New features added, version 7.5.3, 8.1, 7.5.4Patches, 8.4Patches
Program CMCM, Customer Credit Maintenance, is used to maintain customer credit information. You can also use the program to maintain customer comments.
The customer master record must have been established with program CMMM, Customer Master Maintenance, before the customer's credit information can be maintained with this program. The customer must have had the enterprise information entered on the Enterprise Tab in program CMMM, Customer Master Maintenance, before the Enterprise Details Tab is available for entry in this program.
Some of the information entered and maintained with this program is used during sales order entry, such as the hold code, shipping and invoice terms, credit limit, order limit, amount on deposit, and comments.
Program CMCM, Customer Credit Maintenance, maintains the balance information, available credit, last check number, last check amount, and dates of the last shipment, payment, and order. It also keeps track of overdue payments from that customer.
Open order balance only includes status O - Complete, J - Confirmed Incomplete, and S - Confirmed Complete orders.
Customer records can be queried in the program by the fields in the header and on the Total Customer Tab.
If a customer has a hold order balance in this program, and the CUST_ORDER_AUTO_HOLD parameter is set to Y in program MURM, Initialization Parameter Maintenance, all sales orders for the customer will be placed on hold using the R - Management Review hold code. Only sales orders with the Do No Hold Order flag set to on in the sales order header will not be placed on hold.
Customer Credit Limits and Order Limits
Entering Customer Credit Information
Customer comments differ somewhat from the standard comment functionality in NDS. When customer comments are entered in this program, you can define a target comment type to be used when the comment is copied to the sales order entry programs.
In order for comments to be copied to the sales order entry programs, OE must be entered in the Type field for the comments in this program.
Any desired comment type can be entered in the Target Type field, and when the comment is copied to the sales order, the target type will be copied to the Type field in the sales order entry program.
Comments displayed here are sorted according to the CUST_COMMENT_SORT parameter in program MURM, Initialization Parameter Maintenance.
This is a user-defined function that can be used in ad-hoc and custom reporting.
Customer contact information is entered for customers and ship to codes in program SPWM, System Contacts Maintenance, using the Contacts Tab in program CMMM, Customer Master Maintenance, or program CMCM, Customer Credit Maintenance. The primary flag indicates that this contact is the primary contact for the customer and ship to code.
Primary contacts are automatically included in the Attn line for the ship to code entered during sales order entry, provided no name was entered on the Attention line for the ship to code.
For more information on entering customer contacts, see the Entering Customer Contacts section.
Deposits are entered into the system with program OEOE, Sales Order Entry/Maintenance, program ARIE, One Step Invoice Entry, and program OEXP, Fast Order Entry.
Deposits are applied for sales orders entered in program OEOE, Sales Order Entry Maintenance, when the order is shipped with program OESC, Shipping Confirmation, or program OESB, Batch Shipping.
Deposits are applied when the quantities are recorded as shipped for sales orders entered in program ARIE, One Step Invoice Entry.
Deposits are applied when the quantities are recorded as shipped for sales orders entered in program OEXP, Fast Order Entry/OEPX, Counter Sales Shipping.
The total amount on deposit is reduced by the applied amount after processing with program OESJ, Sales Order End of Day and Journals.
Aging information is included in this program, with both the total for the customer and for the enterprise only. Aging information is set up in program ARCA, Calculate Customer Aging.
If the aging is set to backward in program ARCA, Calculate Customer Aging, then the information here is the amount that is past due for each customer. The field entitled Future has the total future dollar amount to be received.
If the aging is set to forward in program ARCA, Calculate Customer Aging, then the information here is the amount that is to be received in the future from each customer. The field entitled Past is the total past due dollar amount for the customer.
For more information, see the Accounts Receivable Manual.
If terms codes are defined so that invoices do not become due until after the end of the current period as defined in program ARCA, Calculate Customer Aging, then invoices with those terms will not appear on any aging report until the invoice due date falls within a certain period. For example, if the current period is set to 30, and the longest terms code is net 60, the invoices with those terms codes will not be displayed on any aging reports until the invoice due date falls within that 30 day period.
The following is a list of keystrokes for navigation in program CMCM, Customer Credit Maintenance.
Customer records can be queried in the program by the fields in the header and on the Total Customer Tab.
Checkboxes / Flags: Press the spacebar to set the flag to on or off.
Ctrl+PgUp / Crtl+PgDwn: Move between tabs.
PgUp / PgDwn: Move between blocks on a tab.
Pop-lists: such as the Status pop-list in the header. Press the down arrow key to open the pop-list. Use the arrow keys to highlight the desired selection. Also, pressing the first letter in the desired selection will move you to that selection. If there is more than one selection with the same first letter, the next available selection with that first letter will be selected.
Tab / Enter: Moves you between fields.
Shift+Tab: Moves you backward between fields.
1. The program opens in query mode.
2. Enter the customer information for which you wish to query credit information.
You cannot create records in this program. Customers must be created in program CMMM, Customer Master Maintenance, before you can enter credit information.
You can search for a customer using the customer search feature. Access this by doubleclicking in the Customer No. field. Refer to program CSRCH, Customer Search for detailed instructions.
3. Some of the information displayed was entered in program CMMM, Customer Master Maintenance. The following information can be changed, and when committed, it will change the record in program CMMM, Customer Master Maintenance.
Contact information
Customer status
Bill to and Invoice to codes.
Buying Group
4. In the Credit Limit field, enter the credit limit for this customer. This is the total credit limit for the customer, including open order and open accounts receivable balances for the customer in all enterprises.
The credit limit is reduced by open order balances and open accounts receivable balances. If the customer goes above the credit limit, the order is placed on hold.
Orders can be placed on hold manually in the sales order entry programs by entering the hold code with the [Order Codes] button.
Sales orders with the terms code COD will never be placed on credit or order limit hold. The messages will be displayed, but the sales order will not be placed on hold. If you wish a COD customer to be placed on hold, you must either manually place the order on hold on the sales order entry program, or enter a hold code in program CMCM, Customer Credit Maintenance, for the customer's credit record.
5. Set the Auto Credit/Order Limit flag to the desired setting.
When this flag is set to off, the customer is using static credit and order limits. Static credit limits remain as entered in this program until manually changed by the user.
When this flag is set to on, the customer is using variable credit and order limits. Variable credit limits and order limits are determined for the customer based on the average days to pay for the customer.
For more information, see the Customer Credit Limits and Order Limits section.
6. Select the Total Customer Tab. This tab allows you to enter credit information for the customer that will be applied in all enterprises for which the customer is valid.
Customer records can be queried in the program by the fields on the Total Customer Tab.
7. In the Order Limit field, enter the total order limit for the customer. The order limit is the highest dollar amount that the sales order total can be. If the order total goes above this amount, the sales order is put on hold.
Orders can be placed on hold manually in the sales order entry programs by entering the hold code with the [Order Codes] button.
Sales orders with the terms code COD will never be placed on credit or order limit hold. The messages will be displayed, but the sales order will not be placed on hold. If you wish a COD customer to be placed on hold, you must either manually place the order on hold on the sales order entry program, or enter a hold code in program CMCM, Customer Credit Maintenance, for the customer's credit record.
8. In the Order Discount % field, enter the discount percentage given to this customer on sales orders.
9. In the Required Margin % field, enter the required margin percentage.
This is the minimum margin required from sales to this customer. It is used to determine the margin price for items sold to this customer.
The margin percent cannot be more than 99.99%.
10. In the Labor Rate Code field, enter the labor rate code for service warranty labor, if appropriate.
11. In the Min Return Amt field, enter the minimum return dollar amount. This is used by the service warranty module for returns.
12. In the Min AFC Order Value field, enter the automatic freight credit minimum order amount.
If a sales order for the customer exceeds the amount entered here, the freight charge is reduced by the automatic freight credit miscellaneous code entered for the sales location in program ARLM, Location Maintenance.
The amount entered here overrides the default amount entered for the location in program ARLM, Location Maintenance.
13. Press [Commit].
14. Press the [Credit
Cards] button to enter the customer's credit card numbers for use in the
list of values in the payment block of the sales order entry programs
for the credit card payment type.
Program CCCM, Credit Card Maintenance, is displayed.
This program can only be accessed by authorized users.
In the Credit Card No field, enter the credit card number.
In the Card Name field, enter the name on the credit card. This would be the person to whom the credit card belongs.
In the Expire Date field, enter the card expiration date.
In the Code Desc field, choose the card description.
In the Code field, the credit card code will be entered automatically according to the code description, or the user can enter the correct code if the card description is other.
In the Billing Address Line 1 field, enter the first address line of the billing address.
In the Billing Zip field, enter the zip code of the billing address.
If the card is a debit card, set the Debit Card flag to on.
Credit card information is also updated when payments are made with credit cards in the sales order entry programs.
15. Press [Commit].
16. If you wish to copy the information entered on the Total Customer Tab to the Enterprise Details Tab, press the [Push Requirements] button.
Any information entered on the Enterprise Details Tab will be overwritten with the information from the Total Customer Tab. However, changes can be made to the Enterprise Details Tab after the information has been copied.
17. Select the Enterprise Details Tab to enter the information for the Financial Enterprise that you are logged into in program SPDM, System User Default Maintenance.
The Enterprise Details Tab is only available if the customer has had information entered for this enterprise in program CMMM, Customer Master Maintenance.
18. If you wish to copy the information entered on the Total Customer Tab to the Enterprise Details Tab, press the [Pull Requirements] button.
Any information entered on the Enterprise Details Tab will be overwritten with the information from the Total Customer Tab. However, changes can be made to the Enterprise Tab after the information has been copied.
19. In the Order Limit field, enter the order limit for the customer in this financial enterprise. The order limit is the highest dollar amount that the sales order total can be. If the order total goes above this amount, the sales order is put on hold.
Orders can be placed on hold manually in the sales order entry programs by entering the hold code with the [Order Codes] button.
Sales orders with the terms code COD will never be placed on credit or order limit hold. The messages will be displayed, but the sales order will not be placed on hold. If you wish a COD customer to be placed on hold, you must either manually place the order on hold on the sales order entry program, or enter a hold code in program CMCM, Customer Credit Maintenance, for the customer's credit record.
20. In the Order Discount % field, enter the discount percentage given to this customer on sales orders in this financial enterprise
21. In the Required Margin % field, enter the required margin percentage for this customer in this financial enterprise.
This is the minimum margin required from sales to this customer. It is used to determine the margin price for items sold to this customer.
The margin percent cannot be more than 99.99%.
22. In the Labor Rate Code field, enter the labor rate code for service warranty labor entered for this customer in this financial enterprise, if appropriate.
23. In the Min Return Amt field, enter the minimum return dollar amount for this financial enterprise. This is used by the service warranty module for returns.
When customers are returning items, this is the minimum dollar value of the items that can be returned for service warranty transactions with this service type.
The minimum return amount entered for the customer in program CMCM, Customer Credit Maintenance, overrides the amount entered in program SVST, Service Type Maintenance.
If the expected quantity in program SVMM, Service Master Maintenance, is less than the amount entered here or in the service type record, a warning is displayed.
For example, if refunds were not given to this customer for returned items with a value under ten dollars, you would enter 10 in this field and a warning would be displayed if the value of the returned item in program SVMM, Service Master Maintenance, was less than 10 dollars.
24. In the Min AFC Order Value field, enter the automatic freight credit minimum order amount for this financial enterprise.
If a sales order for the customer exceeds the amount entered here, the freight charge is reduced by the automatic freight credit miscellaneous code entered for the sales location in program ARLM, Location Maintenance.
The amount entered here overrides the default amount entered for the location in program ARLM, Location Maintenance.
25. Press [Commit].
26. Press the [Charges] button.
27. In the Misc Code field, enter the miscellaneous codes for the customer in this financial enterprise.
You can enter multiple miscellaneous codes, but the same code cannot be entered twice for a customer.
When the customer is entered during sales order entry, the miscellaneous codes are entered into the sales order.
28. In the Amount field, enter the amount for this miscellaneous code. You can only enter amounts for miscellaneous codes defined with value source E - User Entered in program SPMC, Miscellaneous Code Maintenance.
29. Press [Commit].
30. The rest of the information in this program is calculated by the system.
1. Select the Contacts Tab.
This information can also be maintained in program SPWM, System Contacts Maintenance.
2. In the Contact field, enter the contact name.
3. In the Ship To Cd field, if the contact is assigned to a ship to code, enter the ship to code to which the contact is assigned.
4. In the E-mail field, enter the customer email address.
5. Set the Recipient flag to the desired setting. Only one contact per ship to code can have the Recipient flag set to on.
The contact with this flag set to on will be used as the default on the Attn line for this customer and ship to code on sales orders entered in program OEOE, Sales Order Entry Maintenance. The Business phone number for the contact will be entered in the Phone field for the ship to code.
For contacts not assigned to a ship to code, the contact with the Recipient flag set to on will be used for the SAME ship to code.
For more information, see the Addresses section of the Sales Order Entry Features.
6. Set the Primary flag to the desired setting. Only one contact per ship to code can have the Primary flag set to on.
The contact with this flag set to on will be used as the default on the Attention line for this customer and ship to code in sales order entry, provided that nothing has been entered on the Attention field for the ship to code.
For contacts not assigned to a ship to code, the contact with the Primary flag set to on will be used for the SAME ship to code.
7. In the User 1 through 4 fields, you can enter user-defined codes for the contacts. The list of values will display all previously entered user-defined codes in the same user field.
User 1 through 4 field labels are entered in program SPUF, Contact Field User Title Maintenance.
Codes are defined in program SPUC, Contact User Codes Maintenance. If a code is entered that does not exist in program SPUC, Contact User Codes Maintenance, it will be entered automatically.
8. In the Notes field, enter any notes for the contact.
9. Press [Commit].
10. Once you have finished entering the contact information, go to the right block of the program to enter telephone numbers.
Multiple telephone numbers can be entered for contacts in the right block of this program.
11. Two telephone types are standard with NDS Applications. These are Business and Fax. All contacts will have these two telephone type records, and they cannot be deleted. However, the fields can be left blank if they do not apply.
Other telephone types can be entered by the user in program SPFT, Maintain Phone Types, and defined by contact in this program.
12. In the Phone Number fields for the Business and Fax telephone types, enter the business and fax telephone numbers for the contact, if appropriate.
13. To enter another telephone type record, select the Phone Type pop-list to the desired setting. This pop-list contains all telephone types entered in program SPFT, Maintain Phone Types.
14. In the Phone Number field, enter the telephone number for the selected phone type.
15. When all telephone numbers have been entered, press [Commit].
1. In program CMHM, Hold Code Maintenance, enter the hold codes. Some hold codes come with the system, and are used automatically by the sales order entry programs.
2. Return to program CMCM, Customer Credit Maintenance.
3. In the Hold Cd field, enter the hold code. This will place the customer on hold. All orders entered for the customer will be placed on hold.
Orders can be placed on hold manually in the sales order entry programs by enter the hold code with the [Order Codes] button.
4. Press [Commit].
5. To take a customer off hold, return to this program and remove the hold code from the hold code field. Press [Commit].
6. Use program OEHR, Credit Hold Release, to take sales orders off hold for a customer.
Press this button to assign miscellaneous codes to the customer. The miscellaneous codes are automatically inserted on sales orders for the customer.
Press this button to enter credit card information for the customer. This information is used in the List of Values in the payment block of the sales order entry programs for credit card payment types. If another customer has the same credit card number, a warning is displayed, but the credit card number can still be used. If the card is a debit card, set the Debit Card flag to on.
Press this button to "push" the information on the Total Customer Tab to the Enterprise Detail Tab for this customer.
Press this button to "pull" the information from the Total Customer Tab to the Enterprise Detail Tab for this customer.