The Customer Entry Program is where you will be mainly entering your New Customers or be making any changes to existing customers’ data.

Before creating a customer file, you need to create the following files:

Salesperson Codes in "Salesperson Code Entry" in SALES MANAGEMENT (2.2.1.1). Location Codes in "Location Entry" in SYSTEM MANAGEMENT (10.2.5.1). Customer Price Codes in "Customer Price Code Entry" in SALES MANAGEMENT (2.2.2.1). Customer Codes in "Customer Code Entry" in ACCOUNTS RECEIVEABLES (6.1.5.1). Customer Sort Codes in "Customer Sort Code Entry" in ACCOUNTS RECEIVABLES (6.1.6.1).

A background program exists that tracks changes to the Customer file. This file is called CUST.TRACKING. The only way to retrieve the data is through TCL or ODBC.

It is mandatory to enter the Customer Number (Phone Number), Name, Servicing Location, Price Code, Tax Code, and Payment Terms.

The recommended format for setting up a Customer Number is using their area code and phone number. If the phone number changes, it is easy to change the Customer Number and keep all information intact. The system will default to the telephone area code of the store Location, set up in “Location Entry” in SYSTEM MANAGEMENT (10.2.5.1 field 5), whenever you enter a 7-digit phone number.

1. The Date Entered is very helpful when giving credit information or a customer referral.

2. The Name of the business is the name that will appear on Invoices, Statements and all reports.

3. The Legal Name is used for a reference and will not be printed on the Invoice or any report.

4. The Shipping Address is the address printed on the Invoice. Use this address as your delivery address, not a P.O. Box Number. There are two lines available for this address.

5 - 6. If the Zip Code (5) entered is already in the system, the city, state and country (6) will be entered automatically. If the Zip Code is new to the system, the system will allow you to enter the information into "Zip/Postal Code Entry" without exiting the program.

7 - 9. The Mailing Address is printed on the Statements. If no mailing address is listed, the system will use the Shipping address.

       

10. The Owner’s Name will be validated against a list of Owner Names when entered. If not found in the list of existing owners, you will be prompted to "Enter <A> to Add." A <?> lookup is also available, allowing you to select an Owner that had been entered previously. Within the lookup, you can also enter <.> to add a new Owner. This will help to minimize entry errors when entering the Owner Name. All Reports that use Owner Name as a selection criteria will make use of the Lookup and validation features. When using wildcards in a report prompt, no validation will occur.

11. The Referred By is the name of the person or the source of advertisement that was the referral basis for this customer.

12. The Accounts Payable Contact is the Accounts Payable clerk you would call to collect money from the customer. This will be displayed at the "Customer Inquiry" screen (6.1.2).

13. With so many people having a business phone, home phone, mobile phone, or fax number, you have the ability to enter Alternate Phone Numbers and a short description.

If the Customer Number is changed to another area code, the Alternate Phone Number’s area code will be changed to match the Customer Number. The original Alternate Phone Number must have the same area code as the original Customer Number to be changed.

The first Alternate Phone Number with the description FAX will be displayed at “Customer Inquiry” (6.1.2) in the bottom highlight bar.

14. The Salesperson of Record is the salesperson assigned to this customer. The Salesperson must be setup in the system before they can be assigned to a customer. Please refer to "Salesperson Code Entry" in SALES MANAGEMENT (2.2.1.1) for instructions on how to setup Salespersons.

If the Salesperson of Record field is blank, the Counterperson Code will be used to fill the Salesperson of Record field in the Order record when created.

15. The Servicing Location is the Location that normally services this account.

The Customer Number will be displayed along with the customer's name on the Entry page two. If the Customer has already been entered, you may get to page two with the <PAGE DOWN> key.

16. The Bill To Number is used when you ship to one location (customer) and send the bill to another location (customer). The Bill To number must be a valid Customer Number.

17. The Price Code is the pricing level you assign this customer as the standard price level used for the bulk of their purchases. The Price Code must be set up in “Customer Price Code Entry” in SALES MANAGEMENT (2.2.2.1). This is a mandatory entry.

18. If the customer is a Charge customer, you must assign a Credit Limit. Review the account with the credit manager to determine the customer’s limit. When creating an order in “POS Order Entry” in POINT OF SALE (1.1), a message will appear when the credit limit has been reached. You may set the credit limit to “Unlimited” by typing a U.

Please refer to Customer Credit Limit Check in the General Help Section in Procedures, for more information on how Credit Limit checking works.

19. The Tax Code is the state, city and municipality sales tax rate for this customer. These tax rates must be set up in "Tax Code Entry" (6.1.7.1). This is a mandatory entry. Type NT (Non Taxable) and press <ENTER>, if the customer does not get charged tax on anything, including taxable items. This will override items marked "Yes" for the "Taxable Indicator" in "Inventory Entry” in INVENTORY (5.1.1 field 5).

Please refer to How Customers are Taxed in the General Help section in Procedures, on various ways a customer may be charged Sales Tax.

If you are unclear on the way the system calculates taxes, please contact the Perfection Software Support Department.

20. The Resale Tax Number is the customer’s Sales Tax Exempt Number.

All Customers Non Taxable:  If there is a tax number listed, all items will not be taxed if the "Ignore Tax # on Tax Calc" is blank in "POS Defaults and Comments" in SYSTEM MANAGEMENT (10.2.6.2 field 24 page 2). Even if there is a Tax Code listed, the items will not be taxed unless the part number is listed as "Taxable = Y" in "Inventory Entry" in INVENTORY (5.1.1 field 5).

All Customers Taxable:  The Resale Tax Number field is used just as a reference if there is a "Y" at "Ignore Tax # on Tax Calc" in "POS Defaults and Comments" in the SYSTEM MANAGEMENT (10.2.6.2 field 24 page 2). The system will look at the Tax Code to calculate taxes.

Items that are marked "Yes" at the "Tax Indicator" in “Inventory Entry” in INVENTORY (5.1.1 field 5) will be charged sales tax, even if there is a Resale Tax Number. Only those Customers marked as NT will not be charged tax.

21. If this customer requires a different Ship Via than the system default setup in "POS Defaults and Comments" in SYSTEM MANAGEMENT (10.2.6.2 field 1 page 1), type the Preferred Ship Via Code and press <ENTER>. Ship Via Codes are setup in “Customer Ship Via Entry” (6.1.9.1). The system default will be displayed at “POS Order Entry” in POINT OF SALE (1.1 field 4).

The option <PSC> is available to create a comment that only prints on Packing Slips. This feature is only available if the flag is turned on to use packing slips with alternate Shipto orders. The flag is found in MASTER.ALT.SHIP.PRINT.

Note: Packing Slip printing requires additional modification of the invoice print program.

You may enter Shipping Instructions for this customer. You must enter into the Preferred Ship Via field (21) for the Shipping Instruction prompt to appear. The Shipping Instruction will only be prompted in the Ship Via at “POS Order Entry” in POINT OF SALE (1.1 field 4) if the Customer Shipping Instructions are not blank. If blank, then the field will be suppressed.

The Customer Ship Day(s) prompt will follow the Shipping Instruction prompt. Enter  Customer Ship Day(s) of the Week for setting the Preferred Ship Date at "POS Order Entry" in POINT OF SALE (1.1). You will be able to modify the Date from the Ship Via field at POS. Valid entries are <MON>, <TUE>, <WED>, <THU>, <FRI>, <SAT> or <SUN>.

Enter the Ship Day(s) requested by the customer, separated by a space. The bottom highlight bar will display the selected Ship Day(s) once a customer has been setup. This prompt will allow customers to be assigned specific shipping days of the week, which will in turn be used to calculate a ship date for each order. The Ship Day will print only on Pick Tickets as a comment line after part numbers have printed.

To enable this feature, enter <Y> in "POS Defaults and Comments" in SYSTEM MANAGEMENT (10.2.6.2 field 73 page 4 -  Enable Customer Ship Date).

22. A customer may be set up to require a Purchase Order number before an order can be entered. Enter a <Y> and press <ENTER> if this customer must always have a PO number. When creating an Order, you will not be able to continue past the PO number field if the PO number is not entered.

23. If you have Special Inventory Tax you may enter a <Y> if the Customer is exempt from paying special Inventory Tax.

24. The Point of Sale Note is a free form field that you can use to have any message appear on the screen for your personnel only. The note is displayed at “POS Order Entry” in POINT OF SALE (1.1) after the Customer Number is entered.

25. The Payment Terms for a customer can be CSH (cash), COD (cash on delivery), or CHG (charge).

You may not change a Cash Customer to Charge or COD at "POS Order Entry" in POINT OF SALE (1.1). You may change a COD customer’s ticket to CSH but not to CHG. You may change a CHG customer’s ticket to CSH or COD. Charge terms require a Credit Limit.

The system treats a COD customer the same as a charge customer, therefore the sales will go on account for this customer. You must enter payments in "Payment Entry" in ACCOUNTS RECEIVABLE (6.4.1) when the payments are made.

You may enter payment terms for COD Customers. COD Invoices created with these terms will age the same way that a CHG invoice with the same terms is aged.

Individual Customer Payment Terms may be assigned for <CHG> customers. The Individual Payment Terms are setup in “Customer Payment Terms" (6.1.8.1). If the Customer is not a <CHG>, this field will be skipped.

26. The Statement Flag sets how a customer receives a statement. This is useful for not printing unnecessary statements for those customers that pay only from Invoices or prefer their statements emailed or faxed. The following choices are available:  <E> to Email the statement to the primary email address for this customer, <EC> to Email with a cover page, <F> to Fax the statement, <FC> to Fax the statement with a cover page, and <N> to Not generate a statement in any way.

Note:  Emailing and Faxing require optional software and additional setups. Please contact Perfection Software Sales Department for more information.

The Email and Fax option may be disabled for ALL Customers in “Statement Terms & Comments” (6.11.6 field 12). If disabled, the statements will print for all Customers.

27. There are three types of Billing Periods – Monthly, Weekly or Consignment. If there is no billing period listed, the system will default to a Monthly Billing cycle for Charge customers.

Separate Billing Periods may be entered (example:  M1, M2, M3, etc.) so that Monthly Statements, Weekly Statements and Service Charge calculations may be run multiple times by Billing Period.

Please refer to "Statement Terms and Comments" (6.11.6) for information on Customer Aging for Weekly and Monthly periods.

28. The Statement Note is a free form message that will only appear on this Customer's Statement.

29. The Service Charge is used to select whether this Customer will be charged a service fee for past due amounts. Service Charges must be set up and calculated in "Service Charges" (6.7) to apply the Service Charge to the Customer's account.

Invoices marked as Disputed in "Enter PO into Posted Invoice/Show Applied Items" (6.3.5) will appear with an asterisk (*). The Invoice is aged according to the Invoice Date and will still trigger Dunning Messages. Disputed Invoices are exempt from Service Charges.

30. The Customer Sort Code is used to group customers into classifications. The Sort Code must be set up in "Customer Sort Code Entry" (6.1.6.1).

31. The Authorized Buyers' name(s) will appear on the screen at “POS Order Entry” in POINT OF SALE (1.1). A maximum of twelve names will be displayed.

32. You may put a customer ON HOLD. You will not be able to place an Order at “POS Order Entry” in POINT OF SALE (1.1) for a customer ON HOLD.

The On Hold feature is very useful for those customers that you no longer sell to but have outstanding Receivables (example: Bankruptcy). You do not want to sell to these customers, even Cash sales, in this kind of situation.

A Payment on Account is allowed for Customers that are ON HOLD. A Customer put on HOLD may not conduct any business, other than making a Payment on Account. When a Customer is on HOLD, you must first change the Order Type to <PA> before entering the Customer Number in “POS Order Entry” in POINT OF SALE (1.1).

33. The Back Order Flag appears at "POS Order Entry" in POINT OF SALE (1.1) at the time of Finalizing the Order. Back Orders are created if the QtySh (Quantity Shipped) is less than the QtyOr (Quantity Ordered) amount. The ability to create Back Orders must first be set up in "POS Defaults & Comments" in SYSTEM MANAGEMENT (10.2.6.2 field 9 page 1). You may set the Back Order Flag default for an individual Customer. This will help your Counterpeople know whether this Customer accepts Back Orders.

The Customer Number will be displayed along with the customer's name on the Entry page three. If the Customer has already been entered, you may get to page three with the <PAGE DOWN> key.

34. You may enter a Statement Discount percent for this Customer. The discount will be calculated on the Current Balance consisting of Debit Invoices (DI), Credit Invoices (CI), and Warranty Invoices (WI), Adjustments and Recurring Sales.

The Discount Amount is manually entered during “Payment Entry” (6.4.1).

35. If the customer has a Statement Discount percent entered in field 34 (see above field), you may exclude the discount calculation on the Tax and Freight. The following will be excluded in the calculation of the discount:  Sales Tax, Inventory Tax and Freight.

36. The customer may be set for Open Item or Balance Forward Accounting Type. In an Open Item Account a specific Debit is assigned to a specific credit in “Payment Entry” (6.4.1) or “Cash Apply of Posted AR” (6.9). In a Balance Forward Account the oldest Debit will be applied to the oldest Credit.

37. You have the option of preventing a Customer’s purchases to be included in your Sales History. The options are:  I = Not Post to Inventory Quantity Sales History Files, P = Not Post to Posted Sales Summary File, and S = Not Post to the rest of the Sales History Files. You may have a combination of the above by typing in the letters without spaces between the options.

38. You may enter a Points Table to use to calculate Customer Sales Points. Point Tables are setup in “Point Table Entry”  (6.13.3).

39. A Special Pricing Model may be selected for this customer. Pricing Models are setup in “Special Pricing for Customers” in SALES MANAGEMENT (2.2.2.4).

40. You may enter the Customer’s Driver License Number to be used for informational purposes.

41. If you sell items to a customer on a consignment basis you may link a separate consignment Customer Account to the main Customer Account. This will keep the consignment information separate but displayed with the main account. You may view the Accounts Receivable total of a Consignment Customer that is linked to a Customer Account in the following reports:  Account Status – Quick Summary (1.4 in POS & 6.10.3 in AR), Account Status – Detail (6.10.2) and Customer Inquiry (2.1.1.1 in SALES MANAGEMENT & 6.1.2.1 in AR). This will give you the total picture when making decisions about collections and credit limits. The information is view-only and is not added to the main Customer’s Account Totals. The Consignment Customer Account name, account number and the Accounts Receivable total is displayed. Only those invoices that have been posted are added to the total. You must first create the Consignment Customer before being able to link the accounts.

42. The Best Pricing Manufacturer prompt allows you to give a customer the highest-level pricing in “Special and Quantity Discount Pricing” in SALES MANAGEMENT (2.2.4.1), no matter what quantity is sold. This may be set for one, multiple, or all manufacturers. Selling a part at “POS Order Entry” in POINT OF SALE (1.1), to the customer, from a manufacturer on this list will cause the “Special & Quantity Discount Pricing” to use the far right column for pricing, even if the customer does not purchase the higher quantity.

43. You may disable the credit limit override function, for “POS Order Entry” in POINT OF SALE (1.1), for this customer.

44. You have the choice of <Y> to Suppress Printing Prices on Pick Tickets, <N> to always Print Prices on Pick Tickets, or <I> to Suppress Printing Prices on Pick Tickets and Invoices in “POS Order Entry” in POINT OF SALE (1.1) for this particular customer. If left blank, it will default to the setting in “POS Defaults & Comments” in SYSTEM MANAGEMENT (10.2.6.2 field 19 page 2).

45. A customer may be required to have a mandatory Alternate Shipto address entered when creating an Order in “POS Order Entry” in POINT OF SALE (1.1). The Alternate Shipto prompt would then be automatically displayed when creating an Order for this customer.

46. A Service Charge percentage rate may be set for a customer that is different than the system-wide service charge. This is very helpful when financing equipment to a customer at a different rate than the default percentage used for delinquent accounts. If this field is left blank, the standard "Service Charge Percentage Rate" (6.7.6) is used.

47. You may specify how many days past due to put this Customer on HOLD. The Past Due will be calculated from the current System Date. If this field is blank, it will default to the setup in “Statement Terms & Comments” (6.11.6 field 10). Valid entry is from 1 to 999.

The Days Past Due to Hold Account may be password protected using the <P> option at this field. Once a password has been set up, a prompt will appear whenever you enter this field. If you are in a Customer Entry session and you correctly enter the password, the program will not re-prompt you for the password until you exit the Customer Entry program and start a new session.

48. You may enter <Y> to print List Price on an Invoice for this customer when it is Higher than the Unit Price, enter <N> to Not print List Price for this customer, or Leave blank to default to the setting in “POS Defaults and Comments” in SYSTEM MANAGEMENT (10.2.6.2 field 12 page 1).

49. You may enter a customer’s email address with a short description. You may email directly through the Fax Program by entering the email address at the <F>ax option. The fax image will be emailed. If an email is entered at this option that does not exist in Customer Entry, you have the option of adding it at that time.

The Fax program is an OPTIONAL program. Please call the Perfection Software Sales Department for more detailed information.

50. A POS Discount Percent may be added to every NEW Order for this Customer. The discount will be added when the order is started at “POS Order Entry” at POINT OF SALE (1.1), therefore it can be changed before the order is finalized. To delete the discount, press the <CONTROL> <C> keys at the same time.

51. You may disable the Hazardous Material Shipping Document from printing on Invoices for this Customer. If you have a relatively small Invoice form, this may be useful for saving forms when printing Invoices for those Customers who pick up 100% of the time rather than delivery.

52. You may enter a Preferred method of Auto Sorting part numbers when printing an Invoice for this Shipto customer. Leave this Blank to NOT Auto Sort Invoice by customer and default to the setup in "POS Defaults and Comments" in SYSTEM MANAGEMENT (10.2.6.2 field 33 page 3). The following are valid entries:  <P>art, <B>in Loc, <G>roup Code or Original <E>ntry Sequence.

53. You may enter a Blanket Purchase Order to use for the specific Customer when starting a new order at “POS Order Entry” in POINT OF SALE (1.1).

54. In the Competitive Model field you may store special pricing models to match competitors prices. You may enter an unlimited number of competitive models into each customer record however, duplicates will not be permitted. The competitive models will not be combined with the customer special pricing model. During the price calculation, the customer special price model will be processed first to arrive at the customer's price, and then each competitive model will be processed independently to determine the lowest price for the customer.

55.  The Minimum Price OR field will allow certain customers to buy below the minimum price.

* Enter <Y> to allow this customer to be sold below the minimum price setup in "Invoice Setup" (10.2.6.2 field 56).

56.  The Cash Apply Display field gives you and option to display the order numbers or the invoice numbers when when applying payments to a customers account.

* Enter <O> to Display Order Number(s) for POS Invoices during Cash Apply.

* Enter <P> or leave Blank to Display Invoice Number(s) during Cash Apply.

57.  The Cust Hold POS # feature is to help control what customers are allowed to purchase, or prevented from purchasing at Point of Sale. Customer Hold POS Entry (2.2.2.9) allows the creation of lists of Mfrs and Parts that are "On Hold". Just as you can flag Units of Measure "on hold" in Inventory Entry to prevent them from being sold to ALL customers, this works the same way

except it is specific by customer.

                                                                             

The program is laid out and works very similarly to Special Pricing for

Customers, and the order of entry is important (see example below).  As items

are being entered into a POS order, the "hold" lists are crossed from top to

bottom until a match is found. If no match is found, the item is not

considered on hold. Specific Part Number settings will override any Mfr settings.

                                                                            

Example:

                                                                            

                                          Customer Hold POS Entry

   

    Cust Hold POS Number : 1

1. Description                    : LIMIT GROUP A

2. Mfr    Name                          Group Code                     Unit                On Hold

    PPG   PPG INDUSTRIES           015                                                          N

    3M     MMM COMPANY        Y

    3M     MMM COMPANY                                                    Case                      N

    *                                                                                                  Y

                                                                            

3.Part Number          Unit   Description                                          On Hold

   3M.6340                  SLEEVE 2"X60YD REF MSK TAPE #                         Y

                                                                            

Customers who are assigned this “Hold POS Entry” number would not be able to purchase any CASE units of measure for 3M or 3M.6340 SLEEVES. All other 3M itemswould be "sellable" to the customer, along with PPG Accessories. 

Note: The "*" is allowed in the Mfr field to indicate ALL manufacturers.

                                                                           

At Point of Sale, users will get a message when attempting to sell an item that is on hold:

                                                                           

Unit CASE is on Hold for this Customer. Cannot Sell. Press <ENTER>

                                                                           

Additionally, orders are checked when retrieved from on hold, before pick ticketing or finalizing, and also when the customer number is changed on the order. A full list of items on hold is presented to the user, and they must be removed prior to Picking or Finalizing the order. This feature has also been integrated with Customer On Line.

Customer Store Number and PO Format (58, 59)

The following two fields are used to enforce formatting rules for Purchase Order Numbers entered at Point of Sale. Store Number was added as an informational field, and will also be used when validating the Purchase Order number if a PO Format is setup using the Store Number feature in field 59.

58. Store Number:

• Enter Store Number or Store Identifier for this Customer.

59. Purchase Order Format:

• Enter Expected PO Format for Validation during Entry. Enclose Literal characters within Single Quotes <'>. Fixed Length Strings: Length followed by <n> for Numeric, <a> for Alphabetic, or <x> for Alphanumeric.
• Examples: 'T'5n2a = T12345XX   3x'-'5n = 12X-12345   6n = 123456

(Help for Store Number)

• If the PO Number must contain the Store Number, enter the First and Last Position of the Store Number within the PO, separated with a Dash <->.
• Example: PO number = A12345-1234. If the Store Number is 12345,        Enter 2-6 for the Store Number Position.

This is a multi-valued window, so multiple PO formats can be setup. Each format may or may not contain the store number somewhere in the purchase order number, and it can be setup accordingly. You do not have to implement checking against the store number unless desired.

If a customer has a Blanket Purchase Order number on file in Customer Entry, this will be validated against the format rules. Point of Sale Order Entry (1.1), Unposted Invoice Maintenance (6.3.1), Enter PO into Posted Invoice (6.3.5) and PSMobile will all validate the PO number entered according to the formatting rules setup for that particular customer.

60. BOL Comment ID:

• Enter Bill of Lading Comment ID if different than the Standard Comment.
• Enter <?> for Bill of Lading Comment ID Lookup.

61. BOL Prepaid Ship ID:

• Enter Bill of Lading Prepaid Shipping Address ID if different than Standard.
• Enter <?> for Bill of Lading Address ID Lookup.

In order to utilize fields 60 and 61, the BOL Comment and Prepaid Ship ID must be setup manually from TCL in the MASTER file. Once these are setup, they will be available in the field Lookups.

NOTE: BOL Comment IDs need to start with "BOLC" (Ex: BOLC.CUSTOM); BOL Prepaid Address IDS need to start with "BOLPA" (Ex: BOLPA.ADDR2)

62. Collection Agent:

• Enter Salesperson Code for Collector on this Account.
• Enter <?> for Collector Lookup.

Note: This field is for reference only.

63. Pref Document Dlvry:

• Enter the Customer's Preferred Electronic Document Delivery Method.
• Valid Options are <E>mail or <F>ax. If <E>mail is Selected, the First Email Address will be Used as the Default Address when Sending a Document.
• Leave <Blank> for No Preference.

This option is useful for setting the customer preferred method of getting electronic documents (like invoice from POS) delivered. Warning messages will be displayed within the Fax/Email send program if, for example, if the customer prefers the <E>mail method, and a user who is about to send an invoice clears the email address to send a Fax instead, the warning “the customer prefers delivery via email” will be displayed. However, it will not prevent anyone from using either method.

Enter Selection Options

<D> = Delete Customer:  If a Customer is Deleted the corresponding Special Pricing for that Customer is automatically deleted. The Customer's Code in "Customer Code Entry" (6.1.5.1) will also be deleted.

<I> =  Individual Customer Inquiry: Please refer to "Customer Inquiry" in ACCOUNTS RECEIVABLE (6.1.2.1) for a detailed explanation of this section.

<C> = Copy Customer to New Number:  If the customer has a new phone number, you can easily change the number and Copy the customer's information to the new number. Enter the new Customer Number and press <ENTER>. You must type in the 10-digit telephone number, including the area code, without parenthesis, dashes or spaces. This will change the Customer Number in all pertinent files. This process may take a while.

From within Customer Entry, the <C>opy Customer to New # option, you may Merge Customer Accounts with an existing Customer Number. After entering an existing customer, you will be prompted to choose the surviving customer number. Continuing will MERGE information under the Surviving Number, with the following exceptions:  ALL Customer Entry Information, Customer Special Pricing, and Customer Stock Quantity data will be DELETED for the Non-Surviving Customer Number. Choose which customer record to keep, and the other will be deleted.

The program will automatically test and lock all files before changing a Customer’s Phone Number. During the process, if another user has a record locked, the following message will be displayed: “Record is being used by [user] on port [user pid#]. Press <ENTER>.” You will remain at this prompt until you clear the lock set by the other user.

<UD> = User Defined Field:  There are 15 User Defined Label fields and 15 associated User Defined fields. These fields can be used for your purposes only and are only accessible from TCL or ODBC.

<CC> = Credit Card Info:  This program creates Credit Card Transactions for Customers that are setup for Automatic Credit Card Payment Processing. PC Charge is a separate Windows program that has its own setup and fees, which we do not sell as of today. PC Charge is the program that actually does the credit card transactions with the payment processor. It runs on a local Windows machine that needs to be viewable from the D3 machine. The following are setups required in Customer Entry. Please contact Perfection Software Sales Department for more detailed information.

After pulling up the customer and entering <CC> you will access the following selection criteria:

1. Cardholder Name - Enter Cardholder Name if different than Customer Name

2. Billing Address

3. Zip Code

4. City - Enter Credit Card Billing Address if different than Mailing Address. If both Billing and Mailing Addresses are blank, then Shipping Address will be used.

5. Credit Card Number - Enter Credit Card Account Number, which will be masked for privacy after entry.

6. CC Verif Value - This is a 3 or 4 digit code located on the back of the credit card in the signature panel, or for American Express, on the front of the card. The Code will be masked for privacy after entry.

7. Expiration Date - Enter Month and Year of Expiration. Date will be masked for privacy after entry.

8. Tender Type - This optional field can be used to describe the type of card, but can also be used to replace the default GL Bank Account number that is found in "AR Setup" in SYSTEM MANAGEMENT (10.2.2.1 field 3). The user should verify the Tender Type(s) in "Tender Types Entry" in SYSTEM MANAGEMENT (10.2.6.4) to prevent any possible GL issues once payments are created.

9. Auto Payment Group - If the customer is to be included in the selection of customers during Credit Card Payment creation, this MUST be filled in. If all customers will be processed at one time, simply assign them all to the same group.

10. Confirmation Flag - Send a confirmation to the Customer? Options are:  E – Email, EC – Email with cover letter, F – Fax, FC - Fax with cover letter, Leave BLANK to NOT send a confirmation.

11. Confirmation Email - Enter Email Address, a SPACE, and a Description if desired. If left blank, the Primary Email address (field 49 in "Customer Entry") will be used.

12. Confirmation Fax # - Enter Fax Number for Confirmation to be sent to. If left blank, the first listed "FAX" number (field 9 in "Customer Entry") will be used.

13. Customer Purchasing Code - This is an optional field that will affect what prints on the customer's Credit Card statement. If left blank, the Payment Number will be used.

14. Transaction Limit - Some credit cards come with an imposed transaction amount limit, which may be exceeded by a payment made toward their account. If the limit is present, multiple successive credit card charges will be created to pay a balance that exceeds this transaction limit. Each charge will be an individual Payment Entry. Each will also generate a receipt.

<OC> = Order Confirmation:  If turned on, order confirmations will be forwarded in cXML format to the customer. This is dependant on additional setups if using the PS Transfer Format.

<SV> = Ship Via Code Override:  This option will allow the setup of customer specific Ship Via settings which will affect the calculation of freight at “POS Order Entry” in POINT OF SALE (1.1).

All of the automatic freight calculation routines, including the "Freight Ticker" that displays while entering line items in "POS Order Entry" in POINT OF SALE (1.1), will reflect these customer settings. Indicators have been added to the "ticker" to reflect these calculations:  Min:100.00c (67)i Frt:1.60  In this example, <c> indicates that a Customer-specific Minimum Price is in effect. The <i> following the qualified product amount indicates that this Ship Via code is setup to Ignore Excluded Items for this customer.

<CO> = Customer Comment: Is a freeform Comment that may be added to each Customer's file. The text will automatically go to the next line without having to press <ENTER>. You must Save the Customer Entry to save the comment.

<PC> = Print Comment:  You may print your Customer Comment. This will print on your assigned System printer.

<IC> = Invoice Comment:  This comment will print on every invoice, for this Customer only. The text will automatically go to the next line without having to press <ENTER>.

The Invoice Comment may be edited on a specific Invoice at “POS Order Entry” in POINT OF SALE (1.1, option <IC>). If the comment is edited there, then it will be stored in its edited version in the Order record and will remain the same after posted. That means that even if the Customer Invoice Comment is changed in ”Customer Entry” it will not affect the Invoice Comment that was edited.