Enter General Customer Info

Explanation

This activity is used to create a new customer and to enter general customer information, e.g., default language and country. You can also create a new customer by copying general information about an existing customer. This mandatory task is to be performed by a system administrator or equivalent person.

There are three customer categories; Customer, Prospect and End Customer. The tabs in the Customer window will be enabled or disabled depending on the selected customer category.

Customer: If this option is selected, all tabs will be enabled. Changing the customer category to Prospect or End Customer is not allowed.

Prospect: If this option is selected, only the General, Address/General Address Info, Address/Delivery Tax Information, Address/Document Tax Information, Address/Order Address Info, Contact, Communication Method, Order/General, Order/Misc Customer Info, Order/Pricelist per Price Group, Order/Charges and CRM Info tabs will be enabled. It is always possible to change the customer category from Prospect to Customer via the Change Customer Category dialog box.  Changing the customer category from Prospect to End Customer is allowed if quotations do not exist for the customer.

End Customer: If this option is selected, only the General, Address/General Address Info, Contact, Communication Method and CRM Info tabs will be enabled. Changing the customer category to Prospect or Customer is allowed without restrictions, via the Change Customer Category dialog box.

If you are running a multi-site environment between two different companies and should use the INVOIC message when sending an invoice from the supplying to the receiving site, you have to enter values for the fields in the Our ID at Supplier/Customer area in the General tab on both the internal supplier and customer.

Prerequisites

In order to perform this activity:

• The Used in Application check box should be selected in the Language tab of ISO Code Usage window for the language of the customer to be entered. Note that only the selected languages can be retrieved when specifying which will be used for the customer.
• The Used in Application check box should be selected in the Country tab of ISO Code Usage window for the country code of the customer to be entered. Note that only the selected country codes can be retrieved when specifying which will be used for the customer.

System Effects

As a result of this activity general information of the customer such as the default language and the country code will be available in the system.

Window

Customer

Related Window Descriptions

Customer

Procedure

To enter general customer information:

1. Open the Customer window.
2. Enter up to twenty alphanumeric characters for the customer ID in the Customer field.
3. Enter the name of the customer in the Name field.
4. In the Association field, enter the association number for the company which will be linked to the Customer field. 
5. Select a language code for the Default Language field in the General tab.
6. Specify the country of the customer by selecting an appropriate value for the Country field.
7. Specify the category of the customer in the Customer Category field.
8. Create a new record in the Our ID at Customer table. Enter the ID of your company in the Company field, and the ID used by the customer for that company in the Our ID field. Repeat this step if you want to enter the IDs used by the customer for more than one company.
9. Enter the customer's form of business in the Form of Business field using the List of Values.
10. Enter an identifier reference for the customer in the Identifier Reference field if required. If you want to enter it in Katakana characters, you should select Katakana for the ID Reference Validation field before specifying the identifier reference.
11. Enter a value in Customer Tax Usage Type field if external tax system Avalara is used. The Customer Tax Usage Type is used to group the customer into tax categories and to setup specific rules in Avalara.
12. Select the One-Time Customer check box, if the customer is a one-time customer. If so, you can enter the relevant information at invoice entry and add the information to the individual invoice.
13. Select the B2B Customer check box, if the customer is entitled to use the Business to Business solution. When the B2B Customer check box is selected, it is possible to connect B2B users to the customer.
14. Save the changes. The system will automatically update the creation date.