Customer Creation

Version: As of version 16.03

Purpose

To add customer records for the order to cash process

Security and Configuration

Security/Permissions The following are required for this process. Note: Additional security may be required. See your system administrator for security access.

  • Users - management

Configuration Prior to adding a new Bill-to, the following items must be set up:

  • Billing Group - assist with sales and billing analysis; assigned to Bill-to records for the purpose of credit management.
  • AR Account - specifies which AR account transactions for this Bill-to will post to.
  • Broker - one of two commissionable individuals associated with customer accounts.
  • Ship Via - defines the default Ship Via this Bill-to uses. Can be changed during Sales Order entry if needed.
  • Freight Type - defines the default Freight Type this Bill-to uses. Can be changed during Sales Order entry if needed.
  • Currency - defines the Currency in which transactions for this Bill-to record should be posted.
  • Terms - defines the Payment Terms this Bill-to Customer will be charged.
  • Sales Reps - there is no limit to the number of Sales Reps that can be assigned to a customer, the only stipulation is that the total sales assignment percentages must equal 100%.

In order to create a new Ship-to, the above items and a Bill-to Company must be set up.

The "Sales User 1-5" fields on the Ship-to Defaults tab must also be filled in for each Bill-to record. If the company does not utilize these fields, the default selection can be left as "None". The display name for the "Sales User 1-5" fields are defined via System > Maintenance > Captions and the pick lists are defined via Sales > Maintenance > Sales User 1-5.

Related Processes

Procedure

Adding or modifying a Bill-to Company

Bill-to Companies denote the party responsible for making payments on invoiced Sales Orders.

  1. Navigate to Sales > Customers. Verify that the Report type is set to "Bill-to Company" and click the "Add Bill-to" button. If modifying an existing Bill-to, follow the steps below but select a company to edit from the "Bill-to Company" field and click the "Modify Bill-to" button instead.
  2. On the Edit Bill-to Company form header, enter the company’s name in the "Bill-to Company" field. Users must also make selections in the "Billing Group", "Print Invoice to", "Print Statement to", and "AR Account" fields on the General tab. Additional information can be entered on the General tab, but is not required.
  3. On the Ship-to Defaults tab, select the appropriate values for required fields, which will be used as the default values for new Ship-to Companies for the specific Bill-to Company being added/modified. For more information, refer to Managing Customers Using Ship-to and Order Defaults.
  4. On the Credit tab, select appropriate terms. Additional information can be entered but is not required.
  5. At a minimum, a Sales Assignment must be designated. On the Sales Assignments tab, click the "Add" button. Use the pick list from the "Sales Rep" field on the Edit Sales Rep form to assign a user as the Salesperson. Multiple Sales Reps can be assigned to a customer, but the total Sales Assignment Percentages must equal 100%. Once assigned, click "Save" and close the Edit Sales Assignment form. For more information on using Sales Reps, refer to Managing Customers Using Sales Assignments.
  6. When finished making all changes, click the "Save" button and commit the new Bill-to record to the database.

Note: The "Display" icon next to Delete allows users to check which Ship-to addresses are active, inactive, or all.

There is also the option of having Bill-to EDI setup in DEACOM, outlined as follows:

  1. Bill-to DBA block must contain the TP BT Address Location Number (received in 850/875 Import data and sent on all returned EDI documents).
  2. DEACOM will lookup the DBA value to properly assign the Bill-to on the Sales Order.
  3. Bill-to User Fields (5 used, 2 required):
    1. Required - EDI FOB, pick list (DE = Destination, OR = Origination).
    2. Required - EDI Packaging, pick list (CTN = Carton, PLT = Pallet).
    3. Used - EDI TBDC, Terms Basis Date Code (defaults to Ship Date - no value, can override default to Invoice Date, or any valid value).
    4. Used - EDI Terms Type Code (defaults to Basic - no value, can override default with any valid value).
    5. Used - EDI UOM Override (no value required, can be "Yes" to override default DEACOM UOM with TP Imported UOM).

Adding or modifying a Ship-to Company

Ship-to Companies can be assigned to Bill-to Companies and designate where a Sales Order will be shipped. If the "Default Ship-to Company" flag on the Ship-to Companies tab of a Bill-to is checked, it will automatically be selected when its Bill-to is used for a Sales Order.

  1. Navigate to Sales > Customers. Verify that the Report type is set to "Ship-to Company". The "Bill-to Company" field can be filled in to assign a company to the Ship-to, but does not have to be. Click the "Add Ship-to" button. If modifying an existing Ship-to, follow the steps below but select a company to edit from the "Ship-to Company" field and click the "Modify Ship-to" button instead.
  2. On the Edit Ship-to Company form, note that some of the information in various tabs may be populated from a selected Bill-to. This information can be overwritten if needed. If a field is not populated, the "Copy Bill-to" button on the Edit Ship-to Company form can be used to automatically fill in fields from the selected Bill-to.
  3. On the Edit Ship-to Company form header, enter the company’s name in the "Ship-to Company" field. Additional information can be entered on the General tab, but is not required.
  4. On the Order Defaults tab, enter the values for the required fields for this Ship-to Company. For more information, refer to Managing Customers Using Ship-to and Order Defaults.
  5. Make any additional changes to the new Ship-to Company on the desired tabs. When finished making changes, click the "Save" button and commit the new Ship-to record to the database.
    1. Note: In order to link a Bill-to Company to the Ship-to Company, navigate to the Bill-to Companies tab and add the Ship-to Company.

Note: The "Display" icon next to Delete allows users to check which Bill-to addresses are active, inactive, or all.

There is also the option of having Ship-to EDI setup in DEACOM, outlined as follows:

  1. Ship-to DBA block must contain the TP BT Address Location Number (received in 850/875 Import data and sent on all returned EDI documents).
  2. DEACOM will look up the DBA value to properly assign the Ship-to on the Sales Order.
  3. Ship-to User Field (1 required):
    1. Required - EDI Item ID Lookup, indicates how Ship-to Customer orders Parts (BPN = Buyer Part Number, EAN = EAN, GTIN = GTIN, ISBN = International Standard Book Number, NDC = National Drug Code, UPC = Consumer Package Code, UPCCC = UPC Case Code, VPN = Vendor Part Number).

Using Ship-to and Order Defaults - The Bill-to record contains a "Ship-To Defaults" tab which provides certain default values anytime a new Ship-to record is added for the selected Bill-to record. The Ship-to record contains an "Order Defaults" tab which provides certain default values anytime a new order is created where the selected Ship-to record is specified. In DEACOM, the system evaluates the Ship-to record when providing defaults to the order, not the Bill-to record.

Managing Customers and associated Credit

How is Customer Credit and Tax managed?

Using Credit Limits, Holds, and History - The process for setting Credit Limits and Credit Holds in DEACOM is explained via the Managing Order Terms and Customer Credit page.

Using Authorized Terms - The Authorized Terms tab manages the assignment of payment terms to Customers. If a Term has the "Add to Bill-to/Ship-to only" flag checked, it may then be added to the Authorized Terms tab of the Company record. When entering new Sales Orders for the Company, the Term that populates automatically may be changed to one of the records listed in the Company's Authorized Terms tab. This feature is useful for creating special terms available to certain customers based on their credit/sales history with the company.

Using Tax Regions - The Tax Regions tab is used to establish Regions where sales to this customer are normally taxable. The Tax Regions set on the Bill-to record serve as the default when creating new Ship-to records associated with this Bill-to record. Likewise, the Tax Regions set on the Ship-to record serve as the defaults which will be entered on the Sales Order when entering orders for this Customer.

  • Note: Individual Ship-to Customers can be setup as tax exempt from Facility Tax Regions.

Additional Information

How are order defaults and overrides established?

Using General Ledger Overrides - In DEACOM, GL Overrides is the behavior where transactions (like shipping or invoicing Sales Orders, and receiving or invoicing Purchase Orders) can override the GL code affected, based on the Facility where the transaction took place or based on the customer on the transaction.

How is company-specific data tracked?

Using company-defined User Fields - DEACOM allows the creation of user-defined fields that, once created, are available on various master data records such as items, Vendors, and Ship-to Companies. These fields allow companies to enter and store information outside of the fields provided in the system. Most user fields are available for printing on Sales Order documents.

How can selling certain items be restricted?

Using Restricted Selling Groups - Items with Inventory Categories, Sub-Categories, and/or Item Search 1-5 fields marked true for Restricted are not available for sale unless specifically designated. The "Restricted Selling" tab allows items with restricted Categories/Sub-categories/Item Search 1-5 fields to be assigned to a Bill-to and/or Ship-to company, making them available for sale to that Company.

Using Ship From functions - The Misc 1 tab of the Sales Order contains a "Ship From Company" field. The available options in this field is populated from the list of active Ship-to Customers. This field is used in connection with Pricing Orders in DEACOM. If the Ship From is filled in on a Pricing Order, the system will only use that pricing order to price orders with the same Ship-From.