Enter Preliminary Customer

This document explains how you enter a preliminary customer with basic customer data. The basic customer data includes geographical information, contact information, commercial terms such as packaging terms, delivery terms, pricing, and discounts.


A preliminary customer is entered with geographical, contact, and commercial information.

The Customer Master - OCUSMA table is updated:

Follow These Steps

  1. Start 'Customer. Open' (CRS610/B).

    The system uses a forced panel sequence when you create a customer. The forced panel sequence guides you through all the necessary panels in order to create a customer, even if any panel is omitted in the sequence set in 'Customer. Open' (CRS610/P). Panels that are part of the forced panel sequence vary depending on the components that are installed in 'Company. Connect Division' (MNS100).

  2. Enter the customer number and the customer type, and select Create.

    The customers can be created only when the sorting order is set to 1. You can create a new customer or copy an existing customer.

  3. Set the status to 10 (Preliminary) on the E panel.

    See the Parameters to Set section for information on various statuses.

    The customer status on the E panel must be set to 20 (Definite) for a preliminary customer to be activated.

  4. Enter the relevant customer data on the E, F, G, and H panels.

    See the Parameters to Set section for a detailed description.

Parameters to Set

Program ID/Panel Field The field indicates …
(CRS610/B) Customer number

…the unique identification of a customer. It can contain up to ten positions and is alphanumeric.

For temporary customers (customer type 9), the customer number must be within a defined range where only customers with customer type 9 can be entered.

M3 automatically proposes the next available customer number during customer entry. If a number series is specified, the next available number in the number series is proposed. This function can be activated or deactivated in panel P.

Example: To indicate that the new customer number should contain seven digits and be proposed from series 5000xxx, enter 5000??? in the customer number field and then press Enter.

The next available customer number from the specified series is then proposed automatically. This number can be changed if necessary.

(CRS610/B) Customer type

…the type of customer.

The valid alternatives are:

0 = Normal customer. Can also be the payer or bonus/commission recipient.

1 = Bonus/commission recipient only, not the orderer.

2 = Payer only, not the orderer. Can also be the bonus/commission recipient.

7 = Internal customer. Accounts receivable is not updated during invoicing.

8 = Temporary customer created during order entry of a temporary customer group (see customer type 9). This customer type cannot be specified when entering a new customer in the customer file.

9 = Temporary customer group. For each customer order entered, a new record is automatically created in the customer file. The first positions of the record correspond to this group number.

(CRS610/E) Status

…the status of the customer.

The valid alternatives are:

10 = Preliminary

20 = Definite

90 = Blocked/expired.

Besides these alternatives, the following alternatives can also be used when importing from M3 Sales and Marketing:

11 = Temporary customer number, assigned when errors detected during automatic numbering. This status is raised to 12 when a new customer number is entered.

12 = Incorrect values for customer number. This status is raised to 20 when the errors are corrected.

(CRS610/E) City …the city in an address. The information is mandatory when address formatting is used, and when a city is an address element used in 'Address Formatting Rule. Open' (CRS117). Address formatting rules are defined for each country in 'Country. Open' (CRS045).
(CRS610/E) Language …the language that should be used on external documents when corresponding with customers and suppliers.
(CRS610/E) Postal code

…a postal code for a specific address.

The postal code is an address element that can be part of an address line if address formatting rules in 'Address Formatting Rule. Open' (CRS117) are used.

(CRS610/F) Salesperson

…the person responsible for sales to a customer.

The salesperson can be used as a statistical category in order entry and for sales statistics.

During customer order entry in 'Customer Order. Open' (OIS100), the salesperson from the customer file is defaulted but can be changed.

(CRS610/F) Customer group

…the customer group to which the customer belongs.

Customers are connected to customer groups in 'Customer Group. Open' (CRS145). The customer groups can then be used as selection and sorting criteria. For example when generating statistics on order entry and sales.

(CRS610/F) Customer order type …a default order type during customer order entry.
(CRS610/G) Packaging terms

…terms that can be applied when goods are packed.

Packaging terms are printed on the picking list to inform the packing personnel about the packing requirements.

Packaging terms can be entered for each customer in the customer file. The terms are displayed by default when entering order but can be changed.

(CRS610/G) Warehouse

…the physical location from which delivery of customer orders can be made.

For each customer, the warehouse used for deliveries is entered in this field.

If the customer is internal (customer type 7), the warehouse represented by the customer is entered, that is, the warehouse receiving the delivery.

Warehouse defined in the customer file is displayed by default upon an order entry, but can be changed if the customer is not type 7.

(CRS610/G) Delivery terms

…whether the responsibility of the transport is transferred from supplier to customer. Responsibility can, for example, refer to payment, insurance terms of the supplier.

Delivery terms are used at customer entry to be able to display the entered delivery terms at order entry.

For freight documents created from the transportation planning routines, delivery terms are retrieved from the selected route and managed by the shipment regardless of the value in this field.

(CRS610/G) Delivery method

…methods that are normally used when deliveries are made to the customer.

This information is displayed by default when entering customer orders and when entering a delivery address for a customer.

(CRS610/G) Address no

…the delivery address to be proposed by default when new customer orders are entered.

If this field is left blank and no address is specified on the customer order, the customer's mailing address will be used as the delivery address for the order.

The address number is for all address types. For example, the number 100 can be both the delivery address and invoicing address.

(CRS610/G) Facility …the company unit that usually has contact with the customer. In this case, the unit is used as search criteria to find the customer.
(CRS610/G) Display valid delivery addresses

…whether or not delivery addresses are displayed during order entry.

The addresses will be displayed provided the customer order type allows it; that is, the 'Display delivery address' field is activated in 'CO Type. Open' (OIS010/E).

The valid alternatives are:

0 = No display.

1 = Display, provided that at least one address with address type 01 exists.

2 = Display, provided that more than one address with address type 01 exist.

3 = Display, provided that at least one address with address type 01 exists. Selection is mandatory.

If the customer order type category is 1 (normal order) or 4 (quotation), only valid delivery addresses will be displayed. For other CO type categories, valid as well as invalid delivery addresses will be displayed.

(CRS610/G) Place

…the ID of a geographic location or a place, such as a city, town, or airport.

These IDs are used in the route management to define the following:

- Valid loading points to be assigned to supplying warehouses

- Valid unloading points to be assigned to consignees, that is, customers, warehouses, suppliers and subcontractors.

In addition to the loading and unloading parameters given above, the following must be defined in order to establish a route network and to assign consignees:

- Routes with valid loading and starting points and eventually predefined unloading points, depending on the route type (see separate field help in 'Route. Open' (DRS005).

(CRS610/G) Unloading zone

…the place of unloading that is divided into several zones. Each zone can be linked to one or more delivery addresses. As a result, you can determine the sequence in which the packages are loaded on the transportation equipment.

Postal codes can be used as an alternative to using unloading zones. Enter your alternative in 'Route. Connect Unloading Places' (DRS021).

(CRS610/G) Labor code- trade statistics (TST)

…the code that is used to distinguish between different types of transactions that are reported in the trade statistics. The code entered here is optional.

For exports, you enter the labor code for each customer order type. It can then be changed for an individual customer order or order line. For imports, you enter the code in ((PPS095), parameter 400). It then acts as a default value in each purchase order line.

(CRS610/G) Attribute pricing rule

…rules that should be used when calculating attribute-based prices or charges.

The valid alternatives are:

1 = Expected attribute values are used as base

2 = Actual attribute values are used as base.

An alternative entered on the supplier master is used as a default on the purchase order line.

For customer orders, an alternative entered on the customer master can be used to set the value on the customer order line. The function Field selection for customer order type in 'CO Type. Update Field Selection' (OIS014) controls the origin of values for a customer order.

For alternative 2, the reported attribute values for the stock entries/dispatch made for a purchase line/customer order line are used. These are obtained through the transaction history.

(CRS610/G) Price list table …a joint ID for the sales prices of several items. Price list tables enable you to process several sales price lists for customer orders for each item.
(CRS610/G) Discount group- customer

…the customer discount group.

Customer discount groups are entered for each customer in 'Customer. Open' (CRS610) and can be used as a control object for calculating customer order line discounts.

(CRS610/H) Bonus group …the bonus group that is used to connect a customer to a bonus or commission group. This group is used as a selection key in the routines for bonus and provision, sales statistics, and so on.
(CRS610/H) Invoicing group

…the invoicing group that is used to group different customer order types.

When you request invoicing in 'CO Invoice. Print' (OIS180), the invoicing group can be selected. Only order types within the selected invoicing group will be invoiced.

You can then select which order types should be invoiced. The invoicing group can also be specified for each customer. If the customer's invoicing group is different from the order type's invoicing group, the value set for the customer is used.

(CRS610/H) Commission group …the commission group used to connect a customer to a bonus or commission group. This group is used as a selection key in the routines for bonus and provision, sales statistics, and so on.
(CRS610/H) Customer document group

…a group of customers to which the same customer documents should be sent. In addition to the customer document group, the order type determines which documents will be sent.

Customer document groups are entered for each customer in the customer file. The customer document groups entered in 'Customer. Open' (CRS610) must first be entered in the system.

More document numbers can be connected to a customer order in 'Customer Order. Connect Documents' (OIS104).

(CRS610/H) Price printout

…how prices and discounts should be printed on confirmation and invoice documents.

The valid alternatives are:

1 = Complete line specification, quantity, price, line discount, line net and order total are printed.

2 = Only quantities and order totals are printed. Price, line discount and line net are not printed for goods lines.

3 = Order total and line specification with quantity and line net are printed.

4 = Order total and line specification with only line net are printed.

5 = Complete line specification, quantity, price, line discount or net price (see note 1), line net, and order total are printed.

Note:  The following concerns only the customer order confirmation, the customer quotation, the pro forma invoice and the invoice:

'Price printout' 5 depends on the net price method in 'Settings- Customer Order Entry' (CRS720). If the net price method is set to 1, then the line discount is printed (the printout will be as for price printout 1). If the net price method is set to 2, then the net price is printed.

(CRS610/H) Statistics Identity 1 / 2 customer

…a user-defined customer statistics accumulator.

Statistics field 1 is validated against the table in 'Customer Statistics identify 1. Open' (CRS192) and Statistics field 2 is validated against the table in 'Customer Statistics identify 1. Open' (CRS197).

Statistics field 1 can be changed for every customer order, but not statistics field 2.

The headings for these fields are defined in 'Settings- User-Defined Stats Fields' (CRS715).

(CRS610/H) Accounting control object …a user-defined field, but is most often used to control account entries and is therefore an accounting object that can be verified and changed in 'Control Object. Open User-defined' (CRS335).
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