Customer Setup - General field descriptions

The fields are listed alphabetically within each section. Click a link to advance to that section.

Customer

Active

This option is automatically selected when new customers, ship tos, vendors, and banks are created. If an entity is no longer active, clear this option. If inactive, an entity cannot be entered in any transaction entry functions or updated through update reports.

Entities can be inactive temporarily or permanently. If inactive permanently, ensure the entity is properly balanced properly and no outstanding balances exist. Inactive customers or vendors are not updated by these functions: Customer Transaction Entry, Customer Cash Receipts Entry, Vendor Transaction Entry, Vendor AP Invoice Center Entry, and the Vendor Entry Pay Invoices Due Report.

Address

Three address lines are provided, but all are not required. If you require only one line, specify the address on the first line. The address is printed on statements, invoices, acknowledgments, quotes, pick tickets, and bills of lading.

Note: The default length of Address 1, 2, and 3 is 30 characters. If you require larger address fields you can increase the size to 60 characters. Select the Allow Expanded Name/Address Length option in SA Administrator Options-System-Options.

When you select this option, the actual displayed length of the field is not changed. If a name or address is specified that is greater than 30 characters, the field is enable for scrolling so you can view the entire value.

Address Override

The Address Override setting is part of the Address Validation feature that ensures the address is valid for taxing. The Address Override setting is selected from the Address Validation pop-up. The pop-up window is automatically displayed from the tax-related address sections of this function if there are errors or differences. The Address Validation pop-up shows the current address side-by-side with the suggested address. From the pop-up window, you can update the address. You can also select the Address Override option. This option to accommodate a General Delivery address, which overrides the default behavior of the AvaTax or Vertex Cloud's calculation. AvaTax or Vertex Cloud, instead, make the tax calculation from the General Delivery address and avoids an error.This is beneficial when the address is not in the United States Postal Service (USPS) database yet, such as with new construction.

City/State/Zip Code

The city, state, and postal code. The postal code can accommodate ten-digit numbers. You can cross reference the postal code to the tax table defined in SA Tax Table Setup. The SA Tax Table Setup is designed to reduce the number of keystrokes required when you are setting up new customer records. As you type the postal code, the code is automatically cross referenced to SA Tax Table Setup. If a record exists for that postal code, the taxing state and locality information are added to the new customer record.

Country

Select the customer or ship to record's country of origin. These countries are established in SA Table Code Value Setup.

Division

If you are using divisionalized accounting, the Division number is displayed and is a required field.

If the option, Validate Duplicate Lookup Name, in SA Administrator Options-Customers-Defaults is selected, you must specify a unique Lookup Name. If you receive the duplicate lookup name error when creating or copying a customer record, you can change the division number. This ensures the Lookup Name is the same for the customer in a different division.

Geo Code

This field is used to further define a taxing jurisdiction. For example, you may be located in Colorado, El Paso County, Colorado Springs, but there may be a further break down of your location for taxing purposes, for example, by postal code.

The fields displayed can vary depending on the Tax Method and Tax Interface selected in SA Company Setup-Taxes. The Geo Code field and the Out of City option are only displayed if you integrate to the Sovos GTD tax interface.

If you are using Sovos Sales Use Tax (SUT) as your company's tax method, be aware that when doing a lookup on the Geo Code, the data displayed in the lookup depends on whether or not a city was loaded in the address. If a city was specified in the address, then the results shown in the Geo Code Lookup window are only be those that begin with the city value that was specified. This enables you to see geo codes where the city has something appended to the end of the city name, but excludes those that do not match on the city name. For example, if you specify the city, Liberty Lake, you will see geo codes for "Liberty Lake" and "Liberty Lake (RTA)." Any geo code in that zip code that does not begin with Liberty Lake is not shown in the lookup window. If a city is not specified in the address, then all geo codes returned that match the state and zip code are displayed in the lookup window.

When you use Vertex Cloud, this Geo Code field is used to specify Tax Area IDs, which is the term Vertex uses for this type of information. This ID associates the address with a tax jurisdiction. If you select the lookup button on the field, the entered address information is passed to the Vertex Address Lookup call. The Tax Area ID returned is then loaded in this field.

Group

If this customer is part of a group set up in Customer Master Group Setup, specify the group.

Lookup Name

The first 15 characters of the customer name are automatically defaulted in the Lookup Name field when you set up a new customer. The lookup name is generally used instead of the customer name throughout the Customer module. This name is displayed on most inquiries and in lookup views. Therefore, set up meaningful lookup names. If the customer name is changed, the Lookup Name does not automatically default to the new name.

If a Customer Setup record is created from an external application using an API call or ION BOD, the Lookup Name is assigned using the Alternate Customer Number. If you are using divisionalized accounting, you can ensure the Lookup Name is unique across all Customer Setup records within each division. Select Validate Duplicate Lookup Name in SA Administrator Options-Customers-Defaults.

Note: A blank Lookup Name is not validated in Customer Setup if the Validate Duplicate Lookup Name option is selected.

Name

The name of the customer for this record. The name of the customer is specified when the record is initially created, but can be changed. The customer name is displayed on all reports and statements.

Note: The default length of the Name field is 30 characters. If you require a larger Name field you can increase the size to 60 characters. Select the Allow Expanded Name/Address Length option in SA Administrator Options-System-Options.

Out of City

Select this option if the address is outside of the city limits and may be subject to taxes applied by additional taxing districts.

The fields displayed can vary depending on the and Tax Interface selected in SA Company Setup-Taxes. The Geo Code and Tax MethodOut of City options are only displayed if you are using the Sovos GTD tax interface.

Restricted Editing

Select the Restricted EditingTax option if the customer should not be edited by users unless they have security to edit restricted customers. This is enabled by setting the Allow Editing of ‘Restricted Editing’ AR Records option to Yes in SA Operator Setup-Other Options.

Users with the Allow Editing of ‘Restricted Editing’ AR Records option set to No are not allowed to edit the Customer Setup record regardless of their allowed division in SA Operator Setup.

Contact

Agent Phone #

Specify the customer purchasing agent's telephone number if the number differs from the phone number specified in the Phone # field.

Comment

This field is user-defined and should further define a customer or give specific details, for example, Good customer, or Credit Problem–Watch. The comments you specify here are displayed in Customer Inquiry.

Email

Specify the email address for this customer. This field can be used when email is an output option for reports that generate documents such as the Sales Entry Invoice Processing Report.

You are prevented from deleting the email address and leaving the field blank if the customer is set up to receive any document through email on the eCommerce view.

Fax #

Specify the customer's fax number. Fax numbers should not contain any formatting characters, such as parentheses and dashes, if used with automatic fax machines. If the number is long distance, specify a 1 before the phone number. A 1 is not automatically placed in front of a 10-digit fax number. If the fax number is a local number, you can also specify an L in front of the number to indicate the number is a local number.

Phone #

Specify the customer’s telephone number. The last four characters are designated for an extension. Do not include parentheses or hyphens. The phone number field uses the format you set up at the company level in SA Administrator Options-System-Options. The default for the setting enables United States and Canadian companies to use the existing default format.

Purchase Agent

The name of the customer’s purchasing agent. This is generally the person who deals with the company sales representative (salesrep) and places all purchase orders.

Billing

Bill Cycle

This user-defined field refers to the billing cycle used to process customer statements. Customers can be grouped into various billing cycles that determine at what point during the month statements are sent.

Dunning

Select this information-only option to indicate that the customer should receive dunning letters. No report function in the system uses this field.

Finance Company

Select this option if you are setting up this customer as a finance company that is billed on behalf of another customer under a floor planning agreement. Under a floor planning agreement, products are shipped to the sold-to customer, although a third-party finance company is invoiced for the shipment. The finance company pays you and then invoices your customer for the goods.

After the finance company’s General information is set up, its customer number can be specified in the sold-to customer’s Ordering information record. The customer’s General information must also be set up with the finance company’s customer number in the Invoice To field on the Customer Setup-Ordering view.

When an order is created for a customer with an Invoice To number, this finance company number is displayed in a Floor Plan Sale dialog window. Confirm this default in the dialog window. The finance company’s on-order balance is increased. Accounts Receivable and General Ledger balances are updated for the finance company’s customer number. The Sales Manager records will reflect sales to the customer, rather than the finance company.

If you are setting up a Manufacturer Customer record that is tied to a manufacturer vendor record, and there is no Invoice To floorplan billing customer, select this option. This defines this manufacturer customer as the floorplan or billing customer. During Customer Cash Receipt Entry when you record the commission payment from the manufacturer vendor, the invoices are paid based on the finance customer.

If this manufacturer customer uses a corporate billing account (floorplan customer) to pay commission payments on its behalf, you can leave this option unselected. You must specify the floorplan customer number in the Invoice To field on the Ordering view.

Service Charge

If the customer should be service charged during Customer Entry Roll Balances Report, select this option. Service charges can also be applied during Customer Transaction Entry, regardless of this option. The service charge amount is tabulated on a yearly basis and stored in Customer Maintain Balances Entry. It is stored separately from the total balance and sales YTD figures.

Statements to Customer

If the statements for invoices and other charges on this account should be sent to another customer, specify that customer number in this field.

Note: If the customer specified in the Statements to Customer field goes on credit hold due to their credit limit being exceeded, all orders for the current customer are placed on hold as well. Other causes for a hold, such as beyond an aging period, Hold Until [date], do not apply in this case.

Statement Type

Statement field options are to produce an open item statement or none at all.

Note: Only assign Noneif the customer consistently pays from an invoice. In this situation, sending a statement would be a duplication and waste of time and money.

Open item statements print a detail line for each invoice, so a payment amount can be specified against each one. Each invoice remains active until an equal number of payments have been applied against the invoice. Even though the statement format is Open Item, you are not required to apply the payments to specific invoices. The Pay Oldest function in Customer Cash Receipts Entry can automatically choose the oldest invoice and apply payments to that invoice.

Terms

Specify the terms code that applies to this customer or ship to or job. The terms defined here are used as a default value on each order entered for this customer. Terms can be overridden on an order. Terms can reference the amount of discount available if the invoice is paid within a specific number of days; otherwise the discount is lost. Terms are also used during Customer Transaction Entry.

Terms are set up in SA Table Code Value Setup.

If a customer is only allowed to place Cash on Delivery (COD) orders, the terms entered here should be COD. You must also specify COD Only in the Sales Order Status field in Customer Setup-Credit. If you do not, a message is displayed: Warning: Terms are COD but Sell Type is Not ‘COD’-COD (8032). You also receive an error in Sales Order Entry.

Unearned Discounts

Select this option i the customer qualifies to receive unearned discounts or discounts taken by the customer that are outside the discount date as specified by each invoice’s terms. You must enter the discount amount during Customer Cash Receipts Entry. The unearned discount amount is tabulated on a yearly basis and stored in Customer Maintain Balances Entry.

Settings

Bank

If no bank account code is set up in CR Bank Setup, then the bank account entered here is used to accumulate the total amount of cash received from this customer through Customer Cash Receipts Entry and Sales Order Entry tendering and received on account.

Class

The customer Class is usually assigned through the SM Administrator Customer Ranking Report, which is based on the profitability of each customer. A customer qualifies to be ranked if their status is active and has been set up for five months or more. The classification is based on the sales YTD and profit margin figures, and breaks the customers into 13 classes. Class 1 is the highest and reserved for those customers who make the largest purchases. Class 13 customers are considered to be non-profitable with low or non-existent sales YTD.

The customer class can be included on order acknowledgments and pick tickets when printed using a third-party printing utility such as NowDocs or UnForms. By providing this information, distributors can explain incentive programs to customers in terms of class and possibly increase sales, and communicate the customer class to employees to ensure the prompt processing of orders. Order acknowledgments are printed using the Sales Entry Processing Acknowledgments Report. Pick tickets are printed in using the Sales Entry Pick Tickets Report. The Print Format setting for these documents must be set to 3 in SA Administrator Options-Documents-Sales Orders-Printing to print the customer class.

Currency

Specify the currency code associated with this customer. This code is validated against currency codes set up in SA Currency Setup. Currency information is displayed for a customer having a foreign currency code in Sales Order Entry and in several other functions, reports, and inquiries in the system when the customer number is accessed. If left blank, it is assumed that the customer is invoiced and pays in the domestic currency used by the company.

If a customer has existing transactions and the currency type is changed, this message is displayed: WARNING: Currency code changed. Existing transactions will not be converted.

If a bank is specified in Customer Setup, no validation is made against the currency of the bank and the currency of the customer. This enables you to post foreign checks even if you only have a single domestic account.

Customer Type

In this field, you can select a customer type that was set up in SA Table Code Value Setup. The customer type can be used for reporting purposes. General Ledger records in Product GL Distribution Setup can also be updated by customer type.

Division

If you are using full Divisionalized Accounting, this field is required for each customer. Otherwise, the division is optional and used for reporting purposes.

Customers can be grouped into specific divisions on the Customer Trial Balance Report and Customer Period Analysis Report. Divisions are set up in SA Table Code Value Setup.

General Ledger Detail Print

You can enable the display of payment detail on invoices and receipts at the company level in SA Administrator Options and at the customer level in Customer Setup. This provides flexibility to use this feature company wide, or for one or more select customers. The defaults are set so that payment detail is not printed for existing records/customers unless enabled. The options at the customer level are: AO Default, Neither, Receipt, Invoice, or Both. The default is AO Default.

Language

If you specify another language in this field, descriptions in that language are printed on customer invoices and acknowledgments. Blank defines domestic terms. All other codes are set up in SA Table Code Value Setup.

NAICS Codes

NAICS is the abbreviation for the North American Industry Classification System code. NAICS is similar to the former standard industry classification (SIC) codes, which indicate both company function and line of business. NAICS is more current than the SIC codes. NAICS is used by the United States, Mexico, and Canada.

Strategic Account

Specify a strategic account code, if applicable. This is only used if you integrate to a CRM application that uses this value.

EPP/IDM Integration

The IDM fields in this section are for use in CloudSuite Distribution only.

IDM Document Type

If you use Infor Document Management to print custom pick, ship, or WL SCM labels for the customer, specify the name of the document type under which the custom label templates are stored in IDM.

SX_Custom_Label_Templates is the default document type for custom labels, but you can specify another document type under which you saved the custom label template. You must specify the value from the Name field on the document type record in IDM. Do not specify the value from the Display Name field.

Pick IDM Label Fields

Specify each field that is included in the custom IDM label template. Separate the values by commas. You can include spaces after the commas.

Pick IDM Label Template

Specify the custom IDM label template to use to print pick labels for the customer.

Pick Label Prefix

Use this field with EPP only.

The pick label prefix is part of the label file used to print the barcode for a customer product number on a pick label using Integrated Barcode. The prefix does not have to meet specific criteria but can be used to identify the label. If the label file is used for only one customer, you can specify the customer's name for the prefix. If the label file can be used by several customers, you can specify that group of customers for the prefix. For example, you could specify acrtl to identify Air Conditioning Retail customers.

The label file is pick label size + pick label prefix + label file name for the printer. If a pick label size is large, the prefix is acrtl, and the printer label file name is pickzb9.lbl, the name of the label file is largeacrtlpickzb9.lbl.

Pick Label Size

Use this field with IDM and EPP.

Select the label size that the customer requires for their pick labels. You can select Small or Large. This setting corresponds to the label setting in SA Printer Setup, and determines which printer is used.

This setting is also part of the label file used to print the barcode for a customer product number on a pick label using Integrated Barcode. The label file is pick label size + pick label prefix + label file name for the printer. If a pick label size is large, the prefix is acrtl, and the printer label file name is pickzb9.lbl, the name of the label file is largeacrtlpickzb9.lbl.

Ship IDM Label Fields

Specify each field that is included in the custom IDM label template. Separate the values by commas. You can include spaces after the commas.

Ship IDM Label Template

Specify the custom IDM label template to use to print ship labels for the customer.

Ship Label

Use this field with EPP only.

This field is displayed if you use Integrated Barcode. If you have a custom shipping label for this customer, specify the name of the label design to use when you ship packages to this customer. You can also identify a custom ship label on the customer’s Customer Ship To Setup record if the customer requires specific information on packages sent to different locations.

If the Print Shipping Labels During Sales Shipping Feedback Entry option is selected in SA Administrator Options-Logistics-IBC Options, you can print shipping labels in Sales Shipping Feedback Entry when you ship orders. You can also print shipping labels on demand using the IB Shipping Labels Report.

If this field is blank, then the default label format specified in SA Printer Setup-Settings is used to print the shipping label.

WL SCM IDM Label Fields

Specify each field that is included in the custom IDM label template. Separate the values by commas. You can include spaces after the commas.

WL SCM IDM Label Template

Specify the custom IDM label template to use to print shipping container marking (SCM) labels for the customer.

WL SCM Label Mixed Text

Use this field with IDM and EPP.

Specify a value to display on a shipping container marking (SCM) label when multiple products are packed into a single container. The default value is MIXED, but you can change it to meet your requirements. The mixed text value replaces the SKU that is typically displayed when a single product is packed into a container.

For EPP, this field value enables you to customize SCM labels. Enable customization by creating your custom labels with the Enterprise Printing Platform modeling tool. To use this field, you must also specify a value in the WL SCM Label Prefix field.

For IDM, use of the WL SCM Label Mixed Text field does not depend on the WL SCM Label Prefix field.

See the Infor Distribution SX.e Setup and Administration Guide for Total Warehouse Logistics.

WL SCM Label Prefix

Use this field with EPP only.

Specify the prefix for the shipping container marking (SCM) label file to print for the customer; for example, EX1_custSCM.lbl.

This field value enables you to customize SCM labels. Enable customization by creating your custom labels with the Enterprise Printing Platform modeling tool.

See the Infor Distribution SX.e Setup and Administration Guide for Total Warehouse Logistics.

Consolidation

Format

Select whether you want the consolidated invoice in product or order number order. If you select Product, lines are consolidated if the product, price and discount, special price costing, and unit of measurement are the same. Line comments, lots, serials, kit components, or tallies do not print. If you select Order, each individual order prints including the addons and taxes. A line prints identifying the order number when shipped, shipment date, and customer number. Line comments, lots, serial numbers, kit components, and tallies print after the line. Both formats include summary totals for all consolidated orders and order notes.

Note: EDI exports are in product order regardless of the format designated in this field.

Interval

Select how often you want invoices consolidated. The options are daily, a specific day of the week, semi-monthly, monthly, or a day of the month from 1-31. Thirty-one is treated as the last day of the month and is the same as selecting monthly.

When consolidating invoices for foreign customers, the interval should be closely spaced; for example, daily or at least weekly. This, especially, if exchange rates are volatile.

The current currency exchange rate in SA Currency Setup is used when posting a consolidated invoice for a foreign customer to Customer Invoice Center Entry and the General Ledger AR sales account. Any rounding differences or differences due to changes in the exchange rate between the original invoice and the new consolidated invoice transaction are posted to the Loss/Gain account specified in SA Currency Setup. To avoid significant changes in an invoice’s currency rate, we recommend you set the consolidation Interval to Daily or no more than Weekly.

Last Consolidation Date

This field is available when you first set up a customer for consolidated billing and is used to determine the first consolidation date. For example, if you specify 03/05/15 and choose Monthly, 04/05/15 is displayed in the Next Consolidation Date field, and that is the date of the consolidated invoice. The date must be the current date or a prior date.

Next Consolidation Date

This field shows the system-generated next scheduled consolidated invoice date. This date is calculated each time a consolidation routine is run for a customer or ship to.

Terms

Select the terms for the consolidated invoice. Terms refers to the amount of discount available if the invoice is paid within a specific number of days, otherwise the discount is lost. Terms are set up in SA Table Code Value Setup.

Note: If you select Cash Only or COD in the Terms field, you should also review your setting for the Authorization Point 'Counter Sale Not Paid In Full'. When you tender payment for Counter Sale orders for this customer, the operator is allowed to accept partial payment unless this authorization point is set to Not Authorized in SA Authorization Point Setup.

Type

Specify the type of invoice consolidation for this customer. The default is None, no consolidation. If you choose to consolidate, the other fields in this section apply and are enterable. If you select Ship To, the consolidation fields in Customer Ship To Setup for this customer are required.

This table shows how the consolidation type fields for customer and customer ship to work together:


Customer Type Field Value	Ship To Type Field Value	Results
None	Is ignored	Do not consolidate customer or shipto.
Customer	Is ignored	Consolidate order transactions for customer
Customer PO	Is ignored	Consolidate order transactions for that customer into separate invoices for each PO and one for all invoices with no PO.
Order	Is ignored	Consolidate order transactions for that sequence of orders into a single separate invoice.
Ship To	None	Do not consolidate shipto. Customer specific orders, without a shipto, are consolidated.
Ship To	Shipto	Consolidate order transactions for this shipto into a single invoice.
Ship To	Customer PO	Consolidate order transactions for the shipto into separate invoices for each PO and one invoice for all orders with no PO.
Ship To	Order	Consolidate order transactions for that sequence of orders into separate invoices.

Created

The Created fields were added to Customer Setup in the Distribution SX.e May 2019 19.5 update. They are blank if the Customer Setup record was created prior to the 19.5 update.

Created By: This is a nonenterable field that is updated with the operator's initials when the record was created.
Created Date: This is a nonenterable field that is updated with the date when the record was created.
Created Process: This is a nonenterable field that is updated with the internal Distribution SX.e process or external process that created the record. For example, ARSC Create.
Created Time: This is a nonenterable field that is updated with the server time when the record was created.