Background: Customer Maintenance

Use the Customer Maintenance (CM) program to add a new customer record or change an existing customer record. See Road Map for work flow.

You must create a customer record before you can process sales orders, invoices, and cash receipts for a customer.

This topic has these subtopics:

AR Consolidation

An Accounts Receivable consolidation enables you to consolidate individual ordering customers (for example, branches of a corporation) under a single paying customer (for example, corporate headquarters). You must create a customer record for the paying organization first. The paying customer is called the parent. Select the Parent ARC? field in the record you create for the paying customer.

When you create records for the ordering customers in the AR consolidation group, you must clear the Parent ARC? field and enter the customer number of the paying customer in the Consolidate to field.

When you create a record for a customer that you will bill directly, select the Parent ARC? field and enter the number of this customer in the Consolidate to field.

This table shows the effect of field selection for the three types of customers:

If you activated the multi-currency feature, the consolidation parent and each consolidation member must have the same currency code.

AR Credit Limit and Order Limit

If you selected the Credit management active? option in the System Options Maintenance (XM) program (Order Processing Options), the system places an order on hold if the order amount exceeds the order limit or if the order amount causes the customer's balance to exceed the AR credit limit.

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 discounts) to determine whether an order exceeds the credit 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.

You cannot change the amounts in the AR credit limit and Order limit fields after you create the customer record. If you need to adjust either amount, use the Credit Maintenance (CCM) program.

Tax Codes and Sales Tax Licenses

You must select a tax code in the Tax code field even if this customer has a sales tax license that exempts the customer from taxation. If the taxing state is by zip code, the Tax code field is disabled to allow the zip code as the basis for sales tax.

If some or all of this customer's purchases are non-taxable, enter the resale license number for the customer's home state in the Sales tax license 1 and Sales tax license 2 fields. These fields may have different labels based on the Sales tax license 1 and Sales tax license 2 options in the System Options Maintenance (XM) program (Enterprise Options).

The Exemption type field in the Tax Authorities Maintenance (TAM) program determines which license, if either, applies to a tax authority. If Exemption type is 1, then sales tax license 1 applies; if the type is 2, then sales tax license 2 applies; if the type is N, then neither sales tax licence applies. The system calculates taxes for the tax authority. When it encounters a resale license, it reports "tax exempt."

If the customer does business in other states, enter those state resale license numbers in the Customer Resale Licenses Maintenance (TRL) program.

Discounts

The three discount fields (Gross Disc %, Accrued Disc %, and Misc Disc %) are default trade discounts. During order entry, the operator can accept these defaults or change them.

These discounts apply over and above any quantity, item, customer, or contract discounts that you set up in the Price-Contract Maintenance (PCM) program. The Sales Order Maintenance (OE), One-Step Invoice Entry (RE), and EDI/Sales Quote Maintenance (QOE) programs apply these order header discounts after a line discount.

Order entry programs apply the gross discount to the order's gross amount, the accrued discount to the order balance after subtracting the gross discount, and the miscellaneous discount to the order balance after subtracting both the gross and accrued discounts.

Order Entry

When you enter an order in the Sales Order Maintenance (OE), One-Step Invoice Entry (RE), and EDI/Sales Quote Maintenance (QOE) programs, these Customer Maintenance (CM) program fields display for the customer number that you enter in the program:

• Sales org code displays in the Revenue org cd field on the order header *

• Sugg ship br displays in the Sales branch field on the order header *

• FOB *

• Freight terms *

• Ship via *

• Priority displays in the Order priority field on the order

• AR terms

• Dept number

• Price code *

• Tax *

• Sales tax license 1 *

• Sales tax license 2 *

Note
These fields may have a different label based on the Sales tax license desc 1 and Sales tax license desc 2 options in System Options Maintenance (XM) program (Enterprise Options).

• Gross disc %

• Accrued disc %

• Misc disc %

* If you enter a ship-to number in the Sales Order Maintenance (OE), One-Step Invoice Entry (RE), and EDI/Sales Quote Maintenance (QOE) programs, the entries in these fields in the ship-to record in the Customer Ship-to Maintenance (CSM) program fields display.

Audit Trail

To activate an audit trail, select one of the files listed below in the Audit Trail Maintenance (XAT) program. The system records all transactions. You can then run the Audit Trails (ATR) program and select that file to print a report of these transactions.

• C1A: Customer Master

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