Within this function you will Create New Customer Records and View or Edit Existing Customer information.

Below are the input screens for each type of customer information with instructions.

Shaded fields are either not required or are for system-generated information.

• File Maintenance > Accounts Receivable > Customer

Account Number – This field is user defined, or the company can use the + icon located on the right hand side of the field to have Acclamare automatically generate a unique account number.

• Name – Customer Company NameAlternate Name – Alternate company name (and DBA or other common cross reference name)Status – Choices are OPEN, HOLD, CLOSED or PROSPECT. Select from drop down menu.Class – Select from drop down menu. Customer Class is user defined and can be used to group customers for reporting, as well as other functions.Type – Select from drop down menu. Customer Types are user defined and can be used to group customers for reporting, as well as other functions. Types such as OEM, Reseller, and End User etc. Territory – Select from drop down menu. Territories are user defined and can be used to group customers for reporting, as well as other functions.Taxable – If customer is taxable, check the box in this field so that sales will be taxed.Tax Exempt Number – If you have received a State Resale Certificate it will have the Sales and Use Tax Permit Number shown. Enter that number in this field for our records.Tax Entity 1,2,3,4 – Taxing entities are created by the company in accordance with the company’s tax collection and reporting requirements. They are assigned to these fields via a drop down choice. Include In Mailings – This field is used for filtering in custom reports you may create.

• CREDIT INFO

  • Credit Limit – Credit Limit assigned to the customer by the company. If set to 0.00, then no credit limit holds will be enforced.
  • Finance Charge Rate – Monthly percentage value used by the company.
  • Minimum Finance Charge – Specific dollar amount used by the company, if the percentage amount is less than this value.
  • Next Credit Review – Date to review account for credit purposes. Leave empty if not used. Once this date has expired, the application will place new orders on credit hold.
  • Accept Company Checks – Check box if YES.
  • Days Past Due to Allow Before Placing on Hold – Use number of days that added to terms will equal 60. (Example for Net 30 terms enter 30 here to go on hold at 60 days). FOR CREDIT CARD CUSTOMERS enter 0 in this field.
  • Days Past Due – system generated information
  • Average Days to Pay – system generated information
  • Open Document Balance – system generated information
  • Last NSF – system generated information
  • Last Payment - system generated information

• ORDERS AND INVOICES

  • Minimum Order Rule – Select from drop down. Minimum Order records are user defined.
  • Sales Force Member –Considered to be the inside salesperson, but could be outside if wanted.
  • Field Sales Force Member – Select outside salesperson, if designated.
  • Order Limit – Individual sales order cannot exceed this amount or else order placed on hold.
  • Allow Substitution – Does customer permit substitutes?
  • Allow Special Orders – Do you allow this customer to special order from your company?
  • Minimum Sales Margin – Minimum order margin required on a sales order, if below HOLD.
  • Require Customer PO – Check box for YES if Customer requires a PO number with all orders.
  • Surcharge Rate – Percentage that is multiplied on the sales order, if surcharges are assessed.
  • Days to Pick – Sets the Pick On date in the sales order for this customer.
  • Late After Days – Sets the Late After date in the sales order for this customer.
  • Allow Family Discounts – Not in use in Acclamare at this time.
  • Pick Ticket Note – Company defined – message can print on Pick Ticket or any report/form.
  • Document Note – Company defined–message can print on Pick Ticket or any report/form.
  • Warehouse – Select from the drop down the Default warehouse for this customer.
  • Allow Backorder – Select per customer instruction – choices are YES, NO or ASK
  • Blind Ship – Sales Order switch. This field controls the default behavior in a new sales order.
  • Ship Complete – Sales Order switch. This field controls the default behavior in a new sales order.
  • Will Call – Sales Order switch. This field controls the default behavior in a new sales order.
  • Static PO – Enter if customer provides single PO for reuse on multiple orders.
  • Static PO Expires – Date the static PO expires, if provided.
  • Pricing Strategy – Default is Hierarchical. It can also be set to Best Price.
  • Pricing Bracket – Default value for which bracket to start pricing for this customer.
  • Charge Broken Box Fees – If broken box fees are applied, does this customer pay them.
  • Only Print Totals – Filter value to use on reports and forms for this customer.

• SHIPPING AND BILLING

  • Terms – Select Payment Terms from drop down menu.

  • Allow Late Discount – Check this box if Acclamare should allow late discounts for customer.

  • Summary Billed – Check this box if invoices are summary billed.

  • Residence – Check box for YES if determined by carrier (UPS).

  • Outside City Limits – Check box for YES if determined by carrier.

  • Service – Select from drop down menu.

    default carrier service

  • FOB – Select from drop down menu unless otherwise instructed.

    SOURCE

  • UPS Account Number – Enter Customer’s UPS Account Number if provided.

  • FedEx Account Number – Enter Customer’s FedEx Account Number if provided.

  • Freight Payment Method – Select from drop down menu – choices are ADD TO INVOICE, USE CUSTOMER ACCOUNT, MANUAL CHARGE, NO CHARGE and PREPAID.

  • Freight Charges – Select from drop down menu, if manual freight charge tables are used.

  • Freight Allowance – Select from drop down, if manual freight allowance tables are used.

  • Invoice Delivery Method – USED ONLY FOR REPORTS. Select from drop down menu – choices are MAIL, FAX and E-MAIL. NOTE: You must use the Document Setting Maintenance to manage the details of how each type of document is sent.

  • Payor – Enter the Account Number for the Payor if different from the Customer Account.

  • Use Payor Address for Billing – Check box for YES if the invoices are to be mailed to a central Payor address, different from the Billing Address in the individual Customer Master File.

• RETURNS

  • Charge Restock Fees – Check box for YES.
  • Restock Rate – Percentage rate charged to customer on their returns.

• BILLING INFORMATION

  • Address / City / State / Zip / Country - Enter the entire BILL TO address information for the individual customer. This will print on the invoice.

  • Phone Number – Enter the phone number for the A/P contact

  • Fax Number – Enter the fax number for the A/P contact. This does not need to be the same as the fax number used to send invoices that will be controlled by Document Setting Maintenance.

    NOTE:

  • Web Site – Enter the customer’s web site if provided.

  • Email Address – Enter the e-mail address for the A/P (collections) contact for this customer. This does not need to be the same as the e-mail address used to send invoices that will be controlled by Document Setting Maintenance.

    NOTE:

• SHIPPING INFORMATION – (ONLY NEEDED IF DIFFERENT FROM BILLING INFO).

  • Same As Billing – Check this box to copy details from the Billing Information section.

  • Address / City / State / Zip / Country - Enter the entire SHIP TO address information for the individual customer. This will print on the invoice.

  • Phone Number – Enter the phone number for the delivery contact

  • Fax Number – Enter the fax number for the delivery contact.

  • Web Site – Enter the customer’s web site if provided.

  • Email Address – Enter the e-mail for UPS delivery notification. .

    Leave blank otherwise

CUSTOMER MASTER FILE

CUSTOMER MASTER FILE MAINTENANCE  - This sub-menu within the Customer Master File includes various settings for the Customer that can be created, viewed or edited as required.

• CUSTOMER LOCATION MAINTENANCE

  • When a new location is added to a customer Select a unique Reference and complete the remaining fields in the upper panel.
  • Complete the fields in the lower panel as per the instructions in the Customer Master File.

• – is where you will create, view or edit individual contacts for a customer. It is used to store and maintain customer credit card details and by other transactions to enable you to select a contact for document transmittal, such as Order Acknowledgements. .

  CUSTOMER CONTACT MAINTENANCE

  This file must be created for all credit card sales

• The first contact built for a customer will automatically bring up the fields to fill when you open Contacts from the Maintenance Menu in the Customer Master File. Enter the contact name in the left panel and complete all remaining fields possible in the right panel.To add more contacts, Click on the icon for New Transaction and repeat steps as above.If a customer has multiple contacts you can sort the list alphabetically by clicking on the arrow symbol to the right of the “Name” column header.You can view the details of each contact by tabbing through the list on the left side of the screen or by sliding the navigation bar at the bottom of the right side.