6 alphanumeric

Enter a North American Industry Classification System code (formerly called Standard Industry Classification). This field is not used by the system, but you can use it in custom reports.

Priority

Optional
2 alphanumeric

Enter a code to identify the priority of this customer's orders. This code becomes the default for the Order priority field on the sales order header. The Sales Order Auto Processing (OAP) and Order Shipment Selection (OSS) programs can use it to prioritize orders.

Price code

Optional
1 alphanumeric

Select the code for the pricing structure that applies to this customer.

Each price record created with the Price-Contract Maintenance (PCM) program can contain up to nine pricing structures. If this customer has a Price code of 1, the pricing routine uses the first pricing structure in the price record; if the Price code is 2, the routine uses the second pricing structure, and so on, through Price code 9.

Price class

Optional
10 alphanumeric

Select a customer price class code, which can determine prices for this customer and commissions paid on sales to this customer.

Dept number

Optional
5 alphanumeric

Select the number of the department that gets credit for sales to this customer.

Cust service rep

Optional
5 alphanumeric

Select the code of the customer service representative for this customer.

The list of CSRs is populated with system users from User Maintenance (UIM).

AP contact

Optional
35 alphanumeric

Enter the name of this customer's contact for accounts payable.

AP phone number

Optional
20 alphanumeric

Enter the telephone number of this customer's contact for accounts payable.

AR credit limit

Optional
14 numeric in the format 999999999999.99

Enter the maximum Accounts Receivable balance that this customer is allowed.

Note
You cannot change this field after the record is created. If you need to change the credit limit, use the Credit Maintenance (CCM) program.

See Background for more information.

Order limit

Optional
14 numeric in the format 999999999999.99

Enter the maximum amount of a single order.

Note
You cannot change this field after this record is created. If you need to change the order limit, use the Credit Maintenance (CCM) program.

See Background for more information.

Credit hold?

Display

Y	This customer has been placed on hold in the Credit Maintenance (CCM) program; new sales orders will be placed on credit hold
N	New sales orders for this customer are not placed on hold unless the Credit management active? option in the System Options Maintenance (XM) program (Order Processing Options) is selected and the order exceeds the value in the AR credit limit or Order limit field.

Manual hold reason

Optional
5 alphanumeric

Select a code that explains why this customer is on non-credit hold.

Send statement

Optional
1 alphanumeric

Select the code for the frequency of sending a statement:

Select	To
Y	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	Never send a statement
X	Not send a statement when the 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

Required
1 alphanumeric

Select O for an open item customer or B for a balance forward customer.

The system takes the statement date that you select in the Statement Print (RS) program when you run it and considers the "start" date the first of that month.

For an open item customer, the system looks at the invoices prior to the start date and if they are a zero balance and it was already printed on a statement, then it is skipped.

For a balance forward customer, any invoice balances before the start of the month are consolidated into a "total balance forward" record and printed first, then this month's transactions are printed.

AR terms

Optional
3 alphanumeric

Select the code for the payment terms for this customer.

Remit-to

Optional
3 alphanumeric

Select the code that identifies an alternate address for customer payments to your company. This address prints at the bottom of the invoice.

Sales org code

Optional
2 alphanumeric

Select the code of the GL organization to use for posting sales for this customer.

Sales rep

Optional
10 alphanumeric

Select the code of the primary sales representative for this customer or click the Lookup icon and use the standard lookup options to select the rep from a list.

If you do not use sales commission programs to assign sales reps, order processing programs display this code as the primary sales rep for an order for this customer.v

Sales region

Optional
4 alphanumeric

Select a code that identifies the sales region for this customer. Sales regions can determine sales commissions.

Commission class

Optional
5 alphanumeric

Select a commission class code, which can determine commissions paid on sales to this customer.

Default sales br

Optional
4 alphanumeric

Select the default branch that takes the sales order.

Xref

Optional
25 alphanumeric

Enter an additional sort criterion that you can use to access this customer's record from a lookup.

Customer number, name, city, state, postal code, phone, sales rep, type, region, and branch are standard sort fields for customer lookups. Xref is an additional lookup sort option.

Click Other info to enter or change data in these fields:

Field Name

Type / Max Length

Action / Description

Subtotal

Optional
1 alphanumeric

Select the weight you want to print on a bill of lading for this customer:

Select	To calculate and print a
C	Subtotal by category
I	Subtotal by item
T	Total only with no subtotals

Delivery day

Optional
3 alphanumeric

If you use your own trucks for delivery, enter the day for delivery to this customer.

Delivery week

Optional
3 alphanumeric

If you use your own trucks for delivery, enter the week for delivery to this customer.

Stop number

Optional
3 alphanumeric

If you use your own trucks for delivery, enter the stop number on the route for this customer.

Route

Optional
5 alphanumeric

If you use your own trucks for delivery, enter the route for this customer.

Container desc

Optional
8 alphanumeric

Enter the container description (for example, crate) in which you ship items to this customer.

Special packaging

Optional
4 alphanumeric

Select the code used in calculating special packaging charges (maintained in Special Packaging Maintenance - TSPM) for this customer. The code can associate additional weight with the order and also create a miscellaneous charge.

Commission payable

Optional

Select when you want commissions paid:
I: at invoicing
P: at payment processing

This selection overrides the Payable at time of I=Invoice or P=Paymnt field in the System Options (XM) program (Sales Commission Options).

Finance chrg %

Optional
5 numeric in the format 99.999

Enter the monthly rate you charge this customer on overdue invoices. If the value is zero, the finance charge programs generate no finance charges for this customer.

Gross disc %

Optional
4 numeric in the format 99.99

Enter the discount percent to be applied to the gross amount of this customer's orders.

The order entry operator can override this default.

Accrued disc %

Optional
4 numeric in the format 99.99

Enter the discount percent to be applied to the order balance after the Gross disc % has been subtracted.

The order entry operator can override this default.

Misc disc %

Optional
4 numeric in the format 99.99

Enter the discount percent to be applied to the order balance after both the Gross disc % and Accrued disc % have been subtracted.

The order entry operator can override this default.

Image type

Optional
4 alphanumeric

Select the type of graphic file for this customer. For example, you can store an image of this customer's logo, a scanned business card, or a map that shows this customer's location. See The View Button.

URL

Optional
128 alphanumeric

Enter the customer's website address.

Tax code

Required
10 alphanumeric

Select the code for the tax jurisdiction and sales tax rate for this address or click the Lookup icon and use the standard lookup options to select the code from a list.

If the taxing state is by zip code, the field is disabled to allow the zip code as the basis for sales tax.

Sales tax license 1
Sales tax license 2

Optional
25 alphanumeric

Enter the number of this customer's resale license.

Note
These fields may have different labels based on the Sales tax license desc 1 and Sales tax license desc 2 options in System Options Maintenance - Enterprise Options.

See Background for more information.

One-time cust acct?

Conditional

Select if customer number is being set up to be used by one-time or infrequent customers that you do not wish to retain separate information for (e.g., address, ordering and billing history, etc.).

This field is available only if credit card processing is automated through the credit card interface. For one-time customers, cardholder information is entered with the sales order and stored only until the order is invoiced. The customer card profile is stored as the order number.

Tax/VAT ID no

Optional
25 alphanumeric

Enter the customer's tax or VAT ID number.

This field is used by the third-party sales tax interface.

Tax exempt category

Optional

Select the tax exempt category for this customer to allow further stratification of a sales order being tax exempt.

This field is used by the third-party sales tax interface.

Legal business name

Optional
35 alphanumeric

Enter the customer's legal business name (i.e., the name used in box 1 of IRS Form W-9) if the name specified with the address is a DBA (doing business as) or fictitious business. Leave blank if the name in the address is the customer's legal business name.

The program also displays:

Field Name	Explanation
Date of last sale	The date of the most recently invoiced sales order
Last payment date	The date of the most recent payment received
Last payment amt	The amount of the most recent payment
First dt of business	The date of the first sale to this customer

Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field and enter correct information. Click Apply to accept the changes or click Cancel to reject the changes.
Display additional fields	Click Other info.
Add or change notes	Click Notes and then Customer to display notes for this customer or BOL to display 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 Customer Maintenance (CM) program in the User Fields Maintenance (XMO) program.
Go to a related program	Click Jump. See Jump.
Display changes made to the customer 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 the audit trail for the Customer Master (C1A) file is activated in Audit Trail Maintenance.
Display this customer's address	Click Address. See Enter or Change an Address for field descriptions.
View related information	Click View. See The View Button.
Display this customer's credit record	Click Credit inq. See Display a Customer's Credit Record. Click OK to return to this program.
Display contacts for this customer	Click Contacts. See Display Customer Contacts. Click OK to return to this program.
Display this customer's document profile	Click Doc profile. See Display Document Profiles. Click OK to return to this program.
Display the customer's ship-to records	Click Ship-to. Display a Customer's Ship-to Addresses. Click OK to return to this program.
Import or view documents associated with the customer	Click Documents. Click View to view archived and documents. See Display Document Archive. The View button is active only if archived documents are available. Click Import to import a document for this customer. See Document Archiving and Document Import for more information.
Accept the data and exit this customer record	Click OK. See step 1.
Exit the program	Click Exit.