Account Defaults

The NEW ACCOUNT DEFAULTS screen is used to set up the defaults that are used when a new account is entered from the MAIN ACCOUNT ENTRY screen.

Menu Path: Controls, Store, Account Defaults, NEW ACCOUNT DEFAULTS screen

 

Default Setups

Six separate Account Default setups can be created, one for each 'ACCOUNT TYPE'.

 

1. 'COMMERCIAL'

2. 'RETAIL MAIN'

3. 'PARTNERSHIP'

4. 'TRANSFER'

5. 'STORE USE'

6. 'EMPLOYEE'

 

When a value is entered in any of the fields in the NEW ACCOUNT DEFAULTS screen for each Account Default setup when a new account is created for that 'ACCOUNT TYPE', that value is inserted for the account.

 

Select 'F' (Forced), 'O' (Optional), or 'N' (None) for each field in the NEW ACCOUNT DEFAULTS screen. When Forced is selected, it is required to enter a value in the field at the time of creation or the account will not be created. When Optional is selected, it is optional to enter data by choice and the account is added regardless of the whether the data is entered or not. When None is selected, the field does not display on the NEW ACCOUNT DEFAULTS  window and can be entered at any time.

 

When the field value is the default then that value displays on the creation of a new account. The field does not have to be Forced or Optional as the value is already entered. When a Forced or Optional field also has a default in the NEW ACCOUNT DEFAULTS screen, the data can be changed but is not required at the time of account creation.

 

Three fields must always be entered at the time a new account is created.

 

1. 'ACCOUNT CONTROL'

2. 'ACCOUNT TYPE'

3. 'PAY TYPE'

 

These three fields cannot be changed to Optional or Forced. Any defaults entered for these fields in the NEW ACCOUNT DEFAULTS screen display in the pop-up when entering a new account; however, they can be changed at that time.

 

When the 'COMMERCIAL BILL TO INFO REQUIRED' field is checked as Forced, the following information must be entered.
 

• 'PHONE'

• 'BILL TO'

• 'ADDRESS 1'

• 'CITY'

• 'STATE'

• 'ZIP'

 

When the field is Optional or None, data is not required for the customer name, address and phone number.

 

ACCOUNT TYPE

Required entry that determines how an account is handled at Point-of-Sale.

 

Options are:

 

• 'COMMERCIAL'
• 'RETAIL MAIN'
• 'PARTNER'
• 'TRANSFER'
• 'EMPLOYEE'
• 'STORE USE'

 

ACCOUNT CONTROL

Required selection that determines how the program track each account number for sales and reporting.

 

Options are:

 

• 'AR'

• 'MASTER'

• 'LINKED'

• 'NO AR'

 

PAY TYPE

Required selection that determines the Statement and Payment Type for each account.

 

Charge customers use 'OI Standard', 'Balance Forward', and 'Open Item' Statement Pay. When a customer is not permitted to charge, the 'Pay Type' is 'Cash'.

 

Once a 'Pay Type' is set up as 'Balance Forward' or 'Open Item', the flag cannot be easily changed.

 

AGE STORE

Determines the store that takes responsibility for all Accounts Receivables, statements, aging, and posting for the displayed customer, regardless of which location the customer purchases from since all customers are permitted to purchase from all locations.

 

This method ensures a customer receives one statement rather than one from each store printing statements.

 

PHONE ROOM STORE

Indicates the store that is designated as a Phone Room. A drop-down list indicates the valid and active stores. Defaults to 'ALL'. The field can be edited in the 'ADD A NEW ACCOUNT' window that displays when a new account is added.

 

STORE

Determines the store that the customer will buy from. This can be changed to any valid store. Default is 'ALL'.

 

The following three codes are used to determine how new account fields are handled:

 

F - FORCED

Forces information to be entered in the specific field when a new account is created.

 

O - OPT

Allows information to be entered (optionally) in the specific field when a new account is created.

 

N - NONE

Prevents the specific field from displaying when adding a new account.

 

The following fields are used when creating a new account, and whether or not they must be entered or whether or not they display is based on the value of the drop down field next to it. ('F', 'O', or 'N').

 

COMMERCIAL BILL TO INFO REQUIRED

Indicates Bill To information for commercial accounts. When checked as 'O' or 'N', data is not required for the customer name, address, and phone number; however, when the field is checked as 'F', 'Phone', 'Bill To', 'Address 1', 'City', 'State', and 'Zip' must be entered.

 

ACCT CODE
Displays the entered, eight alphanumeric character code used similar to the way the account number is used.

Can be used to conduct a search in the 'CUSTOMER LOOKUP' field to locate an account.

SALESMAN
Used to locate the salesman responsible for this account. Displays the 'BROWSE EMPLOYEES' window, when clicked. Only employees with the 'SALESPERSON' flag checked in the EMPLOYEE SETUP screen display in the lookup window. The field is not editable.

 

PRICING GROUP
Used to select a pricing group that this account will use for pricing.

 

To select a new group as the default, select an available group from the drop-down list.

 

The pricing plans are set up in the PRICE PLAN SETUP screen.

 

ACCT CLASS
Displays a value of up to two alphanumeric characters that identifies an account class. Used to group accounts together for reporting purposes or to filter information returned in a report.

ACCT GROUP
Displays a value of up to 10 alphanumeric characters that identifies an account group. Used to group accounts together for reporting purposes or to filter information returned in a report.

RPT GROUP
Displays a value of up to eight alphanumeric characters that identifies a report group. Used to group accounts together for reporting purposes or to filter information returned in a report.

 

CHARGE CORE

Determines how core is charged for each deferred core billing account.

 

Options are:

 

• 'CORE PRICE'

• 'CORE COST'

• 'NO CHARGE'

• 'USE MARGIN %'

 

When the account is set as a core billing account, 'NO CHARGE' is not available.

 

CREDIT LIMIT

Determines the credit limit amount. No invoice is permitted if the account is over the credit limit entered in the 'CREDIT LIMIT' field.

 

NO INV PAST

Indicates the number of days from 0 to 255 that this account may be overdue for payment before no longer being permitted to charge.

 

Stops the account from purchasing further, when checked, based on the number of days indicated.

 

When blank, the customer is allowed to purchase.

 

When override security is enabled for pop-ups, a pop-up displays to allow a manager password to override this setting.

 

STOP OVER CD LIMIT

 

• Checked - Indicates that no invoice is permitted when the account is over the credit limit amount entered in the 'CREDIT LIMIT' field.

• Unchecked - The program does not check the Credit Limit before allowing a customer to charge.  

When override security is enabled for pop-ups, a pop-up displays to allow a manager password to override this setting.

Future Due is always considered as part of what a customer owes. If a dated invoice puts a customer over the credit limit and further sales are stopped, then the 'CREDIT LIMIT' should be increased.

 

ALLOW PAY NOW

Checkbox used to determine the default for the 'ALLOW PAY NOW' field when adding new accounts in the MAIN ACCOUNT ENTRY screen.

 

• Checked (default) - The 'PAY NOW' button is enabled for that customer when the 'ON ACCT' or 'PAY NOW' buttons are clicked. Also enables the 'INVOICE' and 'SLIP' buttons for that 'CASH' or 'CHARGE' account.

• Unchecked - The 'PAY NOW' button is disabled for that customer when the 'ON ACCT' or 'PAY NOW' buttons are clicked. Also disables the 'INVOICE' and 'SLIP' buttons for 'CASH' accounts, and finalizes the invoice on account when the 'INVOICE' or 'SLIP' buttons are clicked for 'CHARGE' accounts.

 

Note: If the account created and already tendered payment for an invoice on a B2C website, the 'PAY NOW' button will be enabled, even if the 'ALLOW PAY NOW' checkbox is unchecked, so the invoice can be finalized.

 

Note: If a 'CASH' account has both the 'ALLOW PAY NOW' and 'COD' checkboxes unchecked, there is no way to finalize a sales order for that customer since all finalize buttons are disabled.

 

Note: If a 'CHARGE' account has both the 'ALLOW PAY NOW' and 'COD' checkboxes unchecked, and that account is over their credit limit/past due without a manager override, there is no way to finalize a sales order for that customer since all finalize buttons are disabled.

 

ASSIGN TO MODEL

Determines the defaults model to assign to the account.

 

REBATE GROUP

Determines the default Rebate Group to assign to the account.

 

DEFAULT CORE %

Indicates the value to update to the field when a new account is added. Uses the 'PRICE SETUP AS MARGIN / MARKUP' field in the SYSTEM GENERAL SETUP screen to determine whether the value entered is a margin or a markup.

 

Valid percentages are 0.000 to 999.999%.

 

ACCT PROFILE

Used to add the default value or to select another value for the 'ACCT PROFILE' field in the MAIN ACCOUNT ENTRY screen when adding new accounts.

 

When the field is set as 'F' and 'SELECT', it is required to select a value from the drop-down list when adding a new account from the 'ADD A NEW ACCOUNT' window. When already set to a value other than 'SELECT', optionally change the value to another value, but not to 'SELECT'. 

 

When the field is set as 'O' and 'SELECT', it is possible to select another value, but it is not forced, when adding a new account from the 'ADD A NEW ACCOUNT' window. The value defaults to the selected value. Optionally change the value to another value, including 'SELECT', when adding a new account.

 

TRANSFER TO STORE
Determines the transfer "to" store number.

 

LANGUAGE

Specifies a default language setting for new accounts.

 

The drop-down contains the same choices available in the 'CHANGE SYSTEM LANGUAGE' window. Defaults to 'SELECT'.

 

COLLECTOR CODE
Displays a value of up to four alphanumeric characters used to group accounts for reporting purposes.

 

TRUCK ROUTE
Identifies the truck number or route that is used for deliveries to the customer.

When used with 'TRUCK STOP', loading and deliveries are made easier. The field value can be up to 20 alphanumeric characters.

TRUCK STOP
Identifies the order the truck stops for customer deliveries.

Enter the number that works best for the customer. Remember, first orders on the truck are the last orders off the truck. When used with 'TRUCK ROUTE', loading and deliveries are made easier. The field value can be up to two numeric digits.  

SAVE BACK ORDERS
Indicates that any parts not available for sale at the requested time are placed on back order, when checked. When a part is available, the customer should be notified. When unchecked, parts that are not available are not placed on back order for this customer.

PACK PRICES
Indicates that packing slips print prices for this customer, when checked. When unchecked, prices do not print on the packing slips.

PACK RESEQUENCE
Indicates that packing slips print in warehouse sequence, when checked. When unchecked, the packing slips print in the order the parts were entered at the time the invoice was created.

PICK PRICES
Indicates that pick tickets print prices for this customer, when checked. When unchecked, prices do not print on the pick tickets.

PICK RESEQUENCE
Indicates that pick tickets print in warehouse sequence, when checked. When unchecked, the pick tickets print in the order the parts were entered at the time the invoice was created.

 

PROCESS RCVD ORDER

Indicates the method used to process a received order.

 

Options are:

 

• 'INVOICE'

• 'QUOTE'

• 'PICK'

• 'PACK'

 

FLEET CATEGORY

Indicates the type of fleet.

 

Options are:

 

• 'NONE'

• 'STANDARD'

• 'COMMERCIAL FLEET'

• 'LEASING MANAGEMENT'

• 'EXTENDED WARRANTY'

• 'RENTAL'

• 'RECONDITIONING'

• 'AFFINITY'

 

MODEL OVERRIDES ACCOUNT

Uses the values of the assigned 'MODEL', in the 'ASSIGN TO MODEL' field, for the account pricing, when checked. Uses the 'ACCOUNT' settings for account pricing, when unchecked.

 

ACCEPT CHECKS

Determines the default for the 'ACCEPT CHECKS' field when adding new accounts in the MAIN ACCOUNT ENTRY screen.

 

• If set to 'F', the field must be edited when adding a new account. (Recommended for important fields where a value must be entered.)
• If set to 'O', the default can be set and can be optionally changed when adding new accounts in the MAIN ACCOUNT ENTRY screen. (Recommended for important checkbox fields and fields where the default can be optionally changed.)
• If set to 'N', the field does not display when adding new accounts. (Recommended for fields not used.)

 

ACCEPT CARDS

Checkbox that determines whether or not payment cards are accepted as tender during point-of-sale.

 

• Checked - If any of the credit (combined or individual), debit, or gift card icons are selected on the 'Tender' pop-up, cards can be used as tender for the sale.

• Unchecked - If any of the credit (combined or individual), debit, or gift card icons are selected on the 'Tender' pop-up, cards cannot be used as tender for the sale, and a pop-up displays stating as such.

 

SELL LEVEL

Indicates the base price the customer is charged.

LINE ITEM PRICING %
Indicates the percent that is applied to each line item during invoicing.

OVERALL PRICING %
Indicates the percent that is applied to the subtotal of an invoice.

BEST PRICE
Applies best price logic to the account, when checked.

QTY BREAK SETUPS
Applies quantity break discounts to the account, when checked.

SALE DATE SETUPS
Applies promotional discounts, when checked.

MASTER SETUPS
Applies Master discounts, when checked.

VELOCITY PRICING
Applies velocity pricing to the account, when checked.

PRICE ROUNDING
Applies price rounding to the account, when checked.

ENTERPRISE SETUPS
Applies Enterprise discounts, when checked.

LIST PRICE SETUPS
Applies the list price percent, when checked.

 

PROFILE SETUP

Click to open the PROFILE PARAMETER SETUP screen.

POS LOOKUP

Click the 'POS LOOKUP' button to display the 'SELECT STORES FOR POS LOOKUP' window. The window is used to select the locations that will be accessed first for customer lookup at Point-of-Sale or from the account maintenance and reporting screens. Setup of a selected location is optional, however, if a specific customer is not selected, then the program searches all accounts in the system for the create location and any selling locations for the customer.

 

 

The location that the customer is most likely to shop in can also be added to the "preferred account" list via this window.

 

When a new account is created or the customer purchases or returns something at Point-of-Sale that location is recorded in the system as a "preferred account" to be used for future quick customer lookup. This process also brings the most likely "preferred account" to the top of the entire account list which allows for a faster lookup at Point-of-Sale.

Procedure to Set Locations

To select locations, follow the steps below:

 

 
1. From the Menu, select Customer, Accounts, Account Main. The MAIN ACCOUNT ENTRY screen displays.
2. With a customer in focus, click 'POS LOOKUP'. The 'SELECT STORES FOR POS LOOKUP' window displays.
3. To select all locations, click the checkbox to the left of the 'LOC #' heading and click the checkbox to the left of each location to clear the locations. To clear all available locations, click the checkbox again to the left of the 'LOC #' heading and then click the checkbox to the left of each location to select the location. To select/clear individual locations, click the checkbox to the left of each location.
4. When all desired locations are selected, click the "greater than" arrow '>' to move the selected locations out of the 'AVAILABLE LOCATIONS' grid and into the 'INCLUDED IN LOOKUP' grid.
5. Click 'EDIT' to edit locations after the selection.  
6. Click 'UPD'. The selected locations are saved and the 'Selected Locations' view redisplays.

STATEMENT SETUP

Click the 'STATEMENT SETUP' button to display the 'ACCOUNT STATEMENT SETUP CONTROLS' window. The window is used to set the controls as to whether or not information must be entered or is optional when a new account is created.

 

 

 
F - FORCED
Forces the entry of information in the specific field when a new account is created.

O - OPT
Allows the entry of information by choice in the specific field when a new account is created.

N - NONE
Prevents the field from displaying on the screen when a new account is created.

AGE CODE
Allows for selective processing of reports and statements for weekly and monthly accounts.

FINANCE CHARGE
Displays the Finance Charge percent to be applied to this account for delinquent payments, if the Apply Finance Charge question is answered Yes at Statement printing.

An amount only needs to be entered if the percentage is different from the default Finance Charge percent entered in the AR CONTROL SETUP screen.

Field value is from 0 to 99.99. A two-place decimal point is assumed if one is not entered.

MIN FINANCE CHARGE
Displays the minimum amount of Finance Charge that can be applied to an account at any one time.

For example, if the finance charge on an overdue amount comes to $.25 and $1.00 is entered in this field, then a $1.00 finance charge will be applied to this account.  

The field value is from 0 to 999999.99.

MAX FINANCE CHARGE
Displays the maximum amount of Finance Charge that can be applied to an account at any one time.

For example, if the finance charge on an overdue amount comes to $5.25 and $5.00 is entered in this field, then a $5.00 finance charge will be applied to this account.
 
The field value is from 0 to 999999.99.

MIN ACCT BAL FOR FC
Indicates the dollar amount that the customer must have in past due to be assessed a finance charge.

SEND STATEMENT
Displays a list of choices for sending statements.

Available methods are:

 - 'MAIL' - The statement is printed for mailing purposes.
 - 'EMAIL' - The statement is emailed.
 - 'FAX' - The statement is faxed.
 - 'NONE' - No statement is printed for this customer.

WEEKLY DUE DATE / DAYS
Indicates the number of days that is used in determining the due date. Option is 'DAYS'.

MONTHLY DUE DATE / DAYS
Indicates a day of the month that is used in determining the due date. Options are 'DAYS' and 'DAY OF MONTH'.

When 'DAY OF MONTH' is specified, the program looks at the next close date and sets the due date to the specified day in the month following the close date. For example, if month-end is in June and "10" is entered in the 'DUE DATE' field and 'DAY OF MONTH' is selected, then the due date for the current month's transactions displays as 07/10/12.

'DAY OF MONTH' is not available for weekly accounts.

DEFERRED CORE BILLING
Indicates that the account is a core billing account and uses all the functionality defined for deferred billing, when checked. Uses normal functionality, when unchecked.

Cannot uncheck the flag when deferred core invoices currently exist for the account.

DEFER CORE # DAYS
Indicates the number of days that a core invoice is deferred before being deemed delinquent and billed to the account. Values are 0 - 99. When set to zero, the core is deferred when invoiced and becomes due after the End-of-Day process is run for that day if not returned.

Procedure to Set Up Defaults

To set up defaults when creating a new account, follow the steps below:

 

1. From the Menu, select Controls, Store, Account Defaults. The NEW ACCOUNT DEFAULTS screen displays.

2. Click 'EDIT'.

3. Enter the Account Type in the 'ACCOUNT TYPE' field, Account Control in the 'ACCOUNT CONTROL' field and the Pay Type in the 'PAY TYPE' field.

4. Select the fields to display when a new customer account is created.

5. Click 'STATEMENT SETUP'. The 'ACCOUNT STATEMENT SETUP CONTROLS' window displays.

6. Complete, as appropriate.

7. Click 'OK'. The window closes.

8. Click 'UPD'. The information is saved.