Customer Setup - Ordering field descriptions

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

Order Entry

Pricing

Payment

DATC Method

Addons

Service Warranty

Intrastat

National Program

Manufacturer Sales

Order Entry

Allow Back Orders

Select this option if this customer accepts back orders. Back orders are created through these functions:

• Sales Order Entry
• Sales Entry Pick Tickets Report
• Sales Shipping Feedback Entry
• Sales Entry Invoice Processing Report

You can override this option.

Do not select this option if the customer’s policy is to not accept back orders.

This option does not affect future products, which are determined based on the order promised date. Products are delayed based on the standard reservation rules regardless of this option. After the product is reserved and is no longer delayed, this option determines whether back orders should be created for the product, if required.

Allow Substitute

Select this option if the customer accepts substitute products. This generally occurs if the regular product is out of stock or has been upgraded. Substitution occurs during order entry, but you can change it.

Back Order Limit

Specify the number of back orders that can be created for the customer per sales order. If the limit is reached, the disposition of the back order with the suffix that matches the limit is changed to Ship Complete. No additional back orders are created. For example, if the limit is 5, the disposition for back order number XXXXXX-05 is changed to Ship Complete.

A value between 0-98 is valid. The default value is 0, which indicates that a limit is not applied.

The back order limit that you specify for a customer can be overridden on the Customer Order Settings page in Sales Order Entry.

Note: This field is available only if Allow Back Orders is selected.

CenPOS Signature Requirements

Select from these requirements only if you have enabled the CenPOS device option to use one device to capture a receipt signature and a credit card signature. You can choose to always require a signature or to conditionally require a signature based on warehouse, customer, or order disposition.

• Blank: Accept the default blank to indicate that a receipt signature is not required at this level. If all levels are set to blank, no signature is required for receipt of this order.
• Always: Select this setting to indicate that, by default, all customers and order types require the capture of a receipt signature, unless overridden by a higher level setting.
• Will Call-Account: Select this setting to indicate that, by default, a receipt signature capture is required for all customers, but only for orders a) with an order Disposition set to Will Call, b) that have not been paid in full, and c) that have not been overridden by a higher level setting.
• Will Call-Always: Select this setting to indicate that, by default, a receipt signature capture is required for all customers, but only for orders a) with an order Disposition set to Will Call, and b) that have not been overridden by a higher level setting.
• Optional: Select this setting to indicate that a receipt signature capture is not required unless overridden by higher level setting.

Dealer

Specify a user-defined value to identify and categorize customers that process core returns. When you generate the Product Customer/Vendor Core Report, you can include all customers or only the customers that are flagged as core dealers.

Disposition

Select a disposition if this customer generally has orders shipped in the same manner. Disposition options include Ship Complete, Tag and Hold, Will Call, JIT (Just In Time), or blank. In Sales Order Entry, this value updates the Disposition field on the order's header, but you can override the value.

Ship Complete orders are held until all items in the order can be shipped together. This includes items that can be back ordered. After the order is complete, the order is shipped to the customer.

Products on Tag and Hold orders must be tagged and held in a staging area until the customer picks up the order or gives permission to ship them. Will Call orders are those picked up by the customer.

Line items on Just In Time orders are shipped and processed based on specific required ship dates and promised ship dates. This means each line item is treated as an entire order with its own due date.

Extended Shipping Instructions

Use this field to specify shipping instructions, such as “Do not use peanuts” or “Ship UPS ground if over 10 lbs”, for packing and shipping clerks.

The extended shipping instructions specified here update the corresponding field in Sales Order Entry when you create an order, but the value can be overridden. When you create a direct purchase order or a direct warehouse transfer in Sales Order Entry by sourcing the product from a vendor or another warehouse, the extended shipping instructions are also included on these documents.

The extended shipping instructions are included on the Purchase Entry Processing Print POs Report, Sales Entry Processing Pick Tickets Report, Transfer Entry Print Warehouse Transfer Report, and associated Master List reports.

Note:  This field is independent of the Instructions field.

Freight Terms

Specify the freight terms to use as a default for the customer. This field is required when automatic freight allocation is enabled in SA Administrator Options-Vendors-Invoice Defaults. The default setting updates the same field in Sales Order Entry-Customer Order Settings. Freight terms correspond to the freight billing method that indicates who is paying the freight bill. Freight terms are set up in SA Table Code Value Setup.

Freight Terms (Incoterms)

If you have set up Incoterms in SA Table Code Value Setup, you can assign an Incoterm to a customer with the Freight Terms and Transfer Location fields. Select an appropriate term that is based on your Incoterms recommended workflow.

Instructions

This user-defined field can record a standard set of shipping instructions for this customer that should be included on the order acknowledgment, bill of lading, pick ticket, or invoice. For example, Deliver Freight To Rear Entrance. The instructions are included on each order entered for this customer in Sales Order Entry, but you can override them.

Invoice Copies

You can print more than one copy of each invoice at one time. If three copies of the invoice are always needed, specify 3. Invoices are printed from Sales Order Entry, , Sales Demand Invoices ReportSales Shipping Feedback Entry, and Sales Entry Invoice Processing Report.

Note:  If you specify 0, no invoices are printed for this customer.

Line Terms

Customers that return core products must support line-based terms, because cores generally carry different terms than the rest of the order. If this customer returns core products, select this option.

Line Ship Complete

Select this option to assign the ship complete disposition to all lines on sales orders for the customer. A line is not picked or shipped until the line can be filled in its entirety.

The Line Ship Complete option is also available in the Advanced Line Entry mode in Sales Order Entry. You can select or clear the option on each line item to override the default setting on the customer record.

This field is available only if Allow Back Orders is selected.

Order Rep 1-5

Specify up to five additional salesreps for the customer. These are in addition to the Inside and Outside Salesreps. These additional salesreps can be used when more than two salesreps are involved in a job or sales order. Each salesrep must be set up in Sales Salesrep Setup. When an order is created for the customer in Sales Order Entry, order reps defined here are defaulted in the Customer Order Settings window. They can be changed, or additional order reps can be assigned.

You can also specify order reps on a specific line item in Sales Order Entry-Advanced Line Entry.

For each Order Rep 1-5 you specify, you can also specify an Order Rep Percent commission rate.

Order Rep Percent 1-5

For each Order Rep you specify for this customer, you can also specify a commission rate in the corresponding Order Rep Percent field. When an order is created for the customer in Sales Order Entry, the order reps percent values defined here are defaulted in the Customer Order Settings window. They can be changed or deleted.

Note: No calculations are performed using the commission percent values you specify in the Order Rep Percent 1-5 fields. These values can be extracted from the sales order line table for ad hoc reporting in Birst. They are also included in the SalesOrder BOD.

Pick Priority

Pick priority gives priority to filling outstanding back orders for this customer. If a pick priority exists, during Sales Entry Processing Back Order Fill Report, the back orders for this customer are filled before those with lower or no priority. Normally, leave this field set to 0 (zero). Anything greater than 0 (zero) gets priority, with 9 receiving the highest priority.

The Product Batch Reservation Report reserves inventory, based on this field, when line items have delayed reservation.

PO Default

Specify a default PO number if the customer always uses the same PO number, or uses the same purchase order number for an extended period of time. The PO number that is specified here updates the same field in Sales Order Entry for each order that is entered for this customer, but you can override. The default PO number updates Sales Order Entry even if it is not required.

Require Customer Product

Select this option if the customer requires that you use their product number when creating sales orders. During Sales Order Entry, when you enter a product, a search is conducted for a matching customer cross reference product record in Product Extended Product Cross Reference Setup. If found, both the customer product number and your product number are displayed on the line.

If a cross reference record is not found, you are required to create one. The Customer Product window is displayed and you can specify the customer product number, the quantity, and unit information. You can update Product Extended Product Cross Reference Setup with the new customer product, or use the information to create it for the current order.

Both your product number and the customer product number are included on the sales order acknowledgement, delivery note, pick ticket, and invoice.

Required Purchase Order #

Select this option to require a purchase order number for this customer during Sales Order Entry.

Require Ship To

Select this option if a ship to location must be entered in Sales Order Entry. Ship to records are set up in Customer Ship To Setup. The ship to information replaces the customer's General and Ordering information. A customer can have an unlimited number of ship to records. Although the fields in the ship to records duplicate part of the customer general information and all of the ordering information, the information that is entered is specific to each ship to.

Route/Day/Stop

This user-defined field is used by the Sales Entry Pick Tickets Report if the Print Order: (R)oute (O)rder# (E)ntry option is set to R. This prints the pick tickets in route, day, and stop order, enabling you to more efficiently load a truck, if you operate your own truck delivery service. You can also use the Sales Entry Pick Tickets Report Route/Day/Stop range to print pick tickets for a specific route.

Sales Order Fulfillment

Allowed To Use Order Fulfillment is selected by default. If the Order Fulfillment feature is not activated in SA Administrator Options, this field is not visible.

Salesrep In

The inside salesrep who generally receives credit for sales generated by this customer inside the business office. Inside sales can be generated from counter sales, telephone sales, fax orders, and so on. In a counter sales environment, the operator's initials default to the Salesrep In field, if the field is blank.

Salesreps must be set up in Sales Salesrep Setup.

Salesrep Out

The outside salesrep who generally receives credit for sales generated by this customer outside the business office. This field is required because it is used to update Sales Manager and General Ledger.

Ship To

You can indicate a default ship to if the customer uses the same ship to most of the time. This ship to updates each order that is entered for this customer, whether required or not. If your customer has more than one ship to, the lookup function shows all the ship to records that have been set up for this customer. This is especially useful if the customer's bill-to address is a post office box.

Ship Via

Specify the most common form of transportation used to ship orders to the customer. The value you specify is the default setting for each order entered for this customer, but you can override it.

Ship Via Locked

You must use personalization to add this field to the page. This check box is clear and hidden by default. A lock icon indicates if the ship via is locked.

If you select this option, then these effects follow:

• The Ship Via field in the Sales Order Entry screen is disabled.
• The ship via defined in the Customer Setup screen defaults as the ship via of the order when you specify the Customer during creation of a new order. You cannot select a different ship via.
• The alternate ship via list is not displayed in the Sales order Entry screen. Order’s ship via is also not validated.
• Lock icon is displayed adjacent to the Ship Via field in the Customer Setup screen.

If both Customer Setup and Customer Ship To Setup screens have ship via values, then the ship via in the Customer Ship To Setup screen takes precedence.

Territory

The territory to which this customer is assigned. The territory is a user-defined value used to further classify a customer, usually geographically. Territories are set up in SA Table Code Value Setup.

These reports group customers by territory: SM Sales Analysis Report, SM Administrator Customer Ranking Report, Customer Credit Report, Customer Payment History Analysis Report, Customer Alpha Customer List Report, Customer Master List Report, and Customer Trial Balance Report.

Transfer Location (Incoterms)

This 24-character free-form enterable field is paired with Freight Terms to assign Incoterms. If you specify an Incoterm in Freight Terms, standard practice recommends that you also define the Transfer Location, which is the named destination, port of discharge, port of destination, or port of shipment. Specify an appropriate location based on your Incoterms recommended workflow.

Update Sales Manager

Select this option to store Sales Order Entry ordering information in the Sales Manager tables. Yearly totals for the units sold, new sale, discount taken, and costs are tabulated in Sales Manager, which provides sales analysis, customer ranking, and customer sales history.

Use Central Distribution Center (CDC)

Select this option if the location you specified in the Warehouse field for this customer is replenished with stock from a central distribution center (CDC). The location in the Warehouse field must be set up in Product Warehouse Description Setup with a CDC warehouse assigned in the Central Distribution Center Warehouse field. When you create Stock Orders (SO) for this customer in Sales Order Entry, the CDC warehouse is defaulted in the Warehouse field. The customer’s home warehouse is defaulted in the Sales Warehouse field.

Warehouse

Specify a default warehouse if this customer generally orders products that are contained in one warehouse. Customers can only order products from one warehouse at a time; an order cannot contain products from more than one warehouse. The default warehouse is automatically displayed on each order, but you can override.

This hierarchy is used to update the Warehouse value when you create an order in Sales Order Entry:

• SA Operator Setup
• Customer Setup
• Customer Ship To Setup
• Sales Order Entry

If you fill sales orders from a central distribution center, specify the customer’s home warehouse in this field. The warehouse you select must be set up in Product Warehouse Description Setup with the CDC warehouse assigned in the Central Distribution Center Warehouse field. When you create an order for this customer in Sales Order Entry, the CDC warehouse is assigned as the Warehouse, and this home warehouse is defaulted in the Sales Warehouse field.

Pricing

Delivery Print Price

Select Do Not Print Price, to not include the price on the Delivery Document.

Select Print Price, to print the product price on the document.

Note:  If the Print Price option is selected, the extended Net Amount for each line is printed on the pick ticket. The individual per unit price is not shown.

Select Print Price W/O Discount to print the product price without the discount.

Select Require OE Entry to require customer service representatives (CSRs) to specify the price to be printed on the document. CSRs specify the price in the Delivery Print Price field in Sales Order Entry-Select Product-Customer Order Settings.

Note:  Delivery Print Price is an optional field. To ensure this field is displayed, use the Personalize feature in Sales Order Entry to add the field. If you require CSRs to specify this price, but do not ensure that this field shows, CSRs receive an error (6931) and cannot complete customer order settings.

Line Discount

The line discount level determines which discount within a price record is applied during Sales Order Entry. There are nine discount levels available within a price record. The line discount level is not used if the discount levels are based on quantity breaks.

If you accept the default 0 setting, line discounts are allowed for this customer.

Order Entry Special Price Costing Default

Product autofills price/costing information from the Product Setup record. Override (OE) autofills price/costing information from the unit of measure specified as the OE default on the Product Special Price/Cost Setup record. If no Product Special Price/Cost Setup record exists, the information autofills according to the Product Setup. Select Not Special to price/cost the product in the selling/stocking unit of measure as if it were not set up for special price/costing in Product Setup.

If this default type does not match an existing Product Special Price/Cost Setup record, then the OE default is used. If there is no OE default, then the Product Setup default is used.

Order Discount

The order discount level relates to the discount level set up in PD Whole Order Discount Setup. The order discount level does not apply if the record is based on quantity breaks.

The discounts can be based on a customer/ship to, total order quantity, or total order amount. Whole order discounts are calculated at the end of the order based on the customer, total order quantity, or total order amount, minus addons. When you run the Sales Entry Invoice Processing Report, the whole order discount is prorated back to each line item.

If you accept the default 0setting, the customer does not qualify for whole order discounts.

Order Max

Specify an amount in this field if the customer is not allowed to purchase more than a specific amount per order. Any order exceeding the maximum is placed on hold for supervisor approval. This field is optional.

Order Min

Specify an amount in this field if the customer must purchase a minimum amount before an order is accepted. Any order that does not meet the minimum is placed on hold for supervisor approval. This field is optional.

Pick Print Price

This option applies to pick tickets only. Select this option if you or the customer would like to print the prices of each product on the pick tickets. If you use the pick ticket as a packing slip, the customer can require that the prices be printed.

Storeroom

If you use Storeroom, this option is checked when an issue is submitted, and the pick ticket is printed, but there is no employee ID associated with the issue. If the Print Price option is selected, the price is printed on the pick ticket. If an employee ID is associated with the issue, the Print Price on Pick Ticket setting on the Storeroom Employee record is checked

Price and Discounting Customer#

Tie this customer’s pricing and discounting records to another customer. Specify the customer number of the other customer in this field. For example, if Customer 100 has a PD Customer # of 200, then the pricing for Customer 100 is based on price and discounting records defined for Customer 200.

Price Level

Specify a Price/Discounting Price Level. This value should be the most common level that is used, but does not restrict a customer to only this level. The price level determines which price is displayed during Sales Order Entry. There are nine price levels available within a price record. The price level is not be used if the pricing record is based on quantity breaks.

If you accept the default 0 setting, Price/Discounting pricing is not allowed for this customer. The base price is taken from the base price or list price in Product Warehouse Product Setup.

Price Type

If you use multiple level pricing, then specify a default customer price type for the customer. Customer price types are defined in SA Table Code Value Setup and assigned to these customer type pricing records in PD Pricing Setup:

• Level 3 Customer Type/Product
• Level 4 Customer Type/Product Type, Customer Type/Rebate Type, and Customer Type/Rebate Sub Type
• Level 6 Customer Type records

This value associates the customer to the customer type pricing records. You can set up additional price types for the customer in Customer Price Type Setup. Click Multiple Price Type access Customer Price Type Setup.

This value is not required. If you do not specify a price type on the customer record, Levels 3, 4, and 6 are skipped when the standard pricing hierarchy is used to find the system price. If you do specify a price type on the customer record, only that price type is used to find the system price. The price types that you specify on Customer Price Type Setup records are used to find a price within the multiple level hierarchy.

The price type for a ship to takes precedence over the price type for the customer.

Rebate Type

The rebate type for this customer. The rebate type enables you to group customers for rebate purposes. The customer rebate type is set up in SA Table Code Value Setup and your entry in this field is validated. If the customer rebate type you specify does not exist in SA Table Code Value Setup, you receive an error message and cannot continue until you have specified a valid rebate type.

If multiple customer rebates are set up for this customer in Customer Rebate Type Setup, click Multiple Rebates Types to access Customer Rebate Type Setup.

Note:  Security for Customer Rebate Type Setup is defined in SA Operator Setup-Function Security.

Show Negative Quote Overage

Select this option to show negative overages, where the price of the product on the original quote is greater than the price on the current revision, in the Sales Entry Quote Print Report.

If you do not select this option, the Sales Entry Quote Print Report shows zero for the overage if the original price is greater than the price on the current quote revision.

Payment

Block Credit Card Creation

During sales order entry, you can allow an operator to create credit card and ACH tokens for a customer “on the fly.” You can also prevent the creation of tokens at the company and customer level. Use this setting if your company a) does not want to store tokens at all, b) uses a miscellaneous customer account that you do not want to store tokens for, or c) does not want to store tokens for specific customers or shiptos.

If you block token creation at the company level, you cannot create new tokens. In Customer Credit Card Setup and Sales Order Entry, the Add New Card option is unavailable. If you allow token creation at the company level, but block new tokens for a specific customer/ship to, the Add New Card option is unavailable for that specific customer. Blocking at the customer level does not block all ship tos automatically; each ship to can be blocked or allowed by the ship to settings.

Invoice To

The finance company's number, if this customer has a floor plan agreement. The finance company's Customer Setup record must already be set up. This indicates invoices for this customer are to be sent to a third-party finance company.

You can enter a Customer Setup number that is a non-finance company. This way you can set up the number on the Customer Setup record and then set the record to a finance company later. You are not allowed to enter orders for that invoice until the Finance option is set correctly.

Payment Type

Use this option to associate a payment type with a specific customer. Typically, you select the most common form of payment this customer uses. You must have already set up a customer with a payment type and credit card in SA Table Code Value Setup-Payment Type and in Customer Credit Card Setup. This type code defaults in the first payment position on the Sales Order Entry-Collect Payment view, but you can override it.

Tendered By

When you accept payment during Sales Order Entry and access the Collect Payment view, totals can be displayed for the amount Ordered or the amount Shipped, based on the default established here. Typically, retail customers tender payments or down payments based on total quantities ordered, whereas wholesale customers usually pay at the counter for only shipped orders, or orders they are picking up.

If you use the Credit Card Interface, the default payment amount for Counter Sales is not forced unless the option Force Counter Sale Tendering is selected in SA Administrator Options-Documents-Sales Orders-Entry Settings. The payment amount defaults if the customer's Sales Order Status is Cash Only in Customer Setup-Customer-Credit-Credit History and Settings, or if it is a Return Merchandise order or an order with a negative amount due to refunds on the order.

The default is Shipped.

DATC Method

Product Charge

Select a product surcharge method and then specify the amount for each customer. The surcharge amount used in Sales Order Entry can come from this record or from the Product Warehouse Product Setup balances record, depending on the method selected here.

The method is user-defined in the Surcharges Screen Label field in SA Administrator Options-Product-Costs. Examples of common surcharge labels include RUSH, HAZ for hazardous materials, and DATC for Destination Area Transportation Charge. The DATC is a type of freight-in charge your customer can incur for products ordered from you because your customer is in an outlying area not normally serviced by common shipping providers.

If you select Product Charge, the amount set up in Product Warehouse Product Setup defaults on the Sales Order Entry Addon view.

If you select Customer Charge, the amount that is established here in Customer Setup is used. The product surcharge amounts for all products on an order are totaled on the Sales Order Entry-Addon view and are listed on the Extended view for individual lines that have surcharges applied.

If you select No Charge, the surcharge defaulted in Sales Order Entry is zero, even if an amount is entered. If this customer should not incur a surcharge, select No Charge.

Amount (No Label)

The surcharge amount that defaults on the Sales Order Entry-Addon and Extended views for lines that have charges when the Product Charge method is Customer Charge. The surcharge can be overridden in Sales Order Entry.

Addons

Addons 1-8

Eight addon codes can be specified for a customer and can default to Sales Order Entry. Addon entry enables an unlimited number of addons per order. The addon that is specified in the first and second positions are assumed to be the Freight In and Freight Out addons.

Addon codes are set up in SA Order Entry Addon Setup.

Bill Direct PO Addons

Use this option if you are billing Direct Order (DO) purchase order addons directly to the customer on a tied sales order. This option is available only if your SA Administrator Options-Documents-Sales Orders-Back Orders option, Bill Direct PO Addons To Sales Orders is selected. Your options include: None, All, Freight Only, or Other (Non-Freight). This designates whether direct PO addons are applied to the customer sales orders with tied DO POs and what type of addons are billed.

If you select None, no PO addons applied to DO purchase orders are passed to the sales order. This excludes this customer from your company-wide program to bill direct PO addons to sales orders.

Select All to pass all PO addons applied to DO purchase orders to the customer’s sales order, regardless of the PO addon type: freight or non-freight.

If you select Freight Only, only those PO addons applied to the purchase order that are set up in SA Table Code Value Setup-PO Addons as Freight types are passed to the sales order.

If you select Other (Non-Freight), only those PO addons that are set up in SA Table Code Value Setup-PO Addons with the Freight option not selected on the Extended Information view are passed to the sales order.

Include Addons

Select this option to indicate whether addons are included in the terms discount calculation for a sales order. The terms discount calculation is performed when SA Company Setup-Taxing is set to VAT. Use this option only when the customer’s Terms Discount is set to Net. Do not use this option if the Terms Discount is set to Gross.

Require Freight In/Out

The Freight In and Freight Out options determine if Addons 1 and 2 are required on each order for this customer. If you do not select either of these options, Addon 1 and Addon 2 are still the default addon values in Sales Order Entry, but are not required.

You can inquire on orders in Sales Order Inquiry where this option is selected. This enables you to find those direct ship sales orders that have not been invoiced because freight charges have not been applied.

Service Warranty

Exclude Addons 1-4

You can exclude SRO Addons that have been designated in Product Warehouse Description Setup at the customer level. Select the check box for any addon you want to exclude. If you exclude addons at the customer level, that exclusion impacts all warehouse addons. For example, if:

• the customer has excluded addons 1 and 2, and the main warehouse has addons 1, 2, and 3 designated, and the remote warehouse has addons 1 and 2 designated,

then:

• an SRO for a remote warehouse would exclude addons 1 and 2, and an SRO for the main warehouse would also exclude addons 1 and 2, but addon 3 would be valid.

Intrastat

Terms of Delivery

If your Tax Method in SA Company Setup-Taxes is Value Added Tax (VAT), you must set up additional table values, such as Terms of Delivery, for Intrastat sales reporting in SA Table Code Value Setup. Then, select a term of delivery for this Intrastat customer.

National Program

If you have enabled the National Program functionality, the National Program section is editable. Sales Order Entry requires a customer record to process invoices. To process Correction (CR) type orders for National Program functionality, a customer record set up as a National Program Claim Account is required for the vendor [Manufacturer]. Ensure you also create a vendor record for the vendor in Vendor Setup. When you set up a Customer Setup record as a National Program Claim Account, specify the general customer, contact, billing, taxing, and eCommerce information needed for standard processing through Sales Entry Invoice Processing Report. If you are creating a regular customer record, do not use the National Program section in Customer Setup-Ordering.

Manufacturer Sales