Customer Master

To access the customer master file, select:

Customers & Statements Menu# 2 File Maintenance# 20 Customer File

Or, you may enter the ‘dot jump code’ .CM at any selection line within the system.

Customer #: To create a ‘new’ customer account, enter an alphanumeric customer code 1-6 characters in length.

For company names we recommend using the first 3 characters of the first name, along with the first 3 characters of the second name. Ex. Arruda Home Centre = ARRHOM

For personal names we recommend using the first 3 characters of the last name, along with the first 3 characters of the first name. Ex. John Smith = SMIJOH

If you decide to use numeric customer numbers, the system can prompt you with the next available number.

At customer #, enter a “-” to indicate to the system that you wish to be given the next available number. If you hit <enter>, the next number given will be strictly a six digit numeric number (ex. 000001). If you enter from 1-5 letters before hitting <enter>, the system will fill in the rest with numbers. (Ex. ARR would become ARR001).

Customer #: To recall a previously entered customer, enter the customer code directly or perform a customer search.

To perform a customer search, enter the ‘dot jump code’ .W, the following window will appear:

Search Options:

Query Thru All Customers - allows a look-up by customer number. You may enter a starting customer number or <enter> to display all customers in alpha order. A customer may be recalled by selecting it from the list.

Alpha Search for a Customer - allows a look-up based on a 6 character search key. The search key may be any part of the customers name, address or sort key. You may also search by the last 4 digits of the telephone number. It displays all customers found matching that criteria (ex. HOME). A customer may be recalled by selecting it from the list.

Customer Name: 1-20 characters. Enter full name of customer/company.

When creating a ‘new’ customer, the following ‘Address’ window displays at the bottom of the screen.

Address 1-3: 1-20 characters per line. This is the customers main billing address, but may be overridden.

Zip Code: 1-12 characters.

Ship Via: 1-10 characters. Normal means of shipping for this customer, displays at order entry.

Contact Name: 1-20 characters.

Tax Exempt No: 1-20 characters. Enter the tax exempt number if applicable for this account. This number will be printed on pick slips/invoices. Regardless of entry in this field, taxation is based upon the tax jurisdiction.

Tax Jurisdiction: This code must be previously defined in the Tax Jurisdiction File.

To access the Tax Jurisdiction File, select:

Customers & Statements Menu# 2 File Maintenance# 26 Tax Jurisdiction File

We recommend: 1 = GST only2 = PST only3 = GST & PST99 = Tax Exempt NOTE: 0 (zero) cannot be used.

After completing the customer address, the cursor moves to the upper portion of the screen, displaying the information just entered.

Comment 1-3: 1-20 characters per line. General comments about the account, displays at sales order entry.

Bill To Address: Determines what ‘Bill To’ address prints on pick slips/invoices for this customer.

Options:

0 = Customer Address - address displaying in upper portion of screen (default)

1-99 = Ship-To Address - address setup as a separate shipping location (can have up to 99 separate ship-to locations per customer)

Cost Plus: If customer is setup to be a ‘cost plus’ customer, this code will determine what cost is used for cost of sales.

Options:

0 = Main Parameter – cost used system wide (default)1 = Last – last cost paid per item2 = Avg – average cost calculated per item3 = Std – standard cost entered per item

Skip Print: If lines exist on an order that have a quantity shipped equal to zero, this code determines whether these lines print on the yard orders/pick slips and/or invoices for this

customer.

Options:

0 = No – do not skip printing (default)1 = Y/O – skip printing on yard orders/pick slips only2 = Inv – skip printing on invoices only3 = Both – skip printing on both yard orders/pick slips and invoices

GoldMine: Determines if this is a GoldMine customer or not.

0 = No1 = Yes

GoldMine is a third party software that is integrated with the SSI system.

Phone #: Enter the 3 character area code, hit <enter>. Enter the remaining 7 digits in 123.4567 format. Ex. 666.7777

Sort Key: 1-6 characters. A cross reference to the customer number. Typically the first 6 characters of the customer/company name.

Ex. Arruda Home Centre = ARRUDA John Smith = SMITH

When performing a customer search, you may enter from 1-6 characters of the sort key, starting with the first character. Ex. A, AR, ARR, ARRU, ARRUD or ARRUDA

Store #: 1-2 digits. Enter the store number where this customer generally does business. You may enter .W to display a list of store locations. Locations must be previously defined in Location Description Maintenance.

To access Location Description Maintenance, select:

Inventory Menu# 3 Miscellaneous Maintenance# 20 Location Description Maintenance

Customer Type: 1 digit, valid codes are 1-9. Must be previously defined in the TYPES table. Used to categorize your customers for reporting and proforma purposes. You may enter .W to display a list of available types.

Ex. 1 = Retail, 2 = Government, 3 = School Board

To access the TYPES table, select:

Customers & Statements Menu# 2 File Maintenance# 27 G/L Tables Table ID = TYPES

PO Code: Valid codes are 0, 1 and 2.

0 = No purchase order required.

1 = Purchase order requested - the PO field in sales order entry is highlighted but entry is not mandatory.

2 = Purchase order required - the PO field in sales order entry is highlighted and entry is mandatory.

Finance Charge Code: Valid codes are 0 and 1.

0 = Charge a finance charge.

1 = Don’t charge a finance charge.

Finance charge rates are setup in the F/C table, to access this table, select:

Customers & Statements Menu# 2 File Maintenance# 28 F/C Table Table ID = FIN CH

Statement Code: Valid codes are 1-4. This code determines if customers are to receive statements only, invoices only, or both statements and invoices.

1 = Statement – receives statements only - invoices for this customer will not be printed during a batch print but can be printed at sales order entry.

2 = Invoice – receives invoices only - a statement will not be printed at month end.

3 = Invoice & Printed Statement – receives both printed invoices and statements.

4 = Invoice & Faxed Statement – receives both invoices and statements, invoices will be printed, statements will be faxed. NOTE: You must have the VSI Fax software installed in order to use this option.

Salesman #: 1-6 digits. Salesmen must be previously setup in Salesman Master Maintenance. You may enter .W to display a list of available salesman codes.

To access Salesman Master Maintenance, select:

A/R Daily Work Menu# 5 Sales Analysis# 22 Salesman Master

Price Code: Valid codes are 1-7. This code determines which price level the customer will receive. It corresponds to one of the 7 price levels setup in the inventory store record per item.

Please refer to the Pricing PowerPoint for further details on pricing structures.

Credit Limit: The maximum amount that may be entered is 999999.99. Once a customer reaches their credit limit, the ‘credit hold’ code switches to ‘1’, and entry of further invoices is not permitted

without an override password. The system includes any unposted balances, which contains ‘entered’ and ‘verified’ sales orders, when determining if a customer has exceeded their credit limit. If nothing is entered in this field, the customer will have unlimited credit. A $1.00 credit limit will allow only cash, cheque or credit card sales, no store charges.

Credit Hold: Valid codes are 0, 1 and 2.

0 = No hold. A message will be displayed at sales order entry if customer is over credit limit, store charges may still be entered.

1 = Credit hold, with override. Store charges may be entered if the override password is entered. Password is ‘*’ (asterisk).

2 = Credit hold, no override. Store charges may not be entered. Code 2 is a manual setting only.

Discount Code: Valid codes are 0, 1 and 2. Determines when/if the customer will receive a terms discount. Works in conjunction

with the Terms code.

0 = No discounts given.

1 = Discounts given on invoices only – discounts are calculated and printed on each invoice. Should not be used with Balance Forward customers.

2 = Discounts given on statements only – discounts are calculated and printed on statements.

Conversion Code: Valid codes are 0 and 1. Used if the on hand pricing is in a different unit of measure than costs. This is

determined in inventory on an item by item basis. Two types of conversion can take place - quantity or price. This code affects what is seen and printed at sales order entry.

0 = Quantity will be converted at sales order entry. The price and quantity extension will display in the purchasing unit of measure. (rarely used)

1 = Price will be converted at sales order entry. The price and quantity extension will display in the selling unit of measure. (typically used)

24 Month Sales Analysis: Valid codes are 0 and 1.

0 = Don’t track sales analysis for this customer.

1 = Track sales analysis for this customer. (recommended)

Terms Code: Valid codes are 0-9. Codes must be previously defined in the TERMS table. Used for calculating discounts. You

may enter .W to display a list of available terms.

Ex. 0 = NET 30, 1 = 2% 10 NET 30

To access the TERMS table, select:

Customers & Statements Menu# 2 File Maintenance# 27 G/L Tables Table ID = TERMS

Print Prices: Determines if retail prices print on yard orders/pick slips for this customer.

Y = Print prices on yard orders/pick slips.

N = Don’t print prices on yard orders/pick slips.

Category: 1-3 digits, user defined. Used for categorizing customers for reporting purposes.

Territory: 1-3 digits, user defined. Used for categorizing customers for reporting purposes.

Date Opened: Enter the date this account was opened, in MMDDYY format.

Desired Margin: The maximum % that may be entered is 999.99. Enter the profit margin percentage desired on purchases by

this customer. The system will flag the clerk at order entry if the total order margin falls below the specified %.

NOTE: This field is rarely used, the desired margin’s are usually setup per inventory item.

History: Valid codes are 0, 1, 2 and 3. Determines the type of history tracked for this customer.

0 = No history tracked.

1 = Customer history only.

2 = Invoice history only.

3 = Both customer and invoice history tracked. (recommended)

Account Type: Valid codes are 0 and 1.

0 = Open Item – customers who generally apply payment to specific invoices. (typically used)

1 = Balance Forward – customers who generally make payments ‘on account’. At month end all detail

is summarized into one BF beginning record.

Sub Account Statements: Valid codes are 0, 1 and 2. Controls how statements print for customers who have sub

accounts.

0 = No Sub Account totals on statements.

1 = Print Sub Account sub-totals on a single statement.

2 = Print separate statements per Sub Account, with a consolidated statement for the customer. NOTE: Must be an Open Item customer.

Sub Account Analysis: Determines if Sub Account analysis is tracked for this customer.

Y = Track Sub Account analysis.

N = Do not track Sub Account analysis.

Example of Sub Account usage: School Boards - the School Board would be setup as the customer and each school under that Board would be setup as individual sub accounts.

Track Payments: Determines if payments are to be tracked for this customer, and if so, how many.

0 = Do not track payments.

1-23 = Indicates the number of payments to be tracked. NOTE: Must be an Open Item customer.

Advanced Payment: Not In Use

Ship To/Sub Account: Valid codes are 0 and 1. This determines what ship-to information is printed on the invoice if a Sub Account is setup for this customer and used on the sales order.

0 = Use normal ship-to default.

1 = Use the Sub Account name and memo information.

Revolving Charge: Not In Use

Cost Plus %: If customer is setup to purchase at cost (price code 7), this percentage will be added to the cost.

Ex. 10% = 10.000 – customer pays cost plus 10%.

Best Price: System will search all possible pricing structures for this customer and select the lowest one.

NOTE: The ‘Best Price Feature’ parameter must also be activated. To set this parameter, select: Sales Order Menu

type .SSIP at the selection line select table # 1 ensure the following feature is set to ‘1’

Please refer to the Pricing PowerPoint for an illustration of the pricing hierarchy.

Fax #: Enter the fax number as a 10 digit number without dashes or parentheses.

Ex. 2223334444

Job Cost Customer/Post Invoices to AP: Valid codes are 0, 1 and 2. This field controls 2 separate functions:

1. Job Cost Customer - If the Job Cost Module is activated, this determines if invoices for this customer should post to job costing

at the ‘retail’ price value or at the ‘cost’ value.

2. Post Invoices to AP - Determines if invoices for this customer should post to Accounts Payable. This is used to make contra entries between Accounts Receivable and Accounts Payable

for separate companies on the same system.

Valid options:

0 = Regular customer – do not post invoices to Job Costing or Accounts Payable.

1 = Post invoice total price to JC/AP – posts invoices using the retail price value to Job Costing/Accounts Payable.

2 = Post invoice total cost to JC/AP – posts invoices using the cost value to Job Costing/Accounts Payable.

NOTE: If using the feature to post invoices to Accounts Payable, the following system parameter must also be activated.

Select: Sales Order Menutype .SSIP at the selection lineselect table # 7ensure the following feature is set to ‘1’

GL Code for Parts: 2 digits. You may enter a GL code that will override the GL code on all inventory items sold to this customer (excluding labour items). This is used when you want to track sales for this customer to specific GL accounts, instead of the normal sales accounts. Ex. warranty or internal usage.

The GL code must be previously setup, select:

Customers & Statements Menu# 2 File Maintenance# 24 G/L Code File

GL Code for Labour: 2 digits. You may enter a GL code that will override the GL code on all ‘labour’ items sold to this customer. To flag an item as a ‘labour’ item, it must be assigned to the designated product category ‘777’. This is used when you want to track sales of labour items, for this customer, to specific GL accounts, instead of the normal sales accounts. Ex. warranty or service.The GL code must be previously setup, select:

Customers & Statements Menu# 2 File Maintenance# 24 G/L Code File

Added Charge: Valid options are 0, 1 and 2. An additional charge may be applied to invoices, for this customer, based on a user defined percentage and the total value of all ‘labour’ items. To flag an item as a ‘labour’ item, it must be assigned to the designated product category ‘777’.

0 = No – do not apply additional charge.1 = Yes (Work Orders if Non-Warranty Job) – apply

addition charge on Work Orders if non-warranty job.2 = Yes (Regular Sales Orders) – apply additional charge on

all regular sales orders.

To define a percentage, select:

Sales Order MenuType .SSIP at the selection line.Select Table # 4Enter the percentage desired at the following option. Ex. 5%

NOTE: An inventory item # SS must also be setup, along with the description you wish to have print on invoices. Ex. SHOP SUPPLIES

THE CUSTOMER MASTER SETUP IS NOW COMPLETE

When a customer master is recalled, the balance information appears at the bottom of the screen as follows:

Additional Features:

Total: This is the total of all aging buckets less any unapplied amount.

Current, 31-60 Days, 61-90 Days, 91+ Days: These are the balances in the described aging periods.

NOTE: Aging periods are defined by the user.

Select: Customers & Statements Menu# 2 File Maintenance# 32 Define Aging Periods Maintenance

Unapplied: This field contains the total amount of credits and payments that are not applied to invoices.

Retainage: Reserved for future use.

Accumulated Finance Charge, Current Finance Charge: The current finance charge is updated when the ‘Calculate Finance Charge’ function is run. It is then cleared and added to the Accumulated Finance Charge field when the period end function is run.

Unposted: This field contains the total of ‘entered’ and ‘verified’ sales orders that have not yet been posted.

Balance Last Month: This field contains the customer’s balance from the previous period.

Average Daily: This field is updated if the Finance Charge main parameter is set to ‘1’ for Average Daily Balance. The

Average Daily Balance is calculated when the finance charges are calculated during the period end function.

Discountable Balance: Used to calculate the eligible discount for this customer. This field is affected differently based upon the Discount Code main

parameter and the type of account (Open Item or Balance Forward). If Balance Forward, this balance is zeroed at month end and re-started each month. If Open Item, this balance continues month to month. If the main parameter is set to ‘0’ Current Balance, this amount increases with invoices (including tax and freight) and decreases with payments. If the main parameter is set to ‘1’ Sales MTD, this amount increases with invoices (excluding tax and freight) and decreases with payments.

The following options exist at the bottom of the screen once a customer master is created or recalled.

To expand these options, enter ‘?’ at the selection line.

E = Edit – Allows you to edit the information entered for the customer currently displayed.

N = Next – Clears the screen and allows entry of another customer number.

S = Ship – Opens the Ship-To window, as follows, and allows entry of multiple shipping locations for the customer currently displayed.

NOTE: You may have up to 99 different ship-to locations per customer. If you are unsure of the next available number, you may enter ‘?’, at ‘Ship-to Number’ to have the system generate the appropriate number. If you require more than 99, sub accounts may be setup and used as ship-to locations. Please refer to the Sub Account Master PowerPoint for further details.

A = Address – This is the main customer address, which resides in the Ship-To file as ship-to # 00. This address also displays in the upper portion

of the customer master screen. To perform any editing, you must select ‘A’ to access the address window.

B = Balances – Allows you to edit the balance information. BALANCES SHOULD NOT NORMALLY BE EDITED, since they are processed by the system. The ‘Current Finance Charge’ is an exception, it may be edited if you wish to not have a finance charge applied to a customer for the current month’s statement

run. (It is still calculated at period end, but the operator has the ability to wipe it out).

M = Miscellaneous – Opens the Miscellaneous Information window, as follows, displaying sales/costs information, last purchase/payment information and highest balances.

T = Track Payments – Opens the Payment Tracking window, as follows, displaying the last # of payments being tracked (max =

23), along with the invoice number, # of payments made on that invoice, # of days from the invoice date to the last payment date, and the average number of days between payments.

H = Credit Hold – This allows movement of the cursor directly to the credit hold field for quick editing.

P = Print – Prints the customer master that is currently displayed.

X = Sub Account Master – Opens the Sub Account Master Maintenance screen. Please refer to the Sub Account Master PowerPoint for further information regarding Sub Accounts.

L = VCMS Site Maintenance – Only applicable if integrated to the Service Management module. This will open the Customer Site Maintenance screen to allow setup of customer locations for service work.

C = VCMS Codes – Only applicable if integrated to the Service Billing module. Allows setup of Invoice and Service codes for Service Billing purposes.

You may need to setup an account for ‘CASH’ customers. We recommend using customer # 999999, setup as follows:

IMPORTANT: You cannot setup a customer master using the number ‘CASH’, as this is a hard-coded function used in Cash Receipts Entry, to make entries to the General Ledger.

Deleting Customer Masters:

Although we do not recommend it, you may delete customer masters that have zero balances and no outstanding activity. The customer delete function checks all necessary files, so that a customer with detail is not deleted. Customer and Invoice history is not deleted by this function. It should be purged before the customer master is deleted, if the customer number is to be used again. Up to 35 customer masters may be deleted at one time. We recommend assigning inactive customers to a specific ‘category’. You may then exclude that category from your reports so these customers never print, but remain in the file for history purposes.

Select: Customers & Statements Menu# 2 File Maintenance# 22 Customer Delete

After creating new customer masters or deleting old ones, the Customer Rebuild Search & Query function should be run. This function re-links all of the customer masters and cross references the sort keys to their respective customer numbers. This is necessary in order to search for customers using the customer search window/query.

Select: Customers & Statements Menu# 4 Miscellaneous Maintenance# 25 Rebuild Search & Queries