Customer Screen

Mail Codes

This procedure requires exclusive use of files.

 

Mail codes are used to categorize your customers, as well as for the customer loyalty programs.

 

To add mail codes:

 

Select System Utilities File Edit Tables Lookup Tables Mail Codes from the Main Menu.  

 

From here you may add, edit, and delete mail codes.  (See Edit Data Files for details on how to add, edit, or delete records.)

 

It is recommended that you not edit the 4 character mail code after using it to categorize customers as changing the mail code on this screen will NOT go back and update your customer records.

 

Opens alternate shipping.

View invoices, layaways, quotes,or work orders for the current customer.

Start a "cash" invoice (not tied to specific customer).

Calls up the memo box for adding/editing.

Start an invoice for the customer on screen.

Unflags a record previously marked for deletion.  (The button is only active on a record currently marked for deletion.)

Flags the current record for deletion.

Saves a newly added or edited record.  (The button is only active when you are adding or editing records.)  You can also press [PgDn] to save any record.

Adds a new record.

Edit the record on screen.

Calls up a grid view.

Calls up a search box used to locate records.

Takes you to the next record.

Takes you to the previous record.

Closes the screen you are on.

User-defined fields allow you to store any additional information you may desire.

The currently selected ship to address.

A single character code (B-Z) which you can use as a means to restrict printing of billing statements.  For example, you could print statements only for customers set to B (for bill) etc.

The year-to-date purchases and profit for this customer.  (This resets when you run the end of year posting from Maintenance.)

If the customer has a store charge account, this is the amount of their last payment.

If the customer has a store charge account, this is the date of their last payment.

Dollar amount of the customer's last invoice.

Date of the customer's last invoice.

The total amount due by this customer for store charges (the sum of the current, 30, 60 and 90 day balances.)

Amount of total balance due remaining unpaid less than 30 days.

This is the date when you first added this customer to the system.  (This field will be filled in automatically when you save the customer.)

If you have set the minimum percent to less than 100%, you may enter a dollar value in this field which is the smallest payment you will accept, so when the customer's balance gets low enough that the percent due is less than this amount, their billing statements will reflect this amount until paid in full.

The minimum percentage of the customer's store charge balance that is to be remitted with their statement.  To require the balance be paid in full, set to 100.  Warning:  setting this to 0 will cause your statements to show that no payment is due.

Interest percentage to be charged on store charge balances more than 30 days old.  To not charge this customer interest on balances, set this field to 0.0.  To charge  1 1/2 % interest, enter 1.5.

A classification code for your customers from which you may use to restrict reports and mailing labels.  These codes must be setup through Edit Data Files prior to use. See Setup Mail Codes for more information.

By setting this field to Y, you will alert anyone starting a sale to this customer to check the information contained in the customer memo.

The global invoice discount percent you wish this customer to receive automatically when invoiced.  Leave 0 to ignore.

If an employee ID is entered, no matter who processes an invoice to this customer, that employee will be credited with the commission. You must enter the ID exactly like is appears on the employee screen in order for commission to calculate correctly.

Sets the appropriate tax for this customer.  Enter levels A-E for both taxes, or N for non-taxable. See Setup Sales Tax for information on setting up your tax rates.

The payment terms for this customer you wish to print on their invoices.

This is the price level (A-E) you wish to charge this customer.  These levels correspond to the price fields set on the inventory screen.

When set to Y, the contact person's name will print on invoices and billing statements.  If the contact person is simply for reference and you do not want the name printing, set this field to N.

The e-mail address for the customer. Will be used when e-mailing invoices to the customer.

Customer's telephone and fax numbers.

Name and address information.

A unique identifier for each customer.  May be letter or numbers up to 12 characters long, or you may have the ID automatically assigned for you

The total amount you will allow this customer to have on store charge at any one point in time.  

Allows you to offer an early payment discount on internal store charge accounts.  Enter the percentage of the discount and the number of days in which payment must be received. This information will print on your invoices.  (You will need to manually enter the discount from the customer payment screen when payment is remitted.)

The amount which may be used by this customer for new store charge purchases.  May or may not be able to override at time of invoice.

When set to Y,  this customer may place invoices on their store charge account.  When set to N, all fields relating to store charge accounts are inaccessible.

Amount of total balance due remaining unpaid 90 or more  days.  (Only updates after running aging.)

Amount of total balance due remaining unpaid 60-89 days.  (Only updates after running aging.)

Amount of total balance due remaining unpaid 30-59 days.  (Only updates after running aging.)