Billto File - FIL 1

Description/Instructions

Customer's name.

Customer's billing address.

An additional line for customer address information. If the address entered here is a post office box or is different from the shipping address, you can also enter a Shipto file record and a corresponding Default Shipto# on this screen.

Customer's city. Also enter the six-character postal code for Canadian customers in this field.

Customer's state. Canadian customers can enter a two-character province code here.

The customer's five- or nine-digit postal code. This field is for US addresses only.

The two-character country code for customers outside the US only. A list of country codes is on the Master File Listings Menu.

If you enter CN, for Canada, in the Ctry field in the Company File (SET 7) the Billto File shows you where to enter the Canadian postal code in the City field by inserting ZZZ ZZZ. Because Canadian postal codes contain alpha characters, you cannot enter them in the Zip field on this screen.

Customer's business telephone number (up to ten digits).

Customer's fax number (up to ten digits).

Primary customer contact name. You can search this field via Customer Search. Be sure to enter names carefully and consistently. For example, always enter the last name first or first name first. Use this field to enter a key name that could be useful in searching for this account. For example, John Smith is the primary contact for ABC Contracting Company. Use the Notepad to enter complete contact information. You can also use this field when converting from another computer system. In that case, you can enter your old system's account numbers here to use for searches within this system.

Customer's tax ID or social security number. Non-taxable customers must have a valid number in this field. This field does not control whether or not a customer is taxed. Tax Codes control taxation.

Use the Edit Billto File (lists invalid entries) option on the Master File Listings Menu (RMF 104) to list all customers who have no entry in this field and are not assigned tax codes.

If the tax ID numbers in your state, province, or country do not fit in this field, enter any value to indicate that the actual ID number is stored in the Notepad.

If the customer or business is known by another name, enter that name in this field. You can also use this field to enter the customer's name in other ways. For example, if a customer name is The Tile Outlet, you can enter it as Tile Outlet, The in this field. The Customer Search finds it if you search for The or Tile. If a customer name is a person's name, enter last name first in this field and first name first in the Name field.

For chain stores, you can enter the store number in this field followed by an abbreviation of the name. For example, 1023JCP for JC Penney store 1023, or 358HOM for Home Depot store 358. Then, you can search by store number.

To help customer service switch from using old to new account numbers, you can enter old account numbers in the Doing Business as (DBA) field. You can search this number during order processing to help ease the transition for users who have memorized old codes that can not be used in the new system.

You can use this field to differentiate among national account stores for whom you enter orders that are invoiced to multiple manufacturers. Because you need to create the same account for the different manufacturers, you can use the DBA field to separate the accounts. For example, Home Depot #515 (HAR) and Home Depot #515 (SHA).

The date on which the account is opened. Once this date is entered it cannot be changed except with a high-level password. Enter in MMDDYY format.

The system enters the date on which this record was last changed.

This two-position field controls how orders for customers who are over the credit limit, or have past due accounts, are handled by the order entry process. You can enter ? in either field to search for available codes.

Hold Acct codes control credit functions in conjunction with the account's credit limit and A/R balances. Enter the appropriate code as follows:

• H - Hold account. No orders can be entered; this is only true if the second credit code is B.

• C - Hold account if over the credit limit. No orders are processed if account is over their credit limit.

• N - Do not hold the account. Do not have the system check credit limit or A/R balances.

• P - Customer held if over credit limit.

• Q - Customer Held if over credit limit or past due (any days).

• R - Customer Held if over credit limit or over 15 days aging.

• S - Customer Held if over credit limit or over 30 days aging.

• T - Customer Held if over credit limit or over 60 days aging.

• X - Hold account according to the Hold Acct codes in the parent account. This code is used only for accounts that use the A/R Acct# field. The A/R Acct# field is used to divert invoicing and accounts receivable to another account number. This is usually done for chain stores to consolidate billing and A/R statements for all stores into a single corporate account. Code X bases all credit checking on the information in the central account as designated in the A/R account number. All open orders are tabulated against the central account and not the individual store or location. The X code can be entered on store accounts only, not on the central account.

If X code is entered, all online credit checking uses the statistics for the central A/R account. Open order totals are added to the central A/R account and not to the individual store account. However, the actual orders are still registered to the store accounts and can be searched and viewed using the store's account number. The Credit Release screen displays the credit data for the central A/R account when an order for the store account is held. We recommend that if the X code isused, you enter X in all of the store accounts that relate to a single A/R account number. When an account is first changed to an X, the next Night Jobs run automatically, switching the credit information to the master account.

In order to put a group of X accounts on hold, do not simply change the central account hold code to H. You must change the individual store accounts to H. If the first credit hold code is a letter (open orders are not included) then you should enter A as the second code.

• 0 - indicates hold orders if the customer is over their credit limit or is at least $5.00 past due by any number of days. This code should be used only for companies that age based on due date rather than invoice date.

• 1 - Hold account if over $5.00 over 15 days, or if over the credit limit. No orders are allowed if more than $5.00 over 15 days is owed, or if it is over the credit limit. Use this option only if your aging is based on the due date rather than on invoice date. If aging is based on due date, the account is held to 15 days past due. If aging is based on invoice date, this code would hold the account when any invoices were over 15 days old, which is most likely too little time to expect payment.

• 3 - indicates hold orders if the customer is over their credit limit or if at least $5.00 of their open accounts receivable is over 30 days old. For companies that age based on due date, this code checks for 30 days past the due date. For companies that age based on invoice date, this code checks for 30 days past the invoice date.

• 6 - Hold account if greater than $5.00 is over 60 days old or if over the credit limit. No orders are allowed if account owes more than $5.00 over 60 days or if over the credit limit. The 60 days is based on invoice date or due date, depending upon your system's aging option.

There are two System Wide Settings that affect the credit hold codes:

• Options for Credit Hold - This one allows you to select credit hold codes that omit open orders from credit hold calculations.
• Options for Credit Hold Code Definitions - This system wide setting lets you customize credit hold parameters for almost all of your credit hold codes.

• A - Causes credit holds to be performed after an order is entered. The order entry operator can fully process all orders, but orders with credit problems are automatically diverted to the credit manager's attention and put into a credit hold status. Once in credit hold status, the credit department reviews the orders and releases them, if approved. Alternately, the credit department can cancel an order and notify the customer or customer service representative. Credit held orders can be viewed and released from the Held Orders/Credit Release screen.

• B - Causes credit holds to be performed before an order is entered. The order entry operator cannot process orders if a credit hold takes effect. Use this code if you do not have a credit department or manager, or if you prefer to have the order entry operator interrupted to resolve the credit issue before entering the order.

If you leave this field blank, B is the default.

Use this ten-character field to assign a customer up to ten mailing lists. Enter a series of one-character codes, each of which represents a mailing lists for this customer. You can enter the codes in any sequence. For example, A19 and 9A1 indicate the customer belongs mailing lists A, 1, and 9. Mailing lists can contain Billto File records as well as records entered directly into the Mailing List File.

You do not have to set up these codes in a maintenance table, but can input them only in the Billto File. You can enter names of companies or people that do not have an account with you in the Mailing List file.

Assume two decimal places. We recommend entering 9s in the last two positions to make this number easier to read during quick reviews. For example, if you enter $100 as $100.99, it doesn't look like $10,000. The credit limit and the two hold-account codes control whether an order can be taken. A in the second position of the Hold Account field designates the order can be entered and a credit check is performed after. B designates that a credit check is to be performed before an order is processed.

If your company assigns groups of customers to specific credit managers, then using the Credit Manager field establishes this link.

Special messages, such as HELD, COD, or CASH can be displayed beside this field. These messages are consistent with those shown on the Customer Search screens.

Enter the one-character code to represent the person, manager, or department responsible for the credit limit of the account. Do not complete this field if only one person in your company is responsible for credit. The credit manager code appears on the Credit Held Orders screen. It is also used for sorting and selecting numerous reports, including the A/R Aging Report.

If a customer provides a guarantee or letter of credit, enter the amount in this field. Assume two decimal places. You can also enter a special number instead of an actual amount, such as all sevens or all nines, to indicate a certain type of guarantee from the customer.

Enter the customer's bank name and bank account number.

Second bank and account number, if applicable. You can also use this space for other credit related information.

Used to sort customers into groups, such as, architects, contractors, or retail stores. Helpful for grouping customers in reports or in determining eligibility for sales or promotional pricing. These codes can be used for sales analysis, mailing lists, assigning of promotional prices, and other functions.

Not to be confused with the Customer Price List field.

Some examples of two-character codes are:

• AR    - Architect

• CO    - Contractor

• DI    - Distributor

• DL    - Dealer/Retailer

• DS -    Designer

• FA    - Fabricator

• GC    - General Contractor

• HC - Home Center

• RE    - Retail Customer

• IM    - Importer

• EX -    Exporter

• CH    - Chain Store

Define these codes using the Classification Codes File Maintenance program (FIL 19) before entering them in this field. For consistency, we request that you set up the following codes:

• IN - Internal account/system use only

• IC - Intercompany account; must only be used for Intercompany. Causes statistics for a customer to be grouped in the intercompany column of various registers.

• EM - Employee sales; used by EDI and other batch transmissions that need to omit employee sales.

All other customer type codes can be defined according to your own requirements.

Order Reason Codes give you the ability to further classify your orders.

The default for this field is for it to be optional during Order Entry. However, it can be made mandatory through the System Wide Setting - Order Reason Code Settings for Order Entry and Order Change.

Making the Order Reason Codes mandatory can provide more details in order reporting.

Order reason codes are created via the System Table ORDERREAS (SET 29).

A two-character field for the customer's default pricing level. You can create multiple pricing levels in your system and assign each customer a default level. For example, you might have a builder's price (B1) and a list price (LP) for each item. You would use LP pricing for cash (over the counter) sales and B1 pricing for builders.

You can establish exceptions to the default pricing levels for customers for particular items. This field only establishes a default price level that customers receive when they aren't eligible for any special deals. For this reason, you should use only codes that have an entry in all price classes in the system. 

This code relates to codes set up in the Classification Codes File. You can also use the following system-provided codes:

• LP - List price

• SC - Standard last cost (landed cost, includes freight)

• BC - Standard base cost (base portion of cost only; no freight)

• AC - Average cost (not recommended for customer pricing). This code can be used for:

  • intercompany sales
  • sales to an affiliate or other distributors
  • employee sales

AC can also be used for serialized items, and considered actual cost. Each serial number/bin location carries its own cost, which is rarely averaged. When the AC code is used, order entry retrieves the average/actual cost as the basis for the price. This is the same cost retrieved for the cost of an order. Then, any additional handling charges, discounts, and promotions are considered.

• 99 - Customer is prevented from ordering except as specified on the Price Exceptions screen.

The price list number entered in this field is the default price list number used for this account. You can override this price list number for specific products by pressing F9 to access the Price Exceptions screen. If basing a customer's prices on costs, you can use the BC or SC codes as shown above in conjunction with the Extra Charge field described in this chapter. For example, you could charge standard cost plus 10%.

Associated Files

• Options for Price Lists - The system accesses prices based on the customer's price list for the item. If there is no price for that customer's price list, the following occurs:

- If this parameter is Y, pricing defaults to list price.

- If this parameter is N, then the program will issue an error that Price is not Found.

Use this code to group customers geographically. Similar to the Customer Type field, it is useful in reporting and designating pricing exceptions. It is not mandatory and can be established any time. Enter ? in either of these fields to search for the customer type, price list number, and region code.

When creating region codes, remember that the system already provides fields for city, state, province, zip, country, and county. Use this field to create geographic categories having unique meanings to your company, for example, sales zones or demographic areas. Define these codes using the Classification Codes File Maintenance program.

Assigned by you when the customer records are entered, automatically, or updated after you have been up and running on the system. This field helps you keep track of your best customers in sales analysis. You can either assign customers rating codes yourself or let the software assign them based on factors, such as sales, gross profit, or quantity sold. The system-assigned customer rating is based on the 80/20 rule.

Recommended customer ratings are:

• A - D - A is the highest rating a customer can receive, and D is the lowest.

• U - Rating undetermined.

• T - Target account; not yet an established customer. For example, a competitor's A account to whom you have not yet sold.

• X - Exceptional Dog - These are D customers who have been assigned higher prices and lower levels of service to compensate for their unprofitable buying habits.

Define these codes in the .ABC Code File -FIL 34.

The system can automatically assign ratings A through D by using the Customer Sales Ranking Update Report to automatically rate customers according to the following criteria. This is accessed from the Special System Maintenance Menus:

• A - The top 10% of your customers who usually account for top 50% of your profit.

• B - The next 10% of your customers who usually account for next 30% of your profit.

• C - The next 30% of your customers who usually account for next 10% of your profit.

• D - The next 50% of your customers who usually account for bottom 10% of your profit.

Use this field to set up a permanent discount or handling charge for a particular customer. It should only be used in rare cases where you always give the customer a discount/handling charge no matter what they buy. Where the Discount Shows controls whether the customer sees this amount in the line (using L causes the amount to be netted into each extend price for a line on an order) or in the subtotal (S causes the extended line prices to show without the discount or handling charge in effect and pushes this amount into the subtotal of the order). We recommend using L, because it gives you an accurate gross profit margin for that product.

This field assumes two decimal places. Use Field Minus for discount. This extra charge or discount applies to all products, but can be overridden for specific orders. Entries in this field appear as defaults on the Order Entry Header screen. This amount applies over and above all other pricing for this customer. For example, 500 means 5.00% handling charge added to prices for this customer. 200- means 2.00% discount on prices for this customer.

Enter:

• L - Includes extra charge or discount in the line item unit price.

• S - Shows extra charge or discount separately at the bottom of invoices as handling charge or discount.

This field is required only if an extra charge or discount is entered for a customer. This code affects the gross profit percent calculation. L affects the gross profit of each line item. S causes the handling charge or discount to be a separate amount, which affects the overall gross profit of an order or invoice, but does not affect the gross profit of the individual line items. We recommend that you use L, when possible, to ensure line-level G.P. Analysis is as accurate as possible.

Tells the system what rate to charge for past due accounts. Interest Owed To Date is informational and is updated by the system each month. The system can generate finance charge invoices for past due invoices.

Assume two decimal places. For example, enter 00150 for 1.5% monthly interest. Leave this field blank if you do not want the system to automatically assess interest or service charges. Although you can charge a different interest rate for each customer, different rates might not be legal in your country or state.

The interest owed to date accumulates and appears here, if you use Interest Method A. It can be changed or removed by users with the required high-level password. Interest is assessed during end-of-month close or during a mid-month interest charge update in the Accounts Receivable system.

Generally, you either assign terms by product (depending on what the customer buys) or by customer. You should have already set up your Terms Codes File, so you can enter an established code, or M to indicate that the terms have been set up on the products you sell. Rarely should you establish a Payment Terms percentage directly on the customer's Billto File. The Days field is generally used to indicate whether a customer is a COD (003) or cash customer (005). These codes cause the system to print the dollar amount to collect for COD and cash customers.

Assume two decimal places for the terms percentage. For example, for 2% 15 days enter 00200 in the Terms Discount field, and 015 in the Days field. These fields may not be necessary if you use the Terms Code field. Use the Terms Code field if multi-level terms discounts or complex terms are required.

Examples of Payment Terms Entries

• 00000% Disc, 30 days = Net 30 days

• 200% Disc, 15 days = 2.00% 15 days

• 150% Disc, 45 days = 1.50% 45 days

Special Terms (represented by 0 - 5 days)

• 00000% Disc, 0 days = Net Immediate

• 00000% Disc, 1 days = Paid in Advance

• 00000% Disc, 2 days = P/A Balance Due

• 00000% Disc, 3 days = COD

• 00000% Disc, 4 days = Letter of Credit

• 00000% Disc, 5 days = Cash

You can combine special terms with percentage discounts as follows:

• 200% Disc, 3 days = 2.00% COD

• 100% Disc, 5 days = 1.00% Cash

You can combine special terms with the Terms Code field as follows:

3 days plus terms code M means COD, but retrieve terms discount percentage based upon each product. See the Terms Code field for more information.

Tax codes establish a default tax rate for the customer. Notice you can set a State tax code and an Other code. These are two-character fields that correspond to records you should have already entered in the Tax File. If the customer is tax-exempt, then do not enter any tax codes; leave these two fields blank.

The two-character tax code representing the state or provincial tax, if taxable. These codes must be defined in the Tax File (FIL 16).

Tax rates are stored in the Tax File. You can define State and Other tax codes and the rates in the Tax File program, if applicable. Tax codes can be overridden for specific orders and invoices. The State and Other tax codes cause an account to be taxable. The Tax/SS number field does not control whether or not the account is taxed. If you leave these tax fields blank, the account is considered tax exempt. However, you can also enter these codes on the Order Entry and Invoice screens to make individual invoices and orders taxable.

Canadian Users: Enter the code representing GST in this field for all customers to which GST applies. Use the State Tax field for codes representing tax per province.

The three-character branch number or code assigned to the customer. The customer can still buy from other branches, but this is the customer's home branch.

Branches must be set up in the Branch File before customer records can be created. If you enter a branch that has not yet been created, the message invalid branch is displayed.

The three-character warehouse number or code assigned to the customer. The customer can still buy from other warehouses, but this is the customer's home warehouse from which they usually pick up or have inventory delivered. This warehouse is automatically used by the Order Entry program as the default warehouse, though it can be overridden. This field is not mandatory. If it is left blank, Order Entry defaults to the warehouse normally associated with the branch or operator entering the order.

Warehouses are added to the system through the Warehouse File.

Another code for grouping customers, useful for reporting and establishing eligibility for pricing specials. Use this field only for customers who are formal members of a buying group or franchise such as Color Tile or Home Depot. We also recommend that customers with multiple account numbers create a chain code to link them for sales analysis.

This three-character code defines the account as being part of a chain store or account group and is for sales analysis. Separate account numbers that are part of the same chain should all be assigned the same chain number. For example, all Lowes stores should be assigned chain number LOW.

You can display and print sales information for a chain. Each chain should be defined using the Classification Codes File Maintenance program (FIL 19).

A three-character number or code for the salesperson responsible for this account. Using the Customer Codes screen (F14), you can assign different salespeople to each manufacturer or class of item that the customer buys. If only one salesperson is assigned to each account, enter that salesperson's number here. If multiple salespeople are assigned per account, leave this field blank and use the Customer Codes screen (F14) instead. All salespersons' numbers should be defined in the Salesperson File (FIL 7).

If you assign customers to a salesperson without regards to products purchased, (customer level), then enter that salesperson code here. If you assign salesperson by product, leave the Salesperson field blank.

You define this code and enter it if the customer speaks a language other than English. Information, such as product information, disclaimers, and installation instructions, that have been entered in this language, automatically appear on the appropriate documents for this customer. If a customer record is coded S for Spanish, product information coded S appear on the customer's invoices, pick lists, and so on. All language codes should be defined using the Classification Codes File Maintenance program. Choices regarding French and English for Canadian users are controlled by this field. Enter F for French. Leave blank for English.

These codes must be programmed and the corresponding translations entered into the system. This field is rarely used.

A three-digit number assigned to each county within each state. This field is a selection parameter for many reports. It can be useful when comparing your company's performance by county to published marketing and sales surveys, which are usually listed by county. The county number is also essential if you intend to use the recurring invoice programs, which can invoice sales tax to customers who are not normally taxable. The system uses the county number to find the normal tax rates for the county. You must establish county numbers in the County File (FIL 33).

The County File can be used to tax customers normally not taxed.

User- and system-defined codes for special terms. Three terms codes are reserved by the system for special purposes.

• M indicates that the customer's terms are based on the manufacturer's terms for each product. When terms code M is used, the system looks at the Product Line File for each line item ordered or invoiced. It then uses the terms code from the Payment Terms File - ACT 105.

• 1 and 2 are also reserved. Terms codes can be used instead of, or in addition to, the other terms fields and are defined in the Payment Terms File.

The terms code can also be combined with the Terms Days field for special combination terms. For example, enter terms days 003, and terms code M, to indicate that the account is COD but gets the terms discounts for each product, as coded in the Product Line File (FIL 12).

Used to link a customer accounts with special messages you have established in the Messages File.

These messages print on pick lists, order acknowledgements, and invoices. They usually emphasize the payment terms such as COD / No Company Check Accepted, but can be used for other purposes.

First create the text of the message using the Messages File program.

Next, assign the message code to all customers who should receive the message.

Use the Billto File Special Instructions Screen for messages that are unique to a customer. Use these message codes for messages shared by many customers.

The default Order Handling Code. This one-character field controls what happens to the open lines on orders that have been partially shipped. So, you can invoice customers for materials they have received and keep the unshipped items open in the system.

Another option is to cancel unshipped lines on orders when you invoice customers for what they have received. The system lets you enter one order with many lines items. You can ship some items immediately, back order others, and invoice a single order many times.

Enter 1 to cancel a line at invoice, or 2 to keep the lines open in the system. Enter ? to search for the available order handling codes.

Although this code shows as the default order handling code in Order Entry, you can override it on an order-by-order basis. You can also use this code to determine how orders are handled, primarily with respect to back orders and incomplete shipments.

Controls how the customer's monthly statements are formatted. You can choose between open item or balance forward styles. You can also choose not to print statements for customers. Enter ? in either of these fields to display the available codes.

• B - Balance forward style statement; last month's balance followed by this month's activity.

• C - Up for collection. No statement prints.

• H - Hold statement. No statement prints.

• M - Master open item type statement. This code relates only to master A/R accounts that include multiple stores and/or sub-accounts. An M style statement sorts open items first by store or sub-account, and then by transaction date.

• O - Open item style statement; lists all open items on the customer's account.

• W - Written off. No statement prints.

Used only if the account has a permanent shipping address that is different from the billing address entered on this screen, for example a post office box. Enter the shipto number, assigned to that shipping address. Also, enter the shipto number and address in the Shipto File (FIL 15) The default shipto number is used in Order Entry, but can be overridden. If this account has various shipto addresses, you should leave this field blank or enter the shipto number most frequently used.

Enter 999999 in this field to indicate a mandatory shipto override. Y is displayed in the Shipto Override field on the Order Entry screen for all orders for this customer. This code prompts you to enter a shipto address for each order that the customer places. Use this option for accounts that usually require job site information or information used in notice to owner or property liens.

We recommend using separate shipto records only to differentiate a billing address from a shipping address. Set up separate accounts for each store or location when you sell to multiple stores or branches. You can then link those separate accounts using the Chain and A/R Acct# fields. Having separate accounts makes it easier for customer service to select the right store and location and allows greater flexibility for pricing, customer analysis, and salesperson assignment.

The Ship Via field establishes the default carrier for this customer. It can be overridden during order entry. If you establish truck routes in the system, assign customers to their specific routes. You can even use runs and stops if you have very elaborate routing. The FOB (freight on board) code establishes the default FOB code on the customer's order.

Lets you to enter orders for a customer that are invoiced on another account. This is helpful when a customer has several purchasing branches but central billing. Don't confuse this feature with multiple shipping addresses for a single customer, which is for material and delivery. This is for billing and receivables. The AR shifts to the account entered in the BILLTO AR ACCT # field while the invoice remains associated with the BILLTO ACCT # the order was entered against.

If you want to cross-reference another account number in the system, enter that account number here.

Address invoices to this account number instead of the normal Billto address.

Updates this account's A/R instead of updating the normal Billto account number. For example, if you deal with a chain on a store by store bases, but want to consolidate billing, enter the account number of the billing office in the A/R Acct# field of each store's Billto File. All invoices, regardless of the actual account number, are addressed to the main billing office, and all A/R is combined into that single account. Invoices show both the store and the billing office account number. A single statement consolidating all stores is printed for the A/R account number.

This field lets you use the X Hold Account code for central account credit checking.

Use this alphanumeric field, to assign customers to delivery routes.

Enter three two-character codes. The first two-character field represents the truck route, which is defined in the Classification Codes File, and optionally in the Truck Route File (DEL 1). The second two-character field is the customer's stop on the route. The third two-character field is for a secondary run number.

The customer's stop is a relative, rather than an absolute, stop number. On some delivery runs, all stops might not be serviced. You can even assign the same stop number to more than one account, indicating that multiple stops are in the same relative location along the route. For example, stop 01 is at the beginning of the route, stop 50 is the middle, and stop 99 is at the end. You can also use the stop number to store the approximate hour of delivery. For example, 10 = 10:00 AM, and 14 = 2:00 PM. Or you can simply enter AM or PM as the stop number.

Using these types of stop numbers lets you sort reports, such as warehouse load sheets, in a relative stop number sequence.

Refer to Delivery System for more information about truck routing.

Exempts customers from minimum order charges if you have established them in your system.

You can activate or deactivate automatic below minimum quantity and below minimum order dollar charges. This field is relevant only if you have set up minimum charges for some or all items or if you are using the Messages File - FIL 17. These charges can be entered in the Item File - FIL 2 separately for each item. For example, charge $2.50 handling charge for orders below 10 PC.

• Y - (default) charges the customer whenever their order quantities or dollars fall below the minimum.

• N - exempts the customer from being automatically billed minimum charges.

One exception overrides an N in this field. If in the Item File, a minimum quantity charge is entered with a minimum quantity of 99999, it is interpreted as a fixed handling charge that applies to all customers, regardless of this field.

Exempts customers from delivery charges if you have built those records in your system. If you plan to use these charges, be sure to enter Y.

Use this field to activate or deactivate automatic delivery charges. This field is relevant only if you have activated automatic delivery charges in your Invoicing system.

• Y - normal delivery charges are billed.

• N - exempts the customer from being automatically billed delivery charges.

You can set up delivery charges up using the Delivery Charges File - FIL 27.

Default Ship Via code that appears on the Order Entry Header screen; can represent will call/pickup or can represent a specific carrier. If you enter a default Ship Via code in the control panel, it overrides the customer's default. Leave the control panel Ship Via field blank if you want to use the customer's ship via code. For terminals at Will Call counters, you can enter a control panel Ship Via code to override the customer Ship Via code, since those orders are probably picked up at the warehouse where the terminal is located.

The control panel is a set of parameters and restrictions that affects how orders are processed, based on the terminal/workstation.

You can use this code as the default FOB code that appears on the Order Entry Header screen. The default FOB code in the control panel overrides the customer's default. Leave the control panel FOB blank if you want to use the customer FOB code. For terminals located at Will Call counters, you can enter a control panel FOB to override the customer FOB, as those orders are probably FOB the warehouse where the terminal is located.

If you place an asterisk (*) in this field, the order entry operator is forced to select an FOB code on all orders for this customer. This feature is primarily for retail accounts and generic cash sale accounts. These accounts can use FOB to mean From or By for recording how a retail account was referred.

Brief lines of information to be displayed in the Order Entry screen.

Enter any additional important information about this account. Press F5 if you need more space. This field appears on Order Entry and Invoicing screens, and should be reserved for information that can assist the Order Entry staff. If the field begins with an asterisk (*), comments are highlighted and blink on the Order Entry screen to attract the attention of customer service representatives. Use the asterisk for essential comments about the customer.

For system use only. Do not enter into this field.

Many of these fields are displayed as default values on the Order Entry Header screen when you place orders for customers. However, they can be overridden for a particular order. For example, the Billto File could have a tax code and 2.00% 30 day terms, but can be overridden on an order to be non-taxable and have COD terms.

Description

Displays the next Billto record without returning to the Entry screen. This is helpful if you are updating or viewing multiple records within the Billto File. If you are in update mode, F1 updates the current screen and then displays the next record in the Billto File. The next record is the next account in the account number sequence.

Displays the Account Receivables Statistics screen for the customer. It shows aging, payment analysis, and other statistics.

Displays the Billto File Sales Analysis Screen screen. Press F4 again to display the Billto File Month-by-Month Sales Analysis screen.

Displays the Billto File Notepad Screen screen which allows you to enter additional information regarding the customer. You can insert as much information as necessary to this account. Once in the notepad, F10 takes you to the next page of the notepad. F11 returns you to the previous page of the notepad. Press F5 again to access the last used Notepad page for the account. The Notepad contains 99 pages per account.

Displays the Billto File Search Screen.

Displays the Billto File Price Exceptions screen. Use this screen to enter or display pricing exceptions.

Accesses the Phone Number screen that allows you to enter telephone, fax, and Internet information for the account.

Displays the Billto File Special Instructions screen. Special instructions can optionally appear on documents such as invoices or pick lists. Use this screen for delivery, packing, and other special instructions.

Displays the Billto File Codes screen. Use this screen to enter the marketing programs to which the customer belongs, the displays the customer uses to promote your products, and the salesperson assignments if more than one salesperson is assigned to an account.

hot keys that link to other programs including Order Entry, Quick Quoter, Order Search, A/R Ledger and A/R History. Refer to your hot key keyboard template.

Description/Instructions

• D - Disclaimer

• I - Installation instructions

• M - Miscellaneous/Other

• S - Shipping/Delivery instructions

• T - Translated name or description

In the Billto File, type codes M and S are normally the codes used.

Sub-type options. Indicate the language of the text, for example F = French, and S = Spanish.

Special instruction text; 45 characters per line.

Enter Y to print special instructions on the pick list.

Enter Y to print special instructions on customer acknowledgements and quotations.

Enter Y to print special instructions on invoices.

Enter Y to print special instructions on purchase orders.

Description/Instructions

Sales Analysis By Customer

Includes the total amount billed on invoices and credit memos, excluding tax, freight, and discount/handling charges, which appear separately at the bottom of the invoice or credit memo. Miscellaneous sales (entered in miscellaneous F6 lines on Order Entry) are included or excluded based on a company setting that is set when the system is installed.

Gross profit; gross sales (as defined above) minus the cost of goods sold, as it appears on the invoice registers.

Gross profit percentage; gross profit divided by gross sales.

Average order; the total amount ordered divided by the total number of orders. Order size does not relate to Gross Sale $, unless all of the orders were invoiced at the same time. This screen could show an average order figure and zero for gross sales if the orders were not invoiced. This figure represents the size of orders, not the size of shipments, which might be, for example, out-of-stock or split deliveries.

The total amount ordered divided by the total number of order line items.

Dollar amount shipped divided by the dollar amount ordered. This shows how well you fill the orders you take. Fill% is calculated at invoice time, by taking the amount shipped and dividing it by the amount on the order, not including back orders. A Fill% of 100% means you shipped everything that was ordered. Over-shipments are calculated as complete shipments. Fill% can never exceed 100%. To increase the scope of the Fill% figure, you can enter orders for out of stock goods. Normally, you tell the customer you are out of stock and not enter an order that you could not fill. However, if you enter the order and invoice it for zero shipped, you'll reflect the missed sales in ordering statistics and Fill%, which represent the true demand for each item.

Number of credit memos issued, including debit invoices that include a credit, such as for a material exchange.

Number of orders issued. Orders are only considered issued if they are printed or processed. Temporary holds of inventory are not counted as orders until processed as orders. Don't confuse number of orders with number of invoices.

Number of order lines issued.

Dollar amount of credit issued, including credit memos and credit lines included within debit invoices. Credit lines can be entered in debit invoices when customers are exchanging material.

Also known as the Rascal Index; the ratio of credit memos divided by the number of orders. 10% means 10 credits are issued for every 100 orders.

Average gross profit dollars per order; an important figure; the total gross profit dollars of orders, divided by the number of orders. This figure relates to the Avg Order$ field, and does not necessarily relate to sales for the same period. It is a measure of the profitability of the orders you take.

Operating profit amount; equals gross profit amount minus the cost of processing orders. The cost of processing orders is the number of orders times the average cost per order, as defined in the Company File.

Description

Go to the Billto File Profile screen.

Go to the Billto File AR Statistics screen for the customer. It shows aging, payment analysis, and other statistics.

Go to the customer's Billto File Sales Analysis screen for this item. Press F4 again to go to the item's Billto File Month-by-Month Sales Analysis screen.

Go to the Billto File Notepad screen.

Go to the Sales Analysis by Item Class screen.

Displays Cost Drivers History File Inquiry and Search Screen. This screen displays the cost drivers that adjust customer profitability.

Description/Instructions

Sales Analysis By Customer/Item Class

Classes of items sold to the customer. Only classes that have had some sales or orders for this customer are displayed.

Total amount sold this month for each item class.

Gross profit percentage of sales this month for each item class.

Total amount sold during the 12 months before the current month for each item class.

Gross profit percentage of sales for each item class.

Total amount sold during the previous 12 months for each item class. Previous refers to the 12 months immediately prior to the past 12 months column.

Gross profit percentage of sales.

Description/Instructions

Type of exceptions:

• C - Exceptions for an item class

• M - Manufacturer

• L- Product line

• P - Price class

• I - Item

Price list number exceptions are processed in the order shown above, with each more specific category overriding a more general category. Therefore, if a customer had exceptions on all levels that could affect the same products, the system resolves the price list number exceptions as follows:

• A manufacturer price list exception overrides an item class exception.

• A product line price list number exception overrides a manufacturer exception.

• A price class price list number exception overrides a product line exception.

• An item price list number exception overrides a price class exception.

• Promotion programs are processed based upon the best available price.

The record related to the type code. For example, if type = M, enter a manufacturer code, or if type = I, enter an item number.

The price list to override.

The promotional program to override. Enter a price list number or a promotional program number, but not both on the same entry line.

Effective date; the date the exception becomes active.

The date the exception expires.

Current status of the exception: active, future, or expired.

Description/Instructions

• T - telephone number

• F - fax number

• I - Internet/email address

• C - Order Contact - allows you to designate entries as order contacts for the account. Depending on how the options are set on the System Wide Setting - Options for Customer Order Contacts, phone number records flagged as order contacts will:

• Automatically populate the Order Contact field on the Order Header; if there is only one record flagged as an order contact.
• Limits the search done from within the Order Contact field on the Order Header screen (by entering a ? in the field) to only those records designated as order contacts.

The only entries required for a C Customer Contact record are the Acct# and Description.

Specify area codes except for number type I.

Alphanumeric field that accommodates different types of numbers. Do not use spaces or punctuation in telephone or fax numbers.

This field is optional for C (Order Contact type entries), and can also be used to record data such as a user number or membership ID. It should not be used in conjunction with the Description field to add more characters to the description. This causes the Description to appear before the Phone# information on reports.

There are two ways to enter email addresses.

• When entering email names, 17 characters including the @ symbol can be entered on this line. If there are more than 17 characters, the additional characters can be entered on the Description/URL line.

• Or, as shown in the example above, you can enter email names up through the @ symbol and then enter the URL on the Description/URL field.

Leave this field blank to default to the account number currently displayed. You can also enter numbers for other accounts by overriding the account number.

A description of what the number represents (optional).

Enter Dto delete an entry.

This option lets you designate email address to receive price lists, order acknowledgements, and invoices.

Description

Auto-fax

Email

Price lists

Order acknowledgements

Invoices

Extra digit to be dialed before a fax number. You can program certain digits to always be dialed before any fax number. However, if you have 10-digit fax numbers that are considered local, and they cannot preceded by a 1, you might need to use the extra digit field to designate which numbers require the 1.

Option D deletes a phone number.

A   All types   

F   Fax numbers    

I    Internet addresses

T   Telephone numbers

You can limit the screen to specific area codes.

You can enter an account number to reposition the screen to the phone number records for that account number.

Description/Instructions

2 Year Month-By-Month Sales Analysis By Customer

Lists the 12 months before the current month.

Lists the gross sales for each month in the past year.

Lists the gross profit percentage for each month in the past year.

Lists the average order amount for each month in the past year.

Lists the 12 months before the months in the This Yr column.

Lists the gross sales for each month in the last fiscal year.

Lists the gross profit percentage for each month in the previous year.

Lists the average order amount for each month in the previous year.

Description/Instructions

Enter the marketing programs to which the customer belongs. Marketing programs can be set up in the Classification Codes File.

Displays the sample sets the customer has installed to promote your products. Displays must be first set up in the Classification Codes File.

Item classes and the salesperson assigned to the customer for each item class. A blank item class with an assigned salesperson indicates all other item classes. You can assign up to 18 salespeople by item class.

Manufacturer codes and the salesperson assigned to the customer for each manufacturer. You can assign up to 18 salespeople by manufacturer.

Description

The internal code for the manufacturer. The codes must be established in the Manufacturer File - FIL 4.

The account number assigned by the manufacturer. It can be up to 20 characters long. This entry is the account number for this customer, as used in the manufacturer's computer system.

This is how the manufacturer wants to see the affiliation/marketing program. This could be a name for some manufacturers and a code for others.

Use these fields to record additional information that manufacturers want transmitted to them about this customer, when sales data is transmitted.

Description/Instructions

The account number from which entries will be copied.

The account number to which entries will be copied.

Enter Y to copy marketing programs.

Enter R to replace the marketing programs on the To account. This code clears any marketing programs already there and replaces them with the marketing programs on the From account. Enter A to add only marketing programs that are on the From account, but not already on the To account.

Enter Y to copy display types.

Enter R to replace the display types on the To account. This clears any display types already there and replaces them with the display types on the From account. Enter A to add only display types that are on the From account, but not already on the To account.

Description

Statistics From A/R and Open Order Systems

The total current accounts receivable balance for this account.

The total open orders for this account, including back orders. Open orders are orders not yet invoiced.

Total sales posted to A/R during the current fiscal year, includes all computer-generated invoices and manual sales.

Total sales posted to A/R during the previous fiscal year, including all computer-generated invoices and manual sales.

Total sales posted to accounts receivable during the year before the previous fiscal year, including all computer-generated invoices and manual sales.

Total number of orders processed for this account since this account was entered into this file.

The date of the last invoice issued for this account.

The date the last payment was received for this account.

Current open A/R divided by average sales per day for this account. Average sales per day is the customer's sales during the past 90 days divided by 90. In the middle of a month, average sales per day also considers the current month to date. For example, on the 15th of each month, the system divides the last 105 days sales by 105. This statistic is informative, because it relates open A/R to sales volume. Customers with a higher current days sales outstanding might be greater credit risks than customers who owe more total dollars. This information is also available in the Customer Sales and Payment Analysis Report.

The average number of days it takes this account to pay an invoice since the account was opened. This figure is updated as each payment is applied to the invoices.

The average number of days it takes for this account to pay an invoice in this fiscal year. This figure is updated as each payment is applied to invoices.

The average amount owed over 60 days overdue since this account was opened. This figure is updated at the end of each month.

The average amount over 60 days overdue in the current fiscal year. This figure is updated at the end of each month.

The highest amount this account has ever owed since it was opened.

The highest amount this account has owed this fiscal year.

The date related to the highest A/R to date.

Amount of credit available. Credit limit minus open A/R open orders.

AR Aging

The following fields are displayed if your Company Settings Aging Option is 3 or 4, which bases aging on due dates.

Open AR amount that is fewer than 31 days past due.

Open AR amount between 1 and 30 days past due.

Open AR amount between 31 and 60 days past due.

Open AR amount between 61 and 90 days past due.

Open AR amount over 90 days past due.

The following fields are displayed if your Company Settings Aging Option is 1 or 2, which bases aging on invoice dates.

Open A/R amount that is not past the invoice date.

Open A/R amount between 30 - 60 days past the invoice date.

Open A/R amount between 60 - 90 days past the invoice date.

Open A/R amount between 90 - 120 days past the invoice date.

Open A/R amount over 120 days past the invoice date.

Description/Instructions

Position to entries for a certain file, such as Billto, Item or Price. Enter a ? and press Enter for a list of files included in the log.

Position to entries made by a particular user. Enter ? for a list of system users.

Position entries made on a particular workstation. Enter ? to display a list of workstations.

Position to a particular date. The time parameter can be used in conjunction with date.

Position to a particular time, within a particular date. This field is only used in conjunction with the date field. Time is stored in HHMM military format.

Position to a particular record key within the logged files. Record Number is equal to Account Number for Billto records, Item Number for item records, Price Class for Price File records, and so on.

The file the update affected. When F2 is pressed, the screen or field updated is displayed under the file name if this information is available.

The record that was updated within the file. This is always the key to the record, such as account number and item number.

A = Record was added

U = Record was updated

D = Record was deleted

The date the update was made.

The time of day the update was made, in HH:MM military time format.

The user (by sign-on name) who made the update.

The workstation the update was made from.

The program code of the program used to make the update.

Description

Enter D in this field to delete the entry

Enter the two character state or province.

Enter the Tax Exemption ID number. This is a 25-character alphanumeric field.

Enter the begin date in MM/DD/YY format.

Enter the end date in MM/DD/YY format.