Cream of the Crop 1/Cream of the Crop 1.iso/BUSINESS/PWRQUOTE.ARJ/CUST.DOC

Text File | 1991-04-09 | 8KB | 159 lines

                        HOW TO USE THE CUSTOMER SCREEN


This screen is used to create and update the customer database. The customer
database maintains information on addresses, phone numbers, sales tax rates and
discount schedules.

The five discount schedule fields are tied to the discount schedule field on the
Item screen. If an item is coded with a discount schedule number, the discount
percentage in the customer's corresponding schedule number is applied. For
example, suppose an item has the number 3 in the discount schedule field. The
discount percentage in discount schedule 3 for a particular customer will be
applied. The discount schedule allows the application of different discount
percentages to different classes of items. For example, a company may want to
apply one discount percentage against computer hardware items and another
discount percentage against computer software items. This company could code all
the computer hardware items with the number 1 in the discount schedule field on
the Item screen. They could code the number 2 in the discount schedule field on
computer software items. They would then for each customer enter the discount
percentages for hardware and software in discount schedules 1 and 2. The
discount schedule fields can be left blank if there is no discount to be
applied.

The Cust Type field is tied to the 3 Cust Disc fields on the Item screen. If a
customer is coded with a customer type, the discount percentage in the
corresponding Cust Disc field is applied. For example, suppose a customer has
the number 1 in the customer type field. The discount percentage in the first
Cust Disc field on the Item screen will be applied. The customer type allows the
application of different discount percentages to different types of customers.
One type of customers might be retail. Another type might be wholesale.
Descriptions are assigned to customer types on the Change General Settings
screen. Entering 'C' in the Cust Type field will result in the customer
receiving all items at cost.

It is possible for a customer to receive a discount based on the item class and
to receive a discount based on the customer type. In this case, both discounts
are summed and applied to the list price.

The system creates an index on the fields Major Category and Sub Category. This
index can be used to search for a customer. Spelling is critical for these two
fields. For a customer to come under the same Major Category and Sub Category,
the spelling for these fields for a subsequent customer must be the same as the
spelling for a previous customer. For example if a customer is a retailer and
the value entered for the customer in the Major Category field is RETAILER and
the value entered in the Sub Category field is CALIFORNIA, then subsequent
customers who are retailers in California should be coded with the same Major
Category and Sub Category field values.

The field Last Activity records the date of the last activity for a customer. It
is initialized to the current date when a customer record is added. It is
automatically updated when any of the fields in a customer record are changed
and when a quote, invoice or letter is created for the customer.

If all of the Ship To fields are left blank, they are automatically filled in
with the information from the Bill To fields.

If any of the following fields are left blank, they are automatically filled in
with information from the Change Cust/Vendor Settings screen:

(1)  Sales Tax
(2)  Charge Interest?
(3)  Terms
(4)  FOB
(5)  Ship Via
(6)  Credit Limit

Entering 0 in the Credit Limit field means that a customer has an unlimited
credit limit. The credit limit is checked when producing an invoice on the
Produce Quote/Invoice screen.

The field Comments is for adding comments about customers. Comments might
include the fact that a customer has a large outstanding balance or their last
check bounced. When you select a customer on the Produce Quote/Invoice screen,
if there are any comments associated with the customer, they will be displayed
in a pop-up window.

If the Sales Tax or Discount fields contain positions after the decimal point,
the decimal point should be entered as part of the field. For example, 12.59%
should be entered as 12.59.

To add a customer record:

(1)  Enter 'A' in the process code field
(2)  Fill in the fields
(3)  Press Enter

     The field Cust Id is the key field and duplicates are not allowed.
     Suggestions for customer/vendor id are:

     Zip Code + Last Name + First Initial
     Area Code + Phone Number

To inquire on a customer record:

(1)  Enter 'I' in the process code field
(2)  Fill in the Cust Id field
              or
     Position the cursor in the Cust Id field and press the F8 key. This will
     bring up a pick list of major categories of customers. Use the UpArrow,
     DownArrow, PgUp and PgDn keys to move the highlight to the proper major
     category. When the highlight is at the proper major category, press Enter
     to select the major category. After a major category has been selected, a
     pick list of sub categories for the major category selected will be
     displayed. A selection is made from this pick list in the same manner as
     selecting a major category. After a sub category has been selected, a pick
     list of customers for the sub category selected will be displayed. You can
     select the proper customer from this pick list. After the proper customer
     has been selected, the system will delete all the pick lists from the
     screen and leave the corresponding Cust Id in the Cust Id field. If you
     press Esc while in the customer pick list, the sub category pick list will
     be displayed. You can select another sub category or press Esc again. If
     you press Esc again, the major category pick list will be displayed and you
     can select another major category. Pressing Esc will always take you back
     to the previous pick list.
(3)  Press Enter

     After you have performed a successful inquiry, pressing the F4 key will
     bring up the previous customer. Pressing the F5 key will bring up the next
     customer. The system sorts all customers by major category, sub category
     and customer id in determining which customers come before or after an
     customer. You can perform an add, update or delete on a customer and then
     press the F4 or F5 key to get the next or previous customer.

To update a customer record:

(1)  Inquire on the customer record that you wish to update
(2)  Enter 'U' in the process code field
(3)  Update the fields as needed. It is not necessary to re-enter fields where
     there are no changes.
(4)  Press Enter

To delete a customer record:

(1)  Inquire on the customer record that you wish to delete
(2)  Enter 'D' in the process code field
(3)  Press Enter

     When a customer is deleted, any quotes/invoices/backorders for that
     customer are also deleted.

To view/delete backorders:

(1)  Enter 'B' in the process code field
(2)  Fill in the Cust Id field or press the F8 key to select the Cust Id from
     the picklist.
(3)  A window will pop up in which you can choose to view or delete backorders.
(4)  When viewing backorders, pressing the PgDn key will display the next page
     and pressing the PgUp key will display the previous page. Pressing the Esc
     key will return you to the customer screen.
(5)  When deleting backorders, pressing the PgDn key will display the next page
     and pressing the PgUp key will display the previous page. Pressing Enter
     when the highlight is at a backorder will select/unselect that backorder
     for deletion. Pressing the Esc key will delete all selected backorders and
     return you to the customer screen.

To clear the screen, press F9.

To exit the screen, press Esc.