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10.1. Enter New Customer

Maintaining detailed Customer information is essential to ensuring a successful Customer relationship. To enter a new Customer into the system, select the "New Customer" option. The following screen will appear:

Create New Customer

Tip

Customers can also be created from the CRM Account screen. Simply enter a new CRM Account, selecting the "Customer" relationship option.

When creating a new Customer, you are presented with the following options:

Customer #

The Customer Number uniquely identifies the Customer. To search for an existing Customer, use the lookup feature located next to the Customer field. Use the "+" button to add a new Customer. And use the "!" button if you want to edit the Customer Number. If the "!" button is not selected, you will be prevented from editing the Customer Number.

Customer Name

Enter the name of the Customer or company you are doing business with. This field should not to be confused with the contact name of an individual at the company.

Customer Type

Specify the Customer Type the Customer belongs to.

Active

Select if you are actively doing business with this Customer. Not selecting makes the Customer inactive.

The following buttons are unique to this screen:

ACCOUNT

Select to open the Customer's Account.

To enter Contact information for the Customer, select the "Addresses" tab and choose from the following options:

Billing Contact

Select to manually enter billing Contact information in the fields below—or use the lookup feature to select pre-existing Contact information. If a new Contact is manually entered here, that Contact will be added automatically to the master list of Contacts. For additional documentation related to creating Contacts, see Section 7.1, “New Contact”.

Correspondence Contact

Select to manually enter non-billing-related Contact information in the fields below—or use the lookup feature to select pre-existing Contact information. Examples of non-billing-related correspondence might include Price updates, holiday cards, etc. You may also enter additional contact information. If a new Contact is manually entered here, that Contact will be added automatically to the master list of Contacts. For additional documentation related to creating Contacts, see Section 7.1, “New Contact”.

Ship-To

Select to display Ship-To Addresses for the specified Customer. Every Customer can have multiple Ship-To Addresses, one for each of the destinations you ship goods to. Ship-To Addresses are specified at the point of Sales Order entry.

To create a new Ship-To Address for a Customer, select the NEW button. The following screen will appear:

Ship-To Address

Tip

The Ship-To Address screen shares many common fields with the Customer master—for example, shipping defaults, Sales Representative, etc. By default, the Customer master values will be pre-filled on the Ship-To Address screen. However, you can easily change these Customer defaults for each Ship-To Address. The specific Ship-To Address information will be used when the Ship-To Address is selected at the point of Sales Order entry.

When creating a new Ship-To Address, you are presented with the following options:

Customer #

Displays the Customer Number and Customer name.

Ship-To #

Specify a number or code to identify the Ship-To Address.

Name

Enter the name of the company that will receive shipments at this Ship-To Address. Customers may maintain multiple Ship-To Addresses with diverse destinations.

Active

Select to activate the Ship-To Address. If this option is not selected, then the Ship-To Address will be inactive.

Default

Select if this is the default Ship-To Address for the Customer.

Address

Manually enter delivery Address information in the fields below—or use the lookup feature to select pre-existing Address information. If a new Address is manually entered here, that Address will be added automatically to the master list of Addresses. For additional documentation related to creating Addresses, see Section 8.1, “ New Address”.

Contact

Manually enter delivery Contact information in the fields below—or use the lookup feature to select pre-existing Contact information. This field should not to be confused with the "Name" field that appears on the Ship-To Address label. If a new Contact is manually entered here, that Contact will be added automatically to the master list of Contacts. For additional documentation related to creating Contacts, see Section 7.1, “New Contact”.

Defaults

Specify the following Ship-To Address defaults:

Sales Rep

Specify the Sales Rep for the Ship-To Address. This is the Sales Rep that will be used whenever an Order specifies this Ship-To Address.

Commission

When you first associate a Sales Rep with a Customer—or with a Ship To Address—the system will copy in the commission from the Sales Rep record as a convenience. This commission may be changed locally at the Customer record level, but any changes will not be inherited by the Sales Rep record. Similarly, if you update the commission percentage on a Sales Rep record, that update will not recursively update all the commission records wherever that Sales Rep is used.

Ship Zone

Specify the Shipping Zone for the Ship-To Address.

Tax Zone

Specify Tax Zone to be used for Ship-To Address.

Ship Via

Specify the default Ship Via to be used for the Ship-To Address. You may enter a free-form Ship Via simply by typing the name of the Ship Via into the field.

Tip

The system supports up-to-date shipment tracking with links to the websites of many leading shipping companies (i.e., "Ship Vias").

Shipping Form

Specify the default Shipping Form to be used for the Ship-To Address. This field is optional.

Shipping Charges

Specify the default Shipping Charges to be used for the Ship-To Address.

General Notes

Select the "General Notes" tab to access this scrolling text field with word-wrapping for entering general Notes related to the Customer Ship-To Address. These Notes are for internal use only.

Shipping Notes

Select the "Shipping Notes" tab to access this scrolling text field with word-wrapping for entering Shipping Notes related to the Customer Ship-To Address. Shipping Notes are transferred to the "Shipping Notes" tab on the Sales Order header whenever a Sales Order for the specified Ship-To Address is entered. Ultimately, Shipping Notes may be printed on shipping paperwork.

Documents

To associate documents with a Ship-To Address, select the "Documents" tab.

When associating documents, you are presented with the following options:

NEW

Select to create a new document and associate it with the current record. You may create the following document types:

Image

Select to create a new Image association.

Incident

Select to create a new Incident and associate it.

To Do

Select to create a new To-Do and associate it.

Opportunity

Select to create a new Opportunity and associate it.

Project

Select to create a new Project and associate it.

EDIT

Enables you to edit associated documents. The edit screen is the same as that for creating a new document—except that when editing, the fields will contain document information. Double-clicking on a document will also bring you to the editing screen.

VIEW

Highlight a document and then select this button to reach a read-only view of the "Edit" screen

ATTACH

Select to associate already-existing documents. The following document types may be attached: Contact, Account, Customer, Employee, File, Image, Incident, Item, Opportunity, Project, Purchase Order, Sales Order, Vendor, Web Site, Work Order.

DETACH

Highlight a document and then select this button to remove the association.

To associate already-existing documents, select the ATTACH button. The following screen will appear:

Attach a Document

When associating already-existing documents, you are presented with the following options:

Relationship

Indicate how the document is related to the current record. The following relationship options are available: Related to, Parent of, Child of, Duplicate of.

Type

Specify the kind of document you want to associate. The following document types may be attached: Contact, Account, Customer, Employee, File, Image, Incident, Item, Opportunity, Project, Purchase Order, Sales Order, Vendor, Web Site, Work Order. When associating Files, you will also be given the option to save the File to the database.

Tip

There is no file size restriction when saving Files to the database. However, excessively large files could cause storage and performance issues.

Document

Use the lookup field to identify the specific document you want to attach. The data entry options will vary depending on the document type you select.

Transmission

Select the "Transmission" tab to associate EDI Profiles with the Ship-To Address. EDI Profiles are used for transmitting Orders and Invoices to Customers electronically—via email or FTP. Associating an EDI Profile with a Ship-To Address overrides the association of an EDI Profile with the Customer.

Note

The buttons on the "Transmission" tab are disabled when creating a new Ship-To Address. If you want to set up EDI for a new Ship-To Address, save the Ship-To Address and edit it again.

When associating EDI Profiles with EDI recipients, such as Customers, Ship-To Addresses, and Vendors, you are presented with the following options:

EDI Profiles

Display lists EDI Profiles associated with this recipient (e.g., current Customer) for a particular document type. It also shows whether EDI will be sent via email or FTP.

The following buttons are unique to this screen:

ATTACH

Connect an existing EDI Profile to this EDI recipient for a particular document type.

DETACH

Detach the selected EDI Profile from the recipient for the selected document type.

Note

Selecting the EDIT button will open the EDI Profile so you can change it. All EDI recipients who share this EDI Profile will be affected by changes.

To attach an existing EDI Profile to the current recipient, select the ATTACH button. The following screen will appear:

Attach an EDI Profile

This screen lets you attach an existing EDI Profile to the currently selected Recipient for a particular Document Type. This tells xTuple Connect which documents should be sent by EDI and the EDI Profile to use when sending documents of that type to a particular Recipient. The Recipient and Recipient Type are displayed for your information while attaching the EDI Profile.

Recipient

This shows the number of the Customer, Vendor, etc. which will receive EDI using the selected EDI Profile.

Recipient Type

This shows whether the Recipient is a Customer, Vendor, etc. This reduces confusion in cases where a Customer and Vendor have the same number (i.e., the same CRM Account is both a Customer and Vendor).

Document Type

Choose from this list the type of document you want to use the EDI Profile for. The list of available Document Types changes depending on the Recipient Type. For example, if the Recipient Type is Vendor, the Document Type list will not contain "Sales Order".

Show All EDI Profiles

The list of EDI Profiles shows only those EDI Profiles that have an EDI Form for the currently selected Document Type by default. If this box is checked, all EDI Profiles will be listed. You may attach an EDI Profile without an appropriate EDI Form but it will not be used until the right EDI Form is added to the EDI Profile.

EDI Profiles

Choose from this list the EDI Profile you want to attach for the selected document type.

The following buttons are unique to this screen:

ATTACH

Attaches the EDI Profile to the recipient and closes the screen, returning you to the previous screen.

If there is no existing EDI Profile that suits your needs, you can create a new one by selecting the NEW button. This does the same thing as clicking the NEW button on the EDI Profiles window (see Section 13.2.7, “EDI Profiles”). After you have created the new EDI Profile and saved it, the Attach EDI Profile window will appear with the new EDI Profile selected. Now you can select the Document Type and click ATTACH. If you click CANCEL, the new EDI Profile will still be saved but will not be attached to the recipient.

To define some of the basic Customer settings, select the "Settings" tab. The following screen will appear:

Customer Settings Tab

When defining basic Customer settings, you are presented with the following options:

General

Select to specify the default preferences for the Customer.

Terms

Select to specify credit-related information for the Customer.

Tax

Select to specify the default Tax information for the Customer.

Credit Cards

Select to enter Credit Card information for the Customer. This option will only be enabled if your site is configured to use and process Customer Credit Cards.

The following options are available when you select the "General" option:

Sales Rep

Specify a default Sales Representative for the Customer. This Sales Rep will be used for Customer Orders, unless a particular Ship-To Address for the Customer specifies a different Sales Rep.

Commission

When you first associate a Sales Rep with a Customer—or with a Ship To Address—the system will copy in the commission from the Sales Rep record as a convenience. This commission may be changed locally at the Customer record level, but any changes will not be inherited by the Sales Rep record. Similarly, if you update the commission percentage on a Sales Rep record, that update will not recursively update all the commission records wherever that Sales Rep is used.

Ship Via

Specify the default Ship Via to be used for the Customer. You may enter a free-form Ship Via simply by typing the name of the Ship Via into the field.

Shipping Form

Specify the default Shipping Form to be used for the Customer. This field is optional.

Shipping Charges

Specify the default Shipping Charges to be used for the Customer. Shipping defaults specified on the Customer master will transfer to the Sales Order header when a new Sales Order is entered for a Customer.

Tip

The system supports up-to-date shipment tracking with links to the websites of many leading shipping companies (i.e., "Ship Vias").

Accepts Backorders

Select to indicate whether the Customer accepts Backorders. A backorder is defined as an unshipped Line Item on a shipped Sales Order. For example, if a Customer orders three Line Items, but only one of the Line Items is shipped, the remaining two Line Items would be on backorder. Not selecting this option indicates the Customer does not accept backorders or partial shipments.

Tip

Sales Orders having unshipped Line Items on backorder will be closed at billing (i.e., when an Invoice is created) if the Customer in question is flagged to not accept backorders.

Accepts Partial Shipments

Accepts Partial Shipments: Select to indicate whether the Customer accepts partial shipments. A partial shipment is defined as a shipped Order having a Line Item whose full quantity is not included in the shipment. For example, if Customer ABC orders 20 units of Item XYZ, but only 10 units are shipped, that partial Line Item quantity ("10") would constitute a partial shipment of the ordered Item. Not selecting this option indicates the Customer does not accept partial shipments.

Tip

Partially-shipped Line Items will be closed at billing (i.e., when an Invoice is created) if the Customer in question is flagged to not accept partial shipments.

Allow Free-Form Ship-To's

Select to indicate that free-form Ship-To Addresses may be entered when Sales Orders are created for the Customer. If not selected, you are indicating that free-form Ship-To's may not be entered for the Customer. Instead, Ship-To's must be entered using predefined information.

Allow Free-Form Bill-To

Select to indicate that free-form Bill-To Addresses may be entered when Sales Orders are created for the Customer. If not selected, you are indicating that free-form Bill-To's may not be entered for the Customer. Instead, the predefined Bill-To found on the Customer master will be used.

Preferred Selling Site

Specify the preferred selling Site, if any. This is an optional setting. If a preferred Site is selected, then this Site will be used when entering Sales Orders for the Customer. At Sales Order entry, the preferred Site will be the default Shipping Site for the Sales Order—as well as the default selling Site for Sales Order Items.

Note

If there are no Item Sites matching the preferred Site at the point of Sales Order Line Item entry, the highest-ranked selling Site will be used instead.

To specify credit-related information for the Customer, select the "Terms" option. The following screen will appear:

Customer Terms Options

When specifying credit-related information for the Customer, you are presented with the following options:

Use specified billing rate

Specify the default billing rate for the Customer.

Terms

Specify the default billing Terms for the Customer.

Discount

Enter the default discount—if any—which the Customer should receive. Customer discounts are applied to either a) the List Price for an Item if the List Price is being used or b) a specific Sale if a Sale is in place which the Customer is assigned to. The discount does not get applied to Pricing Schedules.

Currency

Specify the Currency to be used when transacting business with the Customer. With the system's multi-currency support, you can do business with Customer's in their Currency, using Exchange Rates to normalize transactions in your base Currency.

In Good Standing

Select to mark the Customer as having credit in good standing. Customers with credit "In Good Standing" may have Sales Orders issued for them. A black-colored typeface will be associated with their account.

Note

Sales Orders may not be entered for Customers whose credit status is either "On Credit Warning" or "On Credit Hold." Credit Holds may be overridden, but only by users having the appropriate privileges.

On Credit Warning

Select to alert sales staff to possible credit problems with the Customer. Non-privileged users will be prevented from issuing Stock to Shipping for any Customers on credit warning. An orange-colored typeface will be associated with their account.

On Credit Hold

Select to inform sales staff that the Customer's credit has been suspended. Non-privileged users will be prevented from issuing Stock to Shipping for any Customers on credit hold. A red-colored typeface will be associated with their account.

Tip

Place your cash-only Customers on credit hold when you create their Customer records. That way, their Sales Orders can only be shipped if the balance on the Sales Order = $0. In other words, Sales Orders for cash Customers must be paid in advance before they can be shipped.

Uses Purchase Orders

Select to indicate that the Customer uses Purchase Orders. If selected, users will be required to enter a Customer Purchase Order Number when entering a Sales Order. In addition, selecting the option will prevent users from entering duplicate Customer Purchase Order Numbers—unless the Customer is marked as using Blanket POs.

Note

If the option "Uses Purchase Orders" is not selected, the system will place no restrictions on Customer Purchase Order Numbers.

Uses Blanket P/O's

Select to indicate that the Customer uses blanket Purchase Orders. A blanket Purchase Order is a Customer Purchase Order which may be used for more than one Sales Order. Selecting this option means users will be allowed to enter duplicate Purchase Order Numbers for this Customer.

Balance Method

Specify one of the available methods for handling open balances for the Customer:

Balance Forward

Select to post payments against the oldest Invoices. Used in Accounts Receivable only.

Open Items

Select to post payments against specific Invoices, regardless of their age. Used in Accounts Receivable only.

Credit Limit

Specify the credit ceiling you are willing to extend to the Customer.

Credit Rating

You have the option of assigning a credit rating to the Customer. Any value entered here is purely informational. The system does not use the credit rating in any calculations.

Place on Credit Warning when Credit Limit is Exceeded

Select this option to automatically place the Customer on Credit Warning if their open Receivables balance exceeds their Credit Limit. This option must also be selected for a Customer's open Receivables to be evaluated when the Update Late Customer Credit Status utility is run. If a Customer is on Credit Warning, Sales Orders may not be entered for the Customer—except by users with override privileges. Once the Customer's Receivables open balance falls below their Credit Limit, Sales Orders may once again be entered for the Customer.

Tip

You must specify you want a Customer to be placed on credit warning to enable the late credit status utility to consider a Customer's open Receivables.

Place Open Sales Orders on Credit Hold when Credit Limit is Exceeded

Select this option to place all new and existing open Sales Orders on Credit Hold if the Customer's Credit Limit is exceeded. The contents of Sales Orders placed on Credit Hold may not be issued to Shipping—except by users with override privileges. Once the Customer's Credit Limit is no longer exceeded, Sales Order contents may be issued to Shipping.

Alternate Late Grace Days

Select to specify an alternate number of grace days for the Customer, to override the global grace period defined at the system level in the Accounting configuration. To learn more about configuring grace days, see Section 11.1.1, “Configure Accounting”.

Grace Days

Specify the number of days beyond the Receivables open due date which will serve as a grace period for the Customer. The number of days entered here will override the global number of grace days.

To specify Tax-related information for the Customer, select the "Tax" option. The following screen will appear:

Customer Tax Options

When adding Customer Tax information, you are presented with the following options:

Default Tax Zone

Specify the default Tax Zone you want to associate with the Customer. By default, the specified Tax Zone will be used on Sales Orders and Quotes for the Customer—unless a Ship-To Address in use specifies a different Tax Zone.

Tax Registration Numbers

Display lists Tax Registration Numbers for the specified Customer.

To add a new Customer Tax Registration Number, select the NEW button. The following screen will appear:

Customer Tax Registration Information

When adding a new Customer Tax Registration Number, you are presented with the following options:

Customer #

Displays the Customer Number for the specified Customer.

Tax Zone

Specify the Tax Zone the Tax Registration Number is valid for.

Tax Authority

Specify the Tax Authority associated with the Tax Registration Number.

Registration Number

Enter the Customer's Tax Registration Number for the specified Tax Authority. The registration number is used by Tax Authorities to identify businesses and/or individuals. An Employer Identification Numbers (EIN) is an example of a Tax Registration Number.

Tip

The Customer's Tax Registration Number is used for identifying the Customer to relevant Tax Authorities. This information should not be confused with the Tax Registration Numbers, which are used to identify your company to relevant Tax Authorities.

Effectivity

Specify the date range the Tax Registration Number is valid for:

Start Date

The Tax Registration Number is valid on and after this date.

End Date

The Tax Registration Number is valid on and before this date.

Notes

This is a scrolling text field with word-wrapping for entering Notes related to the Tax Registration Number.

To specify Credit Card information for the Customer, select the "Credit Cards" option. The following screen will appear:

Customer Credit Cards

Note

Customer Credit Cards may be used when entering Sales Orders or Cash Receipt transactions for the Customer. When entering a Sales Order, you have the option to either pre-authorize or charge a Credit Card. Any pre-authorizations may later be post-authorized using the Receivables Workbench.

When specifying Credit Card information for the Customer, you are presented with the following options:

Credit Cards

Display lists Credit Card records for the Customer.

The following buttons are unique to this screen:

MOVE UP

Highlight a Credit Card and then select this button to move the Credit Card up in the sequence of Credit Cards. Sequence numbers are automatically adjusted to reflect the change in position.

MOVE DOWN

Highlight a Credit Card and then select this button to move the Credit Card down the sequence of Credit Cards. Sequence numbers are automatically adjusted to reflect the change in position.

To create a new Credit Card record for a Customer, select the NEW button. The following screen will appear:

Create New Credit Card Record

When creating a new Credit Card record for a Customer, you are presented with the following options:

Customer #

Displays the name of the Customer associated with the Credit Card record. The name of the Customer will also be displayed.

Credit Card Type

Specify the type of Credit Card. The following Credit Card types are currently supported: Master Card, Visa, American Express, and Discover.

Credit Card Number

Enter the Credit Card Number. After the Credit Card record has been saved, all but the last four digits of the Credit Card Number will be encrypted for security purposes.

Active

Select if the Credit Card record is active. Do not select this option if the specified Credit Card is inactive or invalid for any reason.

Name

Enter a name to describe the Credit Card record.

Address

By default, the Customer's Billing Address will be entered here. However, you may specify an alternate billing address for the Credit Card record using the Address lookup feature located in the lower right-hand corner of the screen. For additional documentation related to creating Addresses, see Section 8.1, “ New Address”.

Expiration Month

Enter the month when the specified Credit Card expires. The month must be saved in the format "MM". For example, the month of January would be represented as "01".

Expiration Year

Enter the year when the specified Credit Card expires. The year must be saved in the format "YYYY". For example, the year 2006 would be represented as "2006".

Customer Characteristics are user-defined definitions which may be used to provide additional layers of description about Customers. For example, Customer Characteristics might be used to specify "Order Preferences" or "Buying Season". These constitute static descriptions which are not processed by the system, but are useful for informational purposes. To enter Characteristics associated with a Customer, select the "Characteristics" tab. The following screen will appear:

Customer Characteristics

Tip

If the Customer Type a Customer belongs to has a Characteristic Profile (i.e., template) defined, then every Customer in that Customer Type will be presented with a range of pre-defined Characteristics. You can select or add values for each Characteristic by right-clicking on a Characteristic in the list.

Characteristics

Display lists the Characteristics related to the Customer.

Note

If Characteristic Profiles are enabled for the Customer Type, you will not see buttons on the right-side of the screen. Values may be selected or added by right-clicking on a Characteristic in the list.

Tip

If you do not see buttons on the right side of the Customer Characteristics screen, this means Characteristic Profiles are being used for the Customer Type the Customer belongs to. These buttons will only appear if Customer Type Characteristic Profiles are not being used.

To create a new Customer Characteristic, select the NEW button. The following screen will appear:

Create New Customer Characteristic

When creating a new Customer Characteristic, you are presented with the following options:

Characteristic

Select a Characteristic from the list of Characteristics designated as being available for use as Customer Characteristics.

Value

Enter a description of the Customer Characteristic.

Every Customer record is linked to a CRM Account. To view information related to the Customer's CRM Account, select the "CRM" tab. The following screen will appear:

CRM Information

When viewing information related to the Customer's CRM Account, you are presented with the following options:

Contacts

Select to view a list of all Contacts associated with the Account. On this screen you can manage an Account's Contacts—either by adding new Contacts or attaching/detaching Contacts from the Account. Any changes made here also update the CRM Account record. For additional documentation related to managing a Contacts associated with a CRM Account, see Section 6.1, “New Account”.

Activities

Select to view the To-Do list associated with the Account. On this screen you can manage all of the To-Dos, Opportunities, and Incidents related to the Account. Any changes made here also update the main To-Do List. For additional documentation related to managing the To-Do List, see Section 2.2, “ To-Do List”.

To manage or review a Customer's sales activity, select the "Sales" tab. The following screen will appear:

Customer Sales Information

When reviewing a Customer's sales activity, you are presented with the following options:

Summary

Select to view high-level sales history information for the Customer, including year-to-date sales, last year sales, total backlog value, and more. For more detailed Customer sales history, see the wide range of sales analysis options available in the Sales Module menu here: Sales > Analysis.

Quotes

Select to view the list of Quotes associated with the Customer. On this screen you can create new Quotes or edit existing ones. You may also view historical Quotes converted to Sales Orders or Invoices if your Sales Module is configured to allow this. For additional documentation related to entering Quotes for Customers, please see Section 1.1, “ New Quote”.

Orders

Select to view the list of Sales Orders associated with the Customer. On this screen you can create new Sales Orders or edit existing ones. For additional documentation related to entering Sales Orders for Customers, please see Section 2.1, “New Sales Order”.

Returns

Select to manage Returns associated with the Customer. On this screen you can manage most aspects of the Returns process—from creating new Return Authorizations to processing Credit Memos. For additional documentation related to managing Return Authorizations, please see Section 4.1, “Return Authorization”.

To manage or review accounting information for the Customer, select the "Accounting" tab. The following screen will appear:

Customer Accounting Information

When reviewing a Customer's accounting information, you are presented with the following options:

Receivables

Select to view information related to the Customer's open Receivables. On this screen you can manage most aspects of the Receivables process—from creating new Receivable documents (e.g., Invoices, Credit Memos, etc.) to printing out Customer statements. For additional documentation related to managing Customer Receivables, see Section 2.6.2, “Open Receivables”.

Tip

You can void posted Invoices and Returns on the open receivables screen―as long as they are unapplied.

Cash Receipts

Select to view information related to Cash Receipts from the Customer. On this screen you can view Cash Receipt and cash application history, as well as enter new Cash Receipts for the Customer. For additional documentation related to Cash Receipt history, see Section 2.6.5, “ Cash Receipts”. And for detailed information about entering Cash Receipts, see Section 2.3.1, “ New Cash Receipt”.

Credit Cards

Select to view information related to transactions involving the Customer's Credit Card(s). On this screen you can view Credit Card transaction history, authorize Credit Card pre-authorizations, and print Credit Card receipts. For additional documentation related to Credit Card history and the method for processing pre-authorizations, see Section 2.4, “ Receivables Workbench”.

To associate documents with a Customer, select the "Documents" tab. The following screen will appear:

Customer Documents

When associating documents, you are presented with the following options:

NEW

Select to create a new document and associate it with the current record. You may create the following document types:

Image

Select to create a new Image association.

Incident

Select to create a new Incident and associate it.

To Do

Select to create a new To-Do and associate it.

Opportunity

Select to create a new Opportunity and associate it.

Project

Select to create a new Project and associate it.

EDIT

Enables you to edit associated documents. The edit screen is the same as that for creating a new document—except that when editing, the fields will contain document information. Double-clicking on a document will also bring you to the editing screen.

VIEW

Highlight a document and then select this button to reach a read-only view of the "Edit" screen

ATTACH

Select to associate already-existing documents. The following document types may be attached: Contact, Account, Customer, Employee, File, Image, Incident, Item, Opportunity, Project, Purchase Order, Sales Order, Vendor, Web Site, Work Order.

DETACH

Highlight a document and then select this button to remove the association.

To associate already-existing documents, select the ATTACH button. The following screen will appear:

Attach a Document

When associating already-existing documents, you are presented with the following options:

Relationship

Indicate how the document is related to the current record. The following relationship options are available: Related to, Parent of, Child of, Duplicate of.

Type

Specify the kind of document you want to associate. The following document types may be attached: Contact, Account, Customer, Employee, File, Image, Incident, Item, Opportunity, Project, Purchase Order, Sales Order, Vendor, Web Site, Work Order. When associating Files, you will also be given the option to save the File to the database.

Tip

There is no file size restriction when saving Files to the database. However, excessively large files could cause storage and performance issues.

Document

Use the lookup field to identify the specific document you want to attach. The data entry options will vary depending on the document type you select.

To enter remarks (e.g., Notes and Comments) related to the Customer, select the "Remarks" tab. The following screen will appear:

Customer Notes

When entering remarks related to a Customer, you are presented with the following options:

Notes

Select to enter Notes related to the Customer. This is a scrolling text field with word-wrapping for entering Notes related to the Customer. Any Notes entered on this screen are for internal purposes only.

Comments

Select to review or add Comments related to the Customer. Any Comments entered elsewhere in the CRM Module related to the Customer's CRM Account will also be shown here.

When adding or reviewing Comments, you are presented with the following options:

Verbose Text

Select to display all Comments in the list in an expanded view which includes the entire text of each Comment. To edit a Comment, simply select the "Edit" link next to the Comment. That link will not be shown for Changelog Comments, which can't be edited. If the "Verbose Text" option is not selected, the Comment list will display only header level information for each Comment.

Comments

Display lists Comments related to the record.

The following buttons are available:

NEW

Opens screen for creating a new Comment.

VIEW

Highlight a Comment and then select this button to reach a read-only view of the "Edit" screen.

EDIT

Enables you to edit highlighted Comments—as long as the Comments are not "ChangeLog" Comments. ChangeLog Comments are system-generated and may not be edited. The edit screen is the same as that for creating a new Comment—except that when editing, the fields will contain Comment information. Double-clicking on a Comment will also bring you to the editing screen.

To enter a new Comment, select the NEW button. The following screen will appear:

Create New Comment
Comment Type

Select a Comment Type from the drop-down list to classify the Comment. This is a required step. Comment Types may be system-defined (i.e., "ChangeLog" and "General") or user-defined, as described in Section 13.2.2, “Comment Types”. Once you have specified a Comment Type, begin typing your Comment in the main text area. The text area features word-wrapping and scroll-bar support for longer Comments.

The following buttons are unique to this screen:

SHOW MORE

Select to show the complete list (i.e., "thread") of Comments associated with the record. To hide the list, simply select the SHOW MORE button again. The Comment thread will show the most recent Comment first.

The Electronic Data Interchange (EDI) system enables you to send Quotes, Sales Orders, Credit Memos, Receivables Statements, and Invoices electronically to your Customers. To establish a Customer's EDI preferences, select the "Transmission" tab. The following screen will appear:

Transmission Information for EDI

Note

The buttons on the "Transmission" tab are disabled when creating a new Customer. If you want to set up EDI for a new Customer, save the Customer and edit it again.

When associating EDI Profiles with EDI recipients, such as Customers, Ship-To Addresses, and Vendors, you are presented with the following options:

EDI Profiles

Display lists EDI Profiles associated with this recipient (e.g., current Customer) for a particular document type. It also shows whether EDI will be sent via email or FTP.

The following buttons are unique to this screen:

ATTACH

Connect an existing EDI Profile to this EDI recipient for a particular document type.

DETACH

Detach the selected EDI Profile from the recipient for the selected document type.

Note

Selecting the EDIT button will open the EDI Profile so you can change it. All EDI recipients who share this EDI Profile will be affected by changes.

To attach an existing EDI Profile to the current recipient, select the ATTACH button. The following screen will appear:

Attach an EDI Profile

This screen lets you attach an existing EDI Profile to the currently selected Recipient for a particular Document Type. This tells xTuple Connect which documents should be sent by EDI and the EDI Profile to use when sending documents of that type to a particular Recipient. The Recipient and Recipient Type are displayed for your information while attaching the EDI Profile.

Recipient

This shows the number of the Customer, Vendor, etc. which will receive EDI using the selected EDI Profile.

Recipient Type

This shows whether the Recipient is a Customer, Vendor, etc. This reduces confusion in cases where a Customer and Vendor have the same number (i.e., the same CRM Account is both a Customer and Vendor).

Document Type

Choose from this list the type of document you want to use the EDI Profile for. The list of available Document Types changes depending on the Recipient Type. For example, if the Recipient Type is Vendor, the Document Type list will not contain "Sales Order".

Show All EDI Profiles

The list of EDI Profiles shows only those EDI Profiles that have an EDI Form for the currently selected Document Type by default. If this box is checked, all EDI Profiles will be listed. You may attach an EDI Profile without an appropriate EDI Form but it will not be used until the right EDI Form is added to the EDI Profile.

EDI Profiles

Choose from this list the EDI Profile you want to attach for the selected document type.

The following buttons are unique to this screen:

ATTACH

Attaches the EDI Profile to the recipient and closes the screen, returning you to the previous screen.

If there is no existing EDI Profile that suits your needs, you can create a new one by selecting the NEW button. This does the same thing as clicking the NEW button on the EDI Profiles window (see Section 13.2.7, “EDI Profiles”). After you have created the new EDI Profile and saved it, the Attach EDI Profile window will appear with the new EDI Profile selected. Now you can select the Document Type and click ATTACH. If you click CANCEL, the new EDI Profile will still be saved but will not be attached to the recipient.