CUSTOMER- VENDOR UPDATE

Pear Tree
2016-11-10 15:47

CUSTOMER UPDATE

 

Use Customer Update to enter a new customer’s information into the system, or make changes to an existing customer.  A customer is any individual or business to whom Units and Parts are sold, or for whom services are provided.

 

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Any field with an asterisk (*) is mandatory.

 

Customer ID:  (If the Customer ID is not known, the User can click on the Underlined title and bring up a list of Customers already added to the system.)

-        Field is alphanumeric.

-        There is no limit on the characters.

-        Hyphens and spaces are not allowed.

-        Clicking New will create a system generated ID.

 

Surname:  Mandatory

-        If the customer is a business, enter the business name here.

-        Alphanumeric.

-        No limit on characters.

First Name:

-        Alphanumeric.

-        No limit on characters.

 

Middle Name:

-        Alphanumeric.

-        No limit on characters.

Title:

-        Alphanumeric.

-        No limit on characters.

 

Address:

-        Alphanumeric.

-        No limit on characters.

-        Can be a PO Box or a Street address.

 

City:

-        Alphanumeric.

-        Unlimited characters.

 

State/Province:

-        Alphanumeric.

-        Two characters.

-        Codes found in State Code Table.

-        If the desired Province/State is not shown, you can set it up in the Province/State Table (System Admin – Configuration – Location – State/Province).

 

Country:

-        Select from dropdown.

-        If the desired Country is not shown, you can set it up in the Country Table (System Admin – Configuration – Location – Country).

 

Home Phone:

-        Numeric

-        Enter the ten digit number with or without dashes.  The system will automatically reformat.

-        If incorrect format is used, an Error Message will appear.

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Zip/Postal:  

-        Alphanumeric.

-        For Canada, MUST be entered in the Canadian Format:  X9X 9X9.

-        If entered incorrectly, the following Error Message will appear.

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        -         For US, MUST be entered in the US Format:  99999 or 99999-9999.

        -         If entered incorrectly, the following Error Message will appear.

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**** State/Province, Country and Zip/Postal must match.  If a State Code is used, the Country must be US and a Zip used.  If a Province Code, the Country must be Canada and a Postal Code used.  If they do not match, an Error message will appear.  ********

 

Business Phone:

-        Numeric

-        Enter the ten digit number with or without dashes.  The system will automatically reformat.

-        If incorrect format is used, an Error Message will appear.

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Extension:

-        Numeric.

-        Unlimited numbers.

-        After three digits are entered, a comma will appear after the first digit.

-        If anything other than a number is entered, an Error message will appear.

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Fax Number:

-        Numeric

-        Enter the ten digit number with or without dashes.  The system will automatically reformat.

-        If incorrect format is used, an Error Message will appear.image007.png

Email:

-        No set format.

-        Alphanumeric.

-        Unlimited length.

 

Charge To ID:

-        Customer to be linked to must already exist.

-        If Customer not entered, an Error message will appear.

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-        Used to link different Customers together if charging to one Customer only.

-        Used if you wish to bill purchases to someone other than the customer.

-        The Charged To Name will automatically appear in the space below.

 

Account Customer:

-        The Option is Yes or No.

-        Defaults according to the Customer Defaults in the Store Parameters (usually No)

-        If this customer can charge part sales to their account, choose Yes.

-        If Yes is chosen, a new field will appear next to it:  Require PO?.

o   The Option is Yes or No.

o   Defaults to No.

 

Require PO?: 

-        The Parts Sales window has a PO No. field.  

-        If Yes is chosen AND the customer is charging the sale On Account, a PO number must be entered before any information can be submitted.    

 

Customer Type:

-        Four Options: Business, Dealer, Manufacturer, and Retail.

-        Defaults according to the Customer Defaults in the Store Parameters (usually Retail).

-        Retail is used for a walk in customer.

-        Business and Dealer are used if selling to another Business or Dealer.

-        Manufacturer is a company you bill for warranty work and/or a customer with a special hourly labour rate. 

 

Comments:

-        Any further information about this customer can be entered here.

 

Entry Date:

-        Defaults to Today’s Date.

-        Will appear as set up on the Computer (D/M/Y, M/D/Y, etc).

-        The format MM/dd/yyyy is recommended.

 

Language:

-        Choose from dropdown.

 

Standing PO No:

-        Alphanumeric.

-        Unlimited characters.

-        Not mandatory, even if Standing PO? is set to Yes.

-        If a PO No is entered, will print on an Invoice for this Customer.

 

Sales ID:

-        Choose from the dropdown.

-        Populated in a Table (System Admin – Configurations – Tables – Salesperson – Update).

-        Only Salespeople added in the Table will appear in dropdown.

 

Discount %:

-        Discounts apply to part sales and work orders, not to unit sales.

-        Enter 2% as 2.

-        Numeric only.

-        If anything else is entered an Error message will appear.

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-        Must be less than 100 or an Error message will appear.

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-        Must not be negative or an Error message will appear.

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Days Allowed:

-        How long the Customer has to pay

-        Used to calculate the Due Date on invoices.

-        Numeric only or an Error message appears.

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-        Must not be a negative number or an Error message appears.

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Terms Desc.: 

-        Reference field.

-        Alphanumeric.

-        Unlimited space.

-        Payment Terms description.

 

Prospect ID:

-        If the customer was originally set up as a Prospect in the Customer Relationship Management module, you can link the prospect to the customer here.  

 

Credit Amount:

-        If a Customer has Yes showing On Account, a credit limit can be set.

-        If no credit limit is set, the customer has unlimited credit.

-        Numeric only or an Error message appears.

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-         Unlimited field.

Blacklisted:

-        Used for customers with whom you do not wish to do business.

-        Choosing Yes from the dropdown prevents any further transactions with this Customer.

-        Default is No.

 

Tax Code:

-        Select the appropriate sales tax from the dropdown to apply to this customer’s order.

-        If the appropriate Sales Tax is not showing, it can be added to the associated Table (System Admin – Configuration – Tables – Tax – Index).

-        System automatically calculates the Customer’s tax amount.

-        For Default purposes only.  Can be changed in other windows.

 

Tax Exempt No.:

-        If a Customer is exempted from Sales Tax, the Tax Exempt number can be entered here.

-        Alphanumeric.

-        Unlimited space.

 

Wholesale:

-        Yes indicates that the customer is a wholesale customer.

-        Does not affect pricing.

-        Defaults to No.

 

Price Code:

-        Choose what price the customer will pay for parts on a part sale or a work order (before discounts), from one of the 5 price levels.

-        Price codes normally include Cost, Cost plus a percentage and Retail.

-        Defaults to Retail.

-        Price codes are defined and applied to parts using the Inventory, Parts, Administration, Price Grid menu.

-         

A/R Code:

-        A way of grouping customers, usually by the currency the customer will be billed in

-        Defaults from the Store Parameters (System Admin – Parameters – Store – Cust Tab). 

-        Can be changed from the default showing using the dropdown.

-        If the proper A/R Code is not showing, it can be added to the applicable Table (Finance – Receivables – Administration – A/R Code Update).

-        Cannot be changed after the customer has any activity, so check with Accounting if uncertain.

 

Funds Code:

-        Automatically defaults form the A/R Code chosen.

-        Field cannot be edited.

 

Comments:

-        Freeform.

-        Alphanumeric.

-        Can manually enter comments about the Customer.

 

Activity Log:

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-        Clicking on the light green in the # column allows the User to Delete the Comment.

-        Clicking on the light green Activity Field shows the Comment in a pop up window.

-         

Contacts

 

Contact:

-        Alphanumeric.

-        Unlimited space.

-        Type in Contact Name.

 

Contact Phone:                   

-        Freeform.

-        Alphanumeric.

-        Unlimited space.

-        Type in Contact Number.

 

Contact Cell:

-        Formatted.

-        Numeric

-        Enter the ten digit number with or without dashes.  The system will automatically reconfigure.

-        If incorrect format is used, an Error Message will appear.

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Contact Email:

-        Freeform.

-        Alphanumeric.

-        Unlimited space.

 

Submit:

-        Submits any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        Any new information added that has not been submitted will not be Saved.

 

Delete:

-        Deletes the Customer from the system.

-        Only allowed if the customer has no current or historical activity.

 


 

VENDOR UPDATE

 

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Any field with an asterisk (*) is mandatory.

 

Vendor ID:  (If the Vendor ID is not known, the User can click on the Underlined title and bring up a list of Vendors already added to the system.)

-        Manually type in the ID for a New Vendor or click New to create a system generated ID.

-        Field is alphanumeric.

-        There is no limit on the characters.

 

Name:  Mandatory

-        If it is a business, the business name can be put here.

-        Alphanumeric.

-        No limit on characters.

 

Alt Name:

-        Alternate name.

-        Manually added.

-        Alphanumeric.

-        No limit on characters.

 

Address: Mandatory

-        Alphanumeric.

-        No limit on characters.

-        Can be a PO Box or a Street address.

 

City: Mandatory

-        Alphanumeric.

-        Unlimited characters.

 

State/Province: Mandatory

-        Alphanumeric.

-        Two characters.

-        Codes found in State Code Table.

-        If a Code is not entered for the Province/State, one must be entered in the Province/State Table before it can be used (System Admin – Configuration – Location – State/Province).

 

Country:

-        Select from dropdown.

-        If the Country is not showing, one must be entered in the Country Table before it can be used (System Admin – Configuration – Location – Country).

 

Zip/Postal:  

-        Alphanumeric.

-        For Canada, MUST be entered in the Canadian Format:  X9X 9X9.

-        If entered incorrectly, the following Error Message will appear.

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        -         For US, MUST be entered in the US Format:  99999 or 99999-9999.

        -         If entered incorrectly, the following Error Message will appear.

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**** State/Province, Country and Zip/Postal must match.  If a State Code is used, the Country must be US and a Zip used.  If a Province Code, the Country must be Canada and a Postal Code used.  If they do not match, a warning Error will appear.  ********

 

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Comments:

-        Any further information about this vendor can be entered here.

 

Sublet Mark Up %:

-        The vendor’s cost on the sublet portion of a work order will be increased by this percentage to calculate the amount charged to a customer.

 

Tax Code:

-        Select the appropriate sales tax from the dropdown to apply to Purchase Orders to and Accounts Payable invoices from this vendor. 

-        If the appropriate Sales Tax is not showing, it can be added to the associated Table (System Admin – Configuration – Tables – Tax – Index).

 

Discount Percent:

-        If a Vendor gives you a Discount (for example, for prompt payment) enter the discount here.

-        Enter 2% as 2.

-        Numeric only.

-        If anything else is entered an Error message will appear.

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-        Must be less than 100 or an Error message will appear.

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-        Must not be negative or an Error message will appear.

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Discount Days:

-        How many days you have to pay the vendor’s invoice before the Discount is no longer valid.

-        Discount days are counted from the vendor’s invoice date.

 

Due Days:

-        How many days you have to pay the vendor’s invoice before it is overdue.

-        Added to the invoice date on a vendor invoice to calculate the due date.

-        If nothing is entered here, the system default due days is used instead (System Admin – Parameters – Store – Finance tab).

-         

-        Numeric only or an Error message appears.

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-        Must not be a negative number or an Error message appears.

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Payment Terms: 

-        Reference field for the User.

-        Freeform.

-        Alphanumeric.

-        Unlimited space.

 

Credit Limit:

-        The maximum funds the vendor will let the Dealership charge on account.

-        Numeric only or an Error message appears.

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-        Must not be negative or an Error warning appears.

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-         Unlimited field.

 

Payables Code:

-        A way of grouping vendors; affects what account the vendor’s invoices will post to in the General Ledger.  Check with Accounting if uncertain.

-        Can be changed from the default shown using the dropdown.

-        If the proper Payables Code is not showing, it can be added to the applicable Table (Finance – Payables – Administration – Payables Code).

-        Cannot be changed after the vendor has any activity.

-         

Bank Name:

-        Defaults based on the Payables code chosen, and cannot be changed from this screen.

-        Added from Finance – Payables – Administration – Bank Codes Table.

 

Funds Code:

-        Defaults based on the Payables code chosen and cannot be changed from this screen.

-        Added from Finance – Payables – Administration – Funds Codes.

 

GST Registration:

-        GST Registration number.

 

Manufacturer:

-        Use only if the Vendor is also a Manufacturer.

-        Enter the corresponding Customer ID number for the Manufacturer.

-        May or may not be the same as the Vendor ID.

 

Manufacturer Name:

-        Will default in from the Customer’s ID.

-        Cannot edit in this window.

 

Vendor Account No.:

-        The Vendor’s account number for the dealership.

-        Printed on a Purchase Order to the vendor.

-        Freeform.

-        Alphanumeric.

 

Default GL Account (for invoice update):

-        The inventory or expense account that vendor invoice amounts will be posted to in the General Ledger.

-        Can be overridden in Accounts Payable invoice update.

 

Contacts

 

Contact:

-        Alphanumeric.

-        Unlimited space.

-        Manually enter Contact Name.

 

Contact Phone: 

-        Freeform.

-        Alphanumeric.

-        Unlimited space.

-        Manually enter Contact number.

 

Contact Cell:

-        Formatted.

-        Numeric

-        Enter the ten digit number with or without dashes.  The system will automatically reconfigure.

-        If incorrect format is used, an Error Message will appear.

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Contact Email:

-        Freeform.

-        Alphanumeric.

-        Unlimited space.

-        Manually enter.

 

Submit:

-        Submits any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        Any new information will be lost if it has not been submitted.

 

Delete:

-        Deletes the Vendor from the system.

-        Only allowed if the vendor has no current or historical activity.

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

MANUFACTURER

 

Manufacturers are Vendors, since the Dealer purchases Units and Parts from them for re-sale. But they are also the Dealer’s customers. As the Dealer likely services Units and Parts that have failed while under warranty, the manufacturer reimburses the Dealer’s business for services for which the customer does not pay. Because manufacturers are both, they must be entered into RV Dealership as both a Vendor and a Customer.

 

Customer Update

Enter the Manufacturer’s information, just as you would if they were a Customer, but pay special attention to the following fields.

 

Surname:

-        Fill in the Business name.

-        Leave other name fields blank.

 

Customer Type:

-        Choose Manufacturer from the dropdown.

 

MFG Labour Rate: 

-        How much the Manufacturer will pay per hour for Warranty labour.

-        Will be in the currency of the Funds Code.

-        If you don’t enter a rate here, the default warranty labour rate (from the Store Parameters) will be used instead.

 

Tax Code: 

-        Since most Manufacturers are in the US, you may have to change the tax code to Exempt.  Check with Accounting if unsure.

 

Price Code: 

-        How much the Manufacturer will pay for parts on a warranty work order.  

-        The list of Price codes normally includes Cost, Cost plus a percentage and Retail.  Price codes are defined and applied to parts using the Inventory, Parts, Administration, Price Grid menu.

 

AR Code: 

-        Since most Manufacturers are in the US, you may have to change the AR code to US or US Warranty.   Check with Accounting if unsure.

-        The Funds Code is automatically set according to the AR code you choose. 

 

Vendor Update

Enter the Manufacturer’s information, just as you would if they were a Vendor, but pay special attention to the following fields.

 

Vendor Code:

-        Can be the same as the Customer ID, but doesn’t have to be.

 

Funds Code:

-        Must be the same as the Customer’s funds code.

 

Manufacturer:

-        Enter the Manufacturer’s Customer ID.

-        Can use the Underlined link to see the Customers listed as Manufacturers in Customer Update.

-        Vendor must be listed as a Manufacturer in Customer Update in order to appear in this Table.

 

Inventory – Units – Update – Update 

After you have added the manufacturer information to the customer and vendor as described above, the manufacturer’s Vendor ID will show in the Mfg Code list on the Inventory Unit Update screen.

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