5/8/25, 16:28 Global Shop Solutions — Customers

Support Home Global Shop Solutions Accounts Receivable Last Published July 2nd, 2025

Customers
Accounts Receivable > File > Customers

In this article

New Customers
Buttons
Options
Invoice Hold
Price Category
VAT
Comments
Add'l Ship To
Modify/Delete Ship To Addresses
Add Additional Ship To Addresses
Contacts
Buying Groups
Payment
Order Notes
Taxes
Save & Branch Copy
Copy/Update
E-Invoicing Customer Options
Distributor
Open Customers
Delete Customers
View Customers

Note: To view this menu item in version 2020.1, please click here.

New Customers
New customers must be added to the Customer Master file before quotes or sales orders
can be processed. If the quote or sales order is for a prospect, a Prospect Master can be
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entered which requires less data entry.

Accounts Receivable > File > Customers > New

To see the Data Conversion Mapper table "Customer Master," click here.

The fields in the customer master are as follows:

Customer Number. Enter a unique identifier for this customer, up to 6-characters,

alphanumeric. To have customers numbered automatically when added, select the standard
Accounts Receivable company option Automatically Number Customers and Prospects. This
field is required.

Buying Group. Buying Groups allows customer grouping at order entry. To set up a Buying
Group under this customer, check this box and the Buying Group button will become active.
Buying Groups can be used with the Advanced Order Entry Company Option Use Buying
Group Contract Pricing and for third party billing. If the customer is a member of a Buying
Group, the Buying Group option will be grayed out since a member cannot be the main
Buying Group' s AR Customer master.
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Customer Since. This is the date the customer was added to the customer master file
(MM/DD/YY). This date can be modified if necessary.

Non US. This indicates the system is using the international address and telephone/fax
format. Check this box if the customer' s address is not in the USA or Canada. Address lines
with a white background print on forms to the customer. If using the international format,
filling out the country and zip code are recommended for processing reports. The telephone
and fax lines allow telephone/fax numbers that do not fit USA/Canadian numbering
conventions.

Bill-To Address. Enter the customer' s Name and billing Address/City/State/Zip. If the Non-
US check box is checked, a country must be listed in one of the five address lines for it to
print.

Ship-To Address. If different than the Bill-To Address, enter the customer's name and
shipping address. If the Non-US check box is checked, a country must be listed in one of the
five address lines for it to print.

Country/County. Enter the country and county of each address if needed.

Attention. If a specific person or department must be notified for billing or

shipping/delivery transactions to this customer, enter the name or title, up to 30-characters,
in the Attention field. This will print on all correspondence to the customer
(Acknowledgment, Packing List, Invoice).

Telephone and Fax. For international customers, enter the 3-digit Country code. Enter the
Area code, phone number, and fax number.

Alpha Sort. An alternate name, up to 30 characters alphanumeric, used for sorting in the
Customer Master list instead of the customer Name. For example, if a customer' s name is J.
Smith Sheet Metal, but it is more easily identified as Smith Sheet Metal, then Smith may be
entered into the alpha sort field. Browsing for customers by Customer Name will then list
this particular customer under the S' s instead of the J' s.
Note: If utilizing the Search field when attempting to find customers by Customer Name, the
system takes into account any alpha sort names.

Currency. Currency is used to indicate the customer' s order currency if different from your
company currency. This currency is used in order entry and accounts receivable.

Catalog Currency. If the company sends out catalogs in multiple currencies, this field is
used to indicate the catalog currency used by this customer. This field is only available if the

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company option for currency usage is set to multiple list. Catalog pricing in multiple
currencies is set up in Inventory > File > Inventory Parts > Multiple List.

Language. Select the customers language from the Language look up. Only languages
activated through System Support > File > Maintain Active Languages are available. Do not
set a language on the customer if the language is the same as the company language.

SIC. This is the customer's SIC code.

Credit Limit. This field holds the amount that represents the customer' s credit limit. If the
company has a table of credit limit amounts in System Support > Administration > Company
Options (Standard) > Accounts Receivable Tables > Credit Limit Entry, open the look up to
select the credit limit amount for this customer. If a sales order is entered that puts the
customer’ s balance over their credit limit, the system will give a warning.

Credit Hold. Check this box to place this customer on credit hold. This will restrict anyone
from creating a sales order for this customer until this box is manually unchecked. If the
Standard Accounts Receivable option is set to use a Credit Hold Password, the system will
prompt for this password when this checkbox is checked. Click Ok on the customer master
header for the status changed to be saved.

Set Credit Hold when Credit Limit is Exceeded. Checking this option allows the system to
automatically place a customer on credit hold if their credit limit will be exceeded when an
order is entered or modified. When the system detects that the value of the order plus the
value of the customer' s open AR and pending sales orders will exceed the Credit Limit, it
will automatically check the Credit Hold flag. This does not prevent the customer' s credit
hold from being manually set or removed for other reasons unless trying to manually check
the Credit Hold box before the customer has reached their credit limit. Under this
circumstance, the Set Credit Hold when Credit Limit is Exceeded box must first be
unchecked. If the customer makes a payment that reduces their combined open AR and
pending sales orders to below their established Credit Limit and if the Credit Hold had been
established by the system (Set Credit Hold when Credit Limit is Exceeded is active), the
system will un-check the Credit Hold box when payments are processed in Accounts
Receivable.

Sort. This field is used as an alternate method of sorting the customer master and can then
be used for custom reporting purposes. For example, if printing Bills of Lading, this field may
be used for the terms (i.e., Prepaid or Collect). Another example could be to classify
customers as Retailers, Wholesalers, Distributors, etc.
Note: The sort data can be transferred automatically to the Order Sort field on sales orders
if the Custom option Use Customer Sort Code in Sales Order is on.

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Loc. A default location can be set for the customer. The location defaults on the sales order
header. If the Standard Order Entry Option to Use Transfer Orders is turned on and transfer
orders are the only type of sales order that should be entered for this customer, a valid
location must be entered in this filed to access the Transfer Orders options on the Options
screen.

Area. A customer' s location can be broken down within a branch by assigning codes for
areas.

Branch. This field is required if using multi-branch accounting. A code can be placed in this
field to indicate which territory or branch is accountable for sales to this customer. Various
reports can be produced that are classified by territory/branch.

Sales Rep. The salesperson who normally handles this customer. Salespeople can be
selected from the look up is set up in Salesperson Entry. Several reports and on-line
functions can provide customer information grouped by salesperson. A printout of the
salesperson names and codes is available for reference.
Note: If the Sales Rep is changed on the AR Customer master, regardless of whether any
additional ShipTo IDs exist for the customer, the system will query whether that change
should be used for " all" ShipTo IDs for the customer. Selecting Yes will change the Sales
Rep on all ShipTo IDs, selecting No will change only the Sales Rep on the AR Customer
master and leave the Sales Rep on each ShipTo ID for that customer unchanged.

Commission. Select a default commission type. Commissions are set up in System Support
> Administration > Company Options (Standard) > Accounts Receivable Tables > Commission
Types. This commission type will default to the Sales Order header and Quick Quote
header, and line item screens for the customer. In addition, it can be used to determine the
commission rate utilized in the commission calculation for the assigned salesperson if a rate
is established through Accounts Receivable > File > Maintain Commission Rates.

Terms. Select the default payment terms for this customer. Payment terms are set up in
Accounts Receivable Tables > Terms Entry. The system will default the terms from the
customer master to sales orders for this customer. The default terms can be overridden at
order entry or at invoice maintenance.

Carrier/Service Type. Select the default Carrier/Service Type for this customer. Carriers are
established in Standard Accounts Receivable Tables - Carrier Entry. If a Default Carrier is set
in Standard Accounts Receivable Company Options, these fields are populated but can be
changed. To remove a carrier from the master, delete the value in the carrier field. Once the
carrier has been entered or selected, the Service Type combo box can be used to modify the

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service type, if needed. Only service types that have been set up for the carrier code in the
Carrier Entry screen are available for selection.

Ship Via. Select the preferred method of shipment for the customer. Ship Via codes are
established in the Accounts Receivable company options. This Ship Via method will default
on orders entered for the customer. Note: If a Carrier is selected that has a different Ship
Via than the Ship Via selected, the system will ask whether to change the Ship Via to match
the Carrier.

3rd Party Freight. Third Party Freight is when the payer of the freight charges is neither the
shipper or consignee. If a customer (ABC Corp) uses a Third Party Freight company (XYZ, Inc),
an A/R Customer record can be created for the Third-Party Freight company (XYZ, Inc.); thus,
allowing it to be linked to the regular customer (ABC Corp) by selecting the appropriate
Customer (XYZ, Inc.) in the 3rd Party Freight field for Customer ABC Corp. The 3rd Party
Freight customer number will be used to pull the correct 3rd party address to print on the
bill of lading. It will also be used in the UPS interface. Open the look up for a list of all
customers. Select the appropriate 3rd Party Freight customer. The field can be changed for
the default ship-to for the order on the order header screen or in the order entry additional
address screen for any ship-to records that are not the default for the order.
Note: The customer record created for the 3rd Party Freight company can by used by more
than one regular customer as their 3rd Party Freight partner.

Shipping Hold. Select this option to flag all open orders and any subsequently entered sales
orders as unavailable for shipping. If the option had been previously set, un-checking the
option makes all pending orders available for shipment.

Set Shipping Hold when Credit Limit is Exceeded. Checking this option allows the system
to automatically place a customer on Shipping Hold if their Credit Limit will be exceeded
when an order is entered or modified. Activate (check) the option to initiate the shipping
hold. When the system detects that the value of the order plus the value of the customer' s
open AR and pending sales orders will exceed the Credit Limit, it will automatically check the
Shipping Hold flag. This does not prevent the customer' s shipping hold from being manually
set for other reasons. If the customer makes a payment that reduces their combined open
AR and pending sales orders to below their established Credit Limit and if the Shipping
Hold had been established by the system (Set Shipping Hold when Credit Limit is Exceeded
is active), the system will un-check the Shipping Hold box when payments are processed in
Accounts Receivable.

Allow Shipping Hold to be Modified at the Order Level. If this option is checked, the
Shipping Hold flag can be manually set on a per-order basis on the Sales Order Header by
an approved user. Approved users must be established in a table established through

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Advanced Miscellaneous Options > Engineering Change Control > Setup Tables > Approval
Groups.
Note: Changing the Shipping Hold flag on one sales order does not change the Shipping
Hold flag on all sales orders for the customer.

Note: If establishing an Approval Group to use with the Accounts Receivable Customer
Invoice Hold or with the AR Customer Master option to Allow Shipping Hold to be Modified at
Order Line Level, the Group Code must be ORDENTRY for the program to function correctly.

Do Not Change Billing Address When Bill Buying Group Selected. This option will only be
available if the customer is a member of a Buying Group. Normally, when the Bill Buying
Group option is on for the member' s record within the Buying Group (and is unchanged on
the sales order header), besides the invoice or credit memo being associated with the
Buying Group' s AR account, forms such as packing lists, invoices, and credit memos will
reflect the Buying Group' s Billing Address instead of the member' s Billing Address.
However, when this option is turned on and the Bill Buying Group option is checked on the
order/invoice/credit memo, the member' s Billing Address will be printed on forms instead
of the Buying Group Billing Address although the AR transaction will still be associated with
the Buying Group' s AR account.

CRM Restriction Level. This option determines which Global Shop users or groups can
access the customer’ s information in the CRM system. If the CRM Restriction Level is set
to None, all users with access to CRM will be able to see the customer’ s information within
the CRM system. If the CRM Restriction Level is set to User, only the assigned user will be
able to see the customer’ s information. Open the CRM Assigned User/Group look up for a
list of all users set up through System Support > File > User Security Maintenance and select
the appropriate user who should have access to this customer’ s information in CRM. If the
CRM Restriction Level is set to Group, only the assigned group of users will be able to see
the customer’ s information. Open the CRM Assigned User/Group look up for a list of all
groups set up through System Support > File > Group Security Maintenance and select the
appropriate group who should have access to this customer’ s information in CRM. Note: If
a user is flagged as a CRM Supervisor, the user will be able to see all company information in
CRM, regardless of the CRM Restriction Level established on each company record.

Buttons
The buttons in the bottom of the Customer header are:

Options
Comments
Add'l Ship To

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Contacts
Buying Group
Payment
Order Notes
Taxes
Save & Branch Copy
Copy/Update
E-Invoice Options
Distributor

Options
Select the Options button and the system displays:

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External ID. This field can be used for any additional ID.

Consignment Bin. If shipping Consignment type sales order lines, enter a default
Consignment Bin for this customer. For consignment sales order lines, at shipping, an
inventory transfer will take place and inventory parts will be moved to the specified
consignment bin. A default consignment bin is required if the option is turned on to use

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Auto Relieve Lot/Bin During Shipping. If a default Consignment Bin is not entered and the
company is using Auto Relieve Lot/Bin During Shipping, the lot/bin screen will appear during
shipping allowing selection of a consignment bin.

Normal GL Account. Enter a General Ledger account that is the default revenue account to
be credited for sales to this customer. For manual invoices entered through Accounts
Receivable > Transactions > AR Batches > New > Invoice, this account will be the default.
However, when invoicing through Order Entry, the default for sales to this customer
depends on the G/L Account Hierarchy.
Note: Do not enter the Accounts Receivable general ledger account number is this field.

Internal GL Account. If the Advanced Miscellaneous option Use New Sales Order Event
Trigger is active and the action is set to create a destination sales order, or Use New
Purchase Order Event Trigger is active, an internal General Ledger account can entered to be
used as the default revenue account to be credited for sales to this customer. The internal
GL account would be used on the intercompany destination sales order(s) if this field is
populated. Otherwise, the GL account hierarchy will be used to set the GL account.
Note: The Internal GL Account should be populated on the customer in the intercompany
destination company code.

Project. If the Use Project and Phases in Inbound EDI option is set at the Advanced EDI
company option level, the Project field will be visible on all customers regardless of whether
the customer uses EDI or not. If the Use Project and Phases in Inbound EDI option is set at
the EDI Customer Cross Reference level, the Project field will be visible only for the
customers with the option turned on. Use the Project look up to select a specific Project
Number for this customer. This field will only be used in association with inbound EDI
orders.

Primary Group. Secondary Group. If Group Pricing is used and appropriate for the
customer, use the Primary Group and Secondary Group look ups to select the appropriate
Group codes established in Order Entry > File > Group Pricing. These will be used as a
default on new Sales Orders or Quick Quotes but can be changed or deleted from the Sales
Order or Quick Quote header. Carefully review the explanation at the beginning of the
Group Pricing topic and the example at the end of the topic concerning how
Primary/Secondary Group prices are applied in order to select the Group Codes in the
correct order if two codes will be used for the customer.

Balance Fwd (B/O). This option specifies how customer statements will print. A B in this
field indicates the statement for this customer will print in the balance forward format. This
means that a statement for September would roll the prior month(s) into a balance forward
amount for August and then the September details would list on the statement. An O in this

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field indicates open items format statements. This means the details for each month would
be listed on the customer’ s statement. Note: This option is not really used at this point as it
was designed for the dot matrix forms.

Statement Indicator (Y/N). Enter ' Y' or leave blank to print statements for this customer.
To not print statements for this customer, enter ' N' .

Finance Charge. If the company is set to charge finance charges and finance charges will be
calculated for this customer for overdue receivables, select a finance charge code. This code
provides the parameters to use when calculating finance charges at the time of running the
AR Aging report.

Contract Master (Y/N). A ' Y' in this field indicates a Contract Part Price Master has been set
up in Order Entry (Order Entry > File > Contract Part Pricing). The Contract Part Pricing
Master identifies the price to charge this customer for the specified part. Contract pricing is
one of a variety of pricing methods.
Note: Entering ' N' or a blank in this field causes the contract part pricing to be ignored when
the part is added to the order line.

No Backorder. Enter a ' Y' if this customer does not accept back orders; thus causing all
sales orders entered for this customer to have a No Back Order flag. Note: No Back Order
can also be set or removed on a " per order" basis on the Sales Order header. Using
Selective Packing List: if a customer does not accept back orders and an order is chosen for
shipment and there is insufficient stock on hand to fill a line item, the system will ship the
quantity available and zero out any quantity that would normally appear as a Back Order
quantity. Using Quick Ship: if a customer does not accept back orders and an order is chosen
for shipment and there is insufficient stock on hand to fill ANY of the line items on the order,
the entire order will not ship since it cannot be shipped complete.

Price Class Discount. This field has multiple functions. If using price class discounts as
established in the Standard Order Entry Table- Price Class Discount, enter the discount code
for this customer. The discount percentage will display to the right of the one-character code
if sliding discounts are not being used. In addition, if discounts or multipliers will be used as
established in Part Price Code Tables, enter a value that will be used to match the Customer
Class Code when Part Price Code pricing is used. This code carries over to the order header
Price Class Disc field. Another use, entering an Alternate Price Code will use the
corresponding inventory Alternate Prices when creating sales orders or quotes for this
customer if the advanced Order Entry option Alt Price use Cust Price Class is active.

Order Discount. Enter a discount rate as a decimal (i.e. enter 10% as .10). This discount will
default to new sales orders and quotes created for this customer.

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Price Category. Price categories allow for the set up of multiple discounts per category. The
discounts are applied to the List Price to establish a price on a quote or order. Price
categories are set up at System Support > Administration > Company Options (Standard) >
Order Entry Tables > Price Categories. If the Standard Order Entry Tables – Pricing Options –
Price Category Pricing option Allow Multiple per Customer is active, the look up contains only
those Price Categories that have been associated with the selected Customer using the Price
Category button. If the Allow Multiple per Customer option is active, the Price Category on
the Options screen can be set as a default Price Category or can be left blank and be
selected on the quote or order.

Configurator Discount. If the Configurator is used in a quote or an order for this customer,
inventory prices will be discounted by this amount if they are used in the Configurator
pricing.

Always Takes Terms Discount. If discounts are set up in the Terms Table, it is possible to
flag this customer so the system will always apply the terms discount to their cash receipts
within the discount days.

EORI. This 50-character alphanumeric field can be used for Customer EORI identification
number. Note: EORI from Customer Header> Options auto populates for each new ship to
added. Changes can be made per Ship To.

Matl Markup Pct. If the Advanced Order Entry Company Option Generate Material
Surcharge and Apply Markup on Cost Increases is turned on, it is possible to enter a markup
percent for the customer in the Matl Markup Pct field (i.e. 30 % is entered as .30). This
percentage will override the default percentage entered in company options. If there is no
percentage entered for the customer, the default percent from company options will be
used.

B/I Report IDs. If licensed for Business Intelligence, it is possible to specify a unique report
ID for this unique customer for Acknowledgments, Invoices/Credit Memos, Quotes,
Packing Lists, RMAs, Bills of Lading Labels, Sales Order Labels, Work Order Labels, Bar
Code Work Order, Bill of Lading, Bill of Lading Multipage, WIP to FG Labels, Commercial
Invoice, and Certificate of Compliance. This allows customization of the standard forms
for each customer and the system will print the appropriate form based on the Report ID
selected here. The Report ID look up includes all those forms set up in Report Maintenance.

Use Inventory Packaging for WIP to FG Label Quantities. Turn this option on to
determine how many labels to print and the initial quantity to print on each packaging label.
This option is used in conjunction with the Standard Manufacturing Option WIP to FG
(Manual).

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SO Number Range Code. This field allows selection of an Order Number Range Code for
this customer. The system will number new sales orders for customers with range codes
from the last sales order number specified in the Order Number Range Code table. The
system will use the default numbering method for customers without range codes
(Company Options (Standard) > Order Entry > Last Order Number).

SO Line Desc/Text Override. On a sales order line item, company options are used to
determine the inventory part description used. These check boxes allow users to override
the text used on a sales order line by customer and by ship-to.

Transfer Orders Only. This section of options is available if the Standard Order Entry
Option Use Transfer Orders is turned on and either a Location code is entered on the
customer master header or the Standard Order Entry option Do Not Require a Location
Code is on. This option should be turned on if transfer orders are the only type of sales
order that should be entered for this customer. The system asks if the Customer Ship To
Address should be replaced with the location address. Click Yes to replace the address. Click
No to leave the Ship To Address entered on the customer master. With this option checked,
the Order Type on the sales order header defaults to Transfer and cannot be modified.

Print Transit Form. Turn on this option if you would like the Inventory In Transit form to be
printed as soon as the shipment is saved through Order Entry > Transactions > Shipments >
New. If this option is not checked, the in transit form can still be printed through Inventory >
Transactions > Inventory in Transit.

Auto Receive In-Transit Lines. Turn on this option to automatically receive the quantity
shipped to the To Location after the shipment is saved through Order Entry > Transactions >
Shipments > New. If this option is not turned on, inventory in transit must be received
through Inventory > Transactions > Transit Receipts.

The following 3 lot/bin options are mutually exclusive:

Transfer Using From Bin. Turn on this option to receive the inventory in transit to the bin
listed on the From Bin.

Transfer Using Default Bin. Turn on this option to receive the inventory in transit to the
default bin of the inventory part, listed on Inventory > File > Inventory Parts.

Transfer to Bin. Select a bin to receive the inventory parts transfers. Bins are entered in
Inventory > File > Bin Masters.

Allow Change to Lot/Bin Transfer Options at Shipment. Turn on this option to allow the
transfer options to be modified on the shipment through Order Entry > Transactions >

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Shipments > New.

Ship FOB Message. Select the appropriate FOB point which identifies the party responsible
for freight payment. Ship collect messages are set up in System Support > Administration >
Company Options - Standard > Accounts Receivable Tables > Ship FOB Entry. When a new
order is generated for this customer, the system will default this collect message.

Freight Zone. Select the appropriate zone (and resulting freight rate) for this customer.
Freight rates can be designated by zone (region) in System Support > Administration >
Company Options - Standard > Order Entry Tables > Freight Rate Table.

BOL Line Entry. If the Global Shop Bill of Lading is used, select the desired BOL detail
method to be used for the customer.

Aging Days. The Aging Days field displays on the Customer Options screen if the CUSTOM
company option, Set Customer on Shipping Hold Based on Aging Days on the Customer Master,
is set. This option is used to place a customer on shipping hold if they are late on the
payment of an invoice and the invoice is overdue past the number of Aging Days specified in
this field. For a more detailed explanation of the Aging Days field, please click here.

Use Company Default. Select to use the company method as determined by the Standard
Order Entry Option Manually Enter Cartons and Weight in BOL option.

Manual Entry. Select to override any company default in the before-mentioned Standard
Order Entry Option and for this specific customer the system will always respond as though
the Manually Enter Cartons and Weight in BOL option is active. See the Order Entry >
Transactions > Bill of Lading > Lines > Manually Entered Detail description.

Use Packing Data. Select to override any company default in the before-mentioned
Standard Order Entry Option and for this specific customer the system will always respond
as though the Manually Enter Cartons and Weight in BOL option is not active. See the Order
Entry > Transactions > Bill of Lading > Lines > Automated Detail and Order Entry >
Transactions > Shipments > New > Packing Screens descriptions.

Print Packing List Header Text on Invoice. Check this option to have text entered on the
packing list in Order Entry > Transactions > Shipments > New to print on the Invoice. If there
are also Comments entered for this customer for Invoices, the customer master text will
print before the packing list text.

Print Packing List Header Text on BOL. Check this option to have text entered on the
packing list in Order Entry > Transactions > Shipments > New to print on the Bill of Lading. If

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there are also Comments entered for this customer for BOLs, the customer master text will
print before the packing list text.

Print Packing List Line Text on Invoice. Check this option to have text entered on the
order lines to print on the Invoice. If there are also Comments entered for this customer for
Invoices, the customer master text will print before the packing list text.

Serialized Returnable Containers. If this customer provides serialized containers for their
shipments that must be returned in a timely fashion and the serial number must be on the
EDI ASN, turn this option on. Serial numbers for the serialized returnable container can be
assigned prior to shipment of the finished good (which would be in the Serialized Returnable
Container) in the lot, heat, and/or serial number field(s). With this option on, during
shipment the Serialized Returnable Containers option will be checked by default on the
shipping screen and the system will require that a value exist in the appropriate field for the
item(s) shipped; the option on the shipment screen can be toggled off, if needed, during
shipping. During Generate EDI Advanced Shipment Notice, the serial number for the
container will be listed on the EDI outbound 856 file 'P' record in the 856-P-TRACKING-NBR
and 856-P-USER-DEFINED-NBR fields.
Note: It is advisable that for this same customer that their EDI Customer Cross Reference
option Do Not Combine CLD segments on 856 Transactions (Used to Define Unique
Pallets/Cartons) is turned on.

Do Not Allow Multiple POs per Shipment. If this option is turned on, only orders with the
same Customer PO are allowed to ship together on the same packing list through Shipments
> New. This is applicable when the Standard Order Entry Option Allow Multiple Orders
per Shipment is turned on. If shipping through Staging, the option prevents multiple sales
orders per shipment.

Do not allow over shipment of open quantity on sales orders. Select to default the flag
on sales orders for this customer to prohibit the shipped quantity from being changed to be
greater than the order quantity.

In Staging, Use 1st Line’s Ship To Instead of Header Ship To When Adding Lines by
Order Number Only. This option allows staging to bring in the lines based on the line ship
to and not the header ship to. If all line records have the same ship to code, the system
displays all the lines after saving the order number. If not, system assigns the first line
record ship to code to the header.

Print Commercial Invoices. This option automatically selects the Print Commercial Invoices
option on the shipment and staged shipment screens and automatically prints during Quick
Ship. The Commercial Invoice form is typically required when shipping to Non US addresses.

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A commercial invoice is similar to a packing list but contains the line item prices and the title
Commercial Invoice prints on the top of the form. Important: Adding the Form Id COMMIVC
is also required for the commercial invoice to print. Note: The Crystal (Business Intelligence)
version of the Commercial Invoice is OE_Invoice.rpt, Report ID 113. If Report ID 113 is not
activated, the commercial invoice uses the same report ID as the regular invoice:
OE_Invoice.rpt, Report ID 55. It is recommended to use Report ID 113 as the commercial
invoice form, if the commercial invoice form and/or regular invoice form are customized.
Note: If this is a customer where the shipping address might be manually changed during
shipping and the address change would also require the Non US flag on the Ship To address
to be modified, review the Print International Shipments option below when considering
whether to turn this option on/off.

Print International Shipments. Typically the normal Ship To address on a sales order is
what is considered when determining to set the Print Commercial Invoices option. However,
there may be some customers where the Ship To address is manually changed during the
shipping process and the change of shipping address also requires the International flag on
the shipping address to be changed. With the Print International Shipments option turned
on, the Print Commercial Invoice option can be turned on although the normal Ship To
address is a domestic address and does not require a commercial invoice. When this option
is turned on along with the Print Commercial Invoice option, the commercial invoice prints
only when the Non US flag is on for the manually changed Ship To address.
Reminder: If the Ship To address on the shipment is modified by adding or modifying to an
existing ShipTo ID of the customer, the settings for that Ship To ID record is what is used for
commercial invoice purposes. This option is only for use when a commercial invoice is not
typically needed for a domestic customer but the address is manually changed during
shipping to an international address.

Print Certificate of Compliance. Select this option to print the Certificate of Compliance
automatically during shipment processing, when the Packing List is printed. This report
prints per Packing List number and lists the Customer ,Ship Date, Order/Order Suffix, Part
Number/Description, Location, Shipped Quantity, Lot, Bin, Heat, and Serial Number
associated with the shipped parts. Non-shipped items on the Packing List are not listed on
the Certificate of Compliance. The Business Intelligence report name and ID are:
OE_Cert_Compliance.rpt, Report ID 114.

Note: This option must be checked in the Customer Options for each customer that needs a
Certificate of Compliance printed.

Email Address. Enter the default email address for this customer. Email addresses for
individual contacts can be entered by clicking the Contacts button on the Customer Master
header screen.
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Web Address. Enter a web address for this customer. This field must be populated to access
the Web tab in Customer Relationship Management > File > CRM.

Invoice Delivery. This option is only to be used with a GAB script. Contact GSS for more
information on using this option and obtaining the necessary GAB scripts. Choose for this
customer' s invoices to Print, or for the invoices to be delivered to the customer via Email
only, or select Both for invoices to be printed and emailed to the customer. When the Print
Invoice option is selected in Invoicing, invoices in the batch that are for customers where this
option is set to Email will not print.

Send EDI 856 (ASN). Check this box to indicate this customer will receive ASN's (advanced
shipping notices) via EDI.

Create EDI Invoice. Check this box to indicate this customer will receive invoices via EDI.

Suppress Invoice Print. If this option is active, the invoices for this customer will not print
during Order Entry > Transactions > Invoicing > Print Invoices.

Intercompany Customer. Check this box to flag this customer as an intercompany

customer. This option is informational only and may be used for ODBC reporting purposes.

The information in following fields is supplied by the system:

Last Cash Receipt Date. When a payment from a customer is recorded on the open items
file, the system supplies the date received.

Last Cash Receipt Amount. When a payment from a customer is recorded on the open
items file, the system supplies the amount.

Last Date Sale. When an invoice to a customer is recorded on the open items file, the
system supplies the date invoiced.

Last Sale Amount. When an invoice to a customer is recorded on the open items file, the
system supplies the amount invoiced.

Open Item Balance. When a customer makes a payment or has other transactions affecting
the open items file, the system calculates the amount owed by the customer.

Open Order Balance. Indicates the total value of open orders for this customer.
Note: Progress bill lines that have already been invoiced (show with a negative quantity on
the sales order) are deducted from this balance.

Average Days Payment. The average number of days the customer takes to pay an invoice.

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Invoices Count. Indicates the number of invoices paid in the open items file that have been
used in determining the average number of days it takes for this customer to pay.

Invoice Hold
Select the Invoice Hold button in the AR Options screen to open the AR Customer invoice
Hold Options screen.

Check the option Set Invoice Hold When Any Specified Criteria is Met to allow the
selection of the Invoice Hold criteria. Check the option to Allow Invoice Hold to be
Removed at the Shipment Level to allow the Invoice Hold flag to be manually changed
through Order Entry > Transactions > Open Shipments with a valid user password. If the
above option is selected, the user may also check the option Allow Invoice Hold to be Set
Manually at the Shipment Level to manually place a shipment on Invoice Hold through
Order Entry > Transactions > Open Shipments with a valid user password. Set up users who
can change the Invoice Hold flag through System Support > Company Options (Advanced) >
Miscellaneous > Engineering Change Control Options in Setup Tables.

There are four criteria that may be selected to put a shipment on Invoice Hold:

EDI ASN is Not Generated. If this customer has the option checked Send EDI 856 (ASN),
this option will be available. Checking this option will put the shipment on invoice hold if the
EDI ASN has not been generated through Order Entry > Transactions > Generate EDI
Advance Ship Notice.

Tracking Number and Waybill Are Missing. Check this option to put a shipment on Invoice
Hold if when both the waybill OR and a tracking number are missing has not been entered
on the shipment. Only one of these numbers needs to be entered on the shipment to take it
off of invoice hold, not both. With this option checked, ASN generation will not be allowed

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without a tracking number or waybill entered on the shipment. An exception report will
prints after ASNs are generated and will lists any shipments with both the missing tracking
and or waybill numbers missing.

Freight is Missing. Check this option to put a shipment on Invoice Hold if freight has not
been entered on the shipment. Enter a value in the Freight Threshold field in company
currency if freight should only be required on a sales order if the total gross amount of the
sales order less discounts is less than the Freight Threshold entered in this screen. All
shipments created for an order where freight is required will be placed on invoice hold if
freight has not been entered. If the sales order value is over the threshold amount, freight is
not required on the sales order. If different terms should apply to an order that is less than
the Freight Threshold value, enter the Threshold Terms. Any sales order that requires
freight will use the Threshold Terms entered on this screen instead of the Terms entered
on the customer master.
Note: If a value is entered in the Freight Threshold field, a flag will be visible on the order
header called Freight Required. The flag defaults to checked when a new order is created
and the Terms defaults to the Threshold Terms. The Freight Required flag is reevaluated as
order lines are added, modified and deleted from the order and will be reset as the order
value falls below or above the Freight Threshold value entered on this screen. When the
threshold is exceeded on the order, the Freight Required flag will be unchecked and the
Terms will be reset to the customer master terms.

Contains Consignment Lines. Check this option to put a shipment on invoice hold if any of
the lines that were shipped are consignment type lines. The only way to remove invoice hold
from a shipment that contains consignment lines is to manually remove the invoice hold flag
in Order Entry > Transactions > Shipments > Open. Be sure to set the option to Allow
Invoice Hold to be Removed at the Shipment Level if the option Contains Consignment
Lines is checked.
Note: If this option should be turned on for all customers, activate the Advanced Order
Entry option Set Invoice Hold When Shipment Contains Consignment Lines instead of setting
this option at the customer level.

Click Save when finished.

Price Category
This button is only active when the Standard Order Entry Table Maintenance – Pricing
Options – Price Category Pricing option Allow Multiple per Customer is on.

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This screen is used to establish multiple Price Categories for a customer. This allows the user
to decide at the time the quote or sales order is created/maintained or at shipment/invoicing
which of the available Price Categories to use.

Select the Price Category look up and all price categories established in System Support >
Administration > Company Options (Standard) > Order Entry Tables > Price Categories
display in the look up. Select the desired price category and the Description populates the
screen. The Description field can be over-written to make it easier to identify the association
between the customer/price category. Continue adding price categories for the customer, if
multiple categories are appropriate.

Price Categories selected and saved display in the grid and determine what Price Categories
are available in the Price Category field/look up found on the Options screen, on the Quote,
and on the Sales Order.

VAT
This button will be available if the Use VAT Features option is checked. Click the VAT button
to enter the VAT tax information pertaining to the customer.

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VAT Rule. The VAT Rule will default to the rule entered in the AR/OE Default VAT Rule field
in Standard VAT Option Information options. Override the VAT Rule if necessary. Click
the VAT Rule look up for a list of applicable AR/OE VAT Rules to select from.
Note: The VAT Rule is a required field.

VAT Exempt. This field is informational only and is populated if the VAT Rule selected is VAT
exempt.

Price Includes Tax. This field is informational only and is checked if the VAT Rule selected
includes tax in the price (i.e. VAT Rule 8).

(User Defined). Enter a 30-character alphanumeric National ID Number if applicable. This

field is informational only. The description of this field is user defined in the National ID
Number Description field in the VAT Option Information options.

VAT Country Code. Enter or browse for the two-character country code for the customer.
This is informational only at this time.

European Community (EC). This option is available if VAT Tax Return Reporting is turned
on in VAT company options. Check this box if the customer is a member of the EC and to
include this customer in VAT tax return reports.

VAT Registration Data. Enter these fields if applicable for this customer.

Comments

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To see the Data Conversion Mapper table " Contact Master," click here.

To see the Data Conversion Mapper table " Customer Comments Master," click here.

From the Customer Master Header, select the Comments button:

Select to print the Position on Forms: Header or Footer. Check the box(es) of the forms to
print the comments.

Note: The user must select the forms before entering and saving text. Forms cannot be
edited, added, or deleted once the text is saved.

Select the Insert Text Code button to open the look up to select from the text created in
Estimating/Routing & Quote Management > File > Extra Text > Text Codes. Click the Select
button from within the look up to add the text to the description box. Select Save to save the
text.

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To edit text, select Edit from the Select View drop down. Select the text to edit by double
clicking on the desired text sequence in the grid. The selected forms for the text to print on
are checked within the grid.

Note: The user cannot edit forms once text has been saved. The user must either delete the
existing text or add a new text sequence to change or add forms for the text sequence.

The text displays in the text box to edit.

Select Save to save changes made to the text. Select Clear to clear the text from the screen.
Select Delete to delete the text sequence.

To preview the text on a form, select Header or Footer from the Position on Forms drop
down and then the form to view from the Select View drop down.

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When finished adding comments for the customer, select the X to exit the screen and return
to the customer master.

Add'l Ship To
To see the Data Conversion Mapper table " Customer Multiple Ship To Address Master," click
here.

To see the Data Conversion Mapper table " Customer Ship To Comments Master," click here.

Click the Add' l Ship To button and the system will display:

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Any address entered here will be available in order entry or for quotes. The user has the
ability to specify different ship-to addresses for one customer/bill-to address.

Modify/Delete Ship To Addresses

On the Select Ship-To Address screen, use the Ship To ID look up to select the appropriate
Ship To Address. The Delete button will delete this Ship To Address from the customer. To
modify information for the Ship To Address, select the Ok button after selecting the
appropriate Ship To ID and make any desired changes.

Add Additional Ship To Addresses

Click the Add button to enter a ship to address other than the main ship to address in the
Customer Master header.

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The system begins with the Ship To ID 000001 and increases by one for each additional ship
to address (000002, 000003, etc.) The ID can be overridden by typing directly in the field.

Enter an appropriate Name of this address. The Name can be the same as the Customer
Master. When browsing Additional Ship To Addresses in Order Entry, the system displays the
Ship To ID, Customer Name, City, and State for easy identification.

Enter the Address, City/State/Zip, Country/County, and Attention for this location. If the
address is for an international address, turn on the Non US option and enter the address
accordingly.

Review the Print Commercial Invoice option for the main customer to determine if this
option should be turned on for this Ship To address. If a customized Commercial Invoice has
been established for the main customer master record, the customized commercial invoice
is the report that prints during shipment processing for this Ship To address. Also review the
the Print International Shipments option for the main customer to determine if it should be
turned on for this Ship To address.

These are the only required fields for an Additional Ship To Address. The remaining fields
can be used as necessary; for example, the Location, Area and corresponding Salesman

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may differ for this Ship To address. See the field definitions above in the AR Customer
master.

To enter comments to print on the Packing List Header and/or Footer for this customer ship
to address, select the Text button.

The Packing List form is automatically selected. For further information on screen
functionality, please refer to the Comments section of this topic.

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The ship to header comments print before the first line item description. Footer comments
print after the last line item description.

Select the Taxes button to enter taxes for this customer ship to. See the Taxes section below
for information on using this screen.

Contacts
To see the Data Conversion Mapper table for this button, click here.

Click the Contacts button to edit the name and address information for the vendor' s
contacts. Clicking the button opens CRM and defaults to the Contacts tab.

Buying Groups
Buying Groups can use Price Categories to calculate the appropriate price on sales order line
items. Inventory items applicable to Buying Groups/Price Categories must be flagged in their
Inventory Master.

Turn on the Buying Group button by checking the Buying Group box at the top of the New
Customer screen. Click Buying Grp to add/delete members to this Buying Group:

Open the Member look up. Select the customer to add to this buying group.

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For each member, check the option Bill Buying Group in order to set the default response
on the sales order for the Bill Buying Group option which changes the Bill-To Name and
Address from the member' s to the Buying Group' s when this member/customer is on the
sales order and on the sales order header the Buying Group is selected and the Bill Buying
Group option is checked. A member may be temporarily suspended from the Buying Group
by un-checking the Bill Buying Group option.
Note: If the AR Transactions for the member' s orders should be associated with the Buying
Group but due to the customer' s standard procedures the Bill-To Name and Address on the
order should appear at the member' s Bill-To Name and Address, turn on the Do Not Change
Billing Address when Bill Buying Group Selected option.

If the member is included as a member on multiple Buying Groups, check the Default
Buying Group for Customer box for the appropriate, perhaps most used, Buying Group.
When entering an order or quote, the buying group will be based on the default. If only one
buying group is set for a member, it will be assumed as the default on an order or quote.
Click Save to add this customer to the Buying Group:

Enter additional members to this Buying Group as needed.

A Buying Group member cannot be made a buying group. The Buying Group checkbox will
be grayed out on the customer master header for Buying Group Members.

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Buying Groups use Price Categories to calculate the appropriate price on sales order line
items. Inventory items applicable to Buying Groups/Price Categories must be flagged in their
Inventory Master.

Payment
This button is only available if the company is licensed for Credit Card Processing, or if Store
Credit Card Numbers on Customers is activated in System Support > Administration >
Company Options (Standard) > Accounts Receivable.

The following Credit Card Options override the defaults established via System Support >
Company Options (Standard) Order Entry > Payment Options: Suppress Invoice Print for
Credit Cards, Ship and Invoice when Credit Rejects.

Authorization Factor. This option is found in the Customer Master Payment Screen and in
Standard Order Entry Payment Options. When a percentage value (expressed as a decimal)
is entered in the Standard Order Entry Payment Options, the credit card amount on the
approval request is increased by the specified percentage. If a percentage is entered in the
Customer Master Payment screen, this percentage overrides the percentage from the
Standard Order Entry Payment Options. If a percentage is not entered in either screen, no
percentage is applied.

On an order approval (BOOK), allows a credit card capture when the shipment amount is
less than the approved amount and marks the order payment as voided in this case. When
an order payment is deleted, the system skips the void/refund if the payment has already
been voided as funds are no longer held.

Enter the credit card information for this customer. The Credit Card look up only includes
those accepted cards selected in the company options. The Credit Card Request can be
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Approval, Pre-Authorization, or Payment. Pre-Authorization is the recommended

processing method at order entry. This method sends the customers card information,
billing address (if the option is selected), and order amount to the credit card processor to
confirm that the information is correct and the order amount is within the customer' s credit
limit. When a pre-authorized order is shipped, the payment is then automatically processed.
Note: The credit card number will be encrypted.

If processing an Approval, the amount of the sale is held on the customer' s credit card.
Merchant banks typically require shipping within 24 hours of processing an approval and
that the full amount is shipped or fees will be assessed. This type of processing is not
recommended at order entry. Check with the merchant bank regarding requirements if
using this option.

If processing a Payment at order entry, the transaction is complete and processing does not
occur at shipment. The system treats this as a pre-payment, just as with Cash and Check
payments. Pre-paid orders are typically shipped within 24 hours of payment processing.

Enter the Credit Card Number, Cardholder Name, and Expiration Date (MMYY) from the
customer' s card.

Click Save to store the customer' s credit card information. The system will validate the card
number to the card type and length. Click Exit when finished maintaining credit card
information for this customer.

Click Ok to save this customer master. Enter additional customer masters in this manner.

Order Notes

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Enter the desired information in the Order Notes text box. The Text Code drop down is
used to add text to the Order Notes. Select the desired text code from the drop down and
click Insert to add the text to the text box.

The text appears after a customer is selected when placing a sales order via Order Entry >
File > Sales Order. This text also appears after a customer is selected when placing a quote
via ER > File > Quick Quote.

Taxes
Click the Taxes button to add, review, or modify tax codes assigned to the customer.

Note: The displayed taxes are “ Estimated Tax” since taxes defined at the customer level do
not take into account special rules that can only be applied at a sales order line level.
Examples of special rules include tax category for the part and single article tax based on
discounted price.

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Zone. This represents a 2-character abbreviation for a tax zone as listed under Tax Rates
Entry and is used for tax purposes on customer sales. Once a tax zone is entered, the
different tax authority options for the zone can be selected for the ten Tax Authority fields.
Note: If the Use Tax Authority Index option or the Import Sales/Use Tax Tables option is
active, this field is populated with the State from the Ship-To Address and is used to apply
the appropriate Tax Authority codes.

Postal Code. This field can default based on the zip code entered in the customer' s Ship-To
Address. If the Advanced Order Entry option Use Tax Authority Index or the CUSTOM option
Import Sales/Use Tax Tables is active, tax authorities are automatically assigned from the tax
authority index for the matching postal code. If the customer’ s zip code is changed, the
existing tax authorities are cleared and new tax authorities are assigned from the tax
authority index if possible. If the authority assignment is successful, the tax authority codes
are protected. If not successful, the Tax Import flag is cleared and the tax authority codes are
available for manual entry. If the above mentioned options are active, a look up displays
next to the Postal Code field. Select the look up to view a list of all tax authority index suffix
ranges for the zone and postal code displayed on the screen. The total tax rate is shown
along with a summary of the tax authority types included in the index. Double click on a
suffix in the look up to select a tax authority index. Upon returning to the Taxes screen, the
selected suffix is applied to the postal code and the associated taxes are applied.

Sales Tax Exempt Number. Enter the customer' s sales tax exempt number if applicable. If
the advanced Order Entry option Default Line Items to NonTaxable if Tax Exempt No. Exists
is active, any value entered into this field defaults sales order lines as non-taxable for the
customer.

Tax Authority. Enter up to ten applicable tax authority codes as needed for tax calculations.
The available tax authority codes will be based on the Zone entered. Once a code is selected,

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the applicable Descriptive, Authority Type, Tax Type, and Rate information default from the
information entered under Tax Rates Entry. Note: If the Use Tax Authority Index option or
the Import Sales/Use Tax Tables option is active, these fields might not be available since the
codes are automatically assigned based on the Zone and Postal Code.

Tax Import. This flag displays if the Import Sales/Use Tax Tables option is active. If tax codes
were imported, this flag is checked and tax authority codes cannot be modified (except by
changing the customer’ s Zip Code/Postal Code). In addition, future tax imports update the
tax authority codes as needed.

Tax Index. This flag displays if the Use Tax Authority Index option is active. Select to attempt
to assign tax authorities from the tax authority index. If successful, all tax authority data is
populated and tax authority codes are protected. When not successful or not selected, tax
authority codes are available for manual entry.

VAT Exempt. This flag indicates whether the customer is exempt from sales and use tax due
to their VAT Rule. The flag is only visible if Use VAT Features is on.

Multiple Zones. This option is not available unless the company option Allow Multiple Tax
Zones in Order Entry is turned on. Checking this option displays an additional Zone column
next to the Tax Authority column. This option allows for selecting authorities from different
zones in addition to authorities from the default zone. Note: This option is not available if
Tax Import is checked.

Tax Source. Determines which taxes are assigned.

Ship To. This is the default and causes taxes to be assigned based off of the customer’s Ship
To address.

Origin. If the state is setup for Origin based taxes, the radio button can be selected in this
screen to set taxes based on Origin instead of Ship To.

Location. This option is available if taxes are associated with the location on the customer.
The location on the customer displays to the right of the Location button. When location is
selected, all the tax data from the location is applied to the customer (zone, zip, and tax
authorities) and all data is protected because location taxes cannot be adjusted. Note: If the
Use Tax Authority Index option or the Import Sales/Use Tax Tables option is active, the Zone,
Postal Code, and Tax Authority fields are protected because location taxes cannot be
adjusted.

Click Save when complete.

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This tax screen is referenced from several areas and will display a description of which area
is being reviewed: Customer, Ship To, Prospect, Location.

Save & Branch Copy

Refer to the Save & Branch Copy button section under Vendors.

Copy/Update
This button is available if the Standard Company Option Copy Customers Across Companies
is checked. Once a customer is added or modified, the information can be updated to other
companies/branches as needed. Refer to the Copy/Update button section under Vendors for
more information.

E-Invoicing Customer Options

Note: This button is only visible if ARC Project 4500 is downloaded. Please contact Service
for more information.

Select the E-Inv Options button to enter any additional Contacts and/or to enter a custom
subject/body using wildcards.

If the user deletes the custom subject/body, the system uses the default values.

Use contacts established in the CRM by going to CRM > File > CRM, select the desired contact
in the Contact tab, and select the Contact Settings button in the top upper right hand corner
of the screen. Check the E-Invoicing checkbox for the contact.

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Distributor
If the Advanced Order Entry option Use Distributor Ship-To Processing is on, a Distributor
button appears on the screen when the customer has been designated a distributor on
Distributor List Maintenance. This is an information only screen. Modifications are made via
Distributor List Maintenance.

Open Customers
Accounts Receivable > File > Customers > Open

Select to look up customers by customer number, customer name, city/state, zip code or
phone number. Once a customer is selected, the system will display the Customer Master
header. Edit the information in this screen as necessary. Click Ok to save changes.

Refer to the New Customers section above for additional information about the fields and
buttons in this screen.

Delete Customers
Accounts Receivable > File > Customers > Delete

Use this menu option to delete customers that are no longer used. Once a customer is
selected, click the Delete button to delete the customer. The system will ask for delete
verification.

A customer cannot be deleted if they have any:

Open sales orders.

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Open items in Accounts Receivable; these items are anything printing on the Accounts
Receivable Aging report (even if the item nets to zero).

Sales/Invoice history; this is history recorded when a batch is updated through Order Entry >
Transactions > Invoicing and can be accessed through several reports in the Sales Analysis
module.

Accounts Receivable history; this is history recorded when running the Accounts Receivable >
Reports > Aging and Purge Zeroed Invoices report and then accessed through Accounts
Receivable > Reports > AR History.
Projects added through Project Management > File > Projects > New.

If a customer has no open sales orders, open items in Accounts Receivable, or Accounts
Receivable history but there still exists some sales/invoice history, upon deleting the
customers the system will ask to move the customer to history. Selecting Yes will remove the
customer' s number and name from the customer look up and move the customer' s
information to a history file. The sales/invoice information in the history file can still be
accessed through various reports in the Sales Analysis module by typing in the customer
number. Therefore, it is not recommended to reuse a customer number in which the
information was moved to history; only reuse a customer number if the customer was
completely deleted.

View Customers
Accounts Receivable > View > Customers

This menu item is used to scroll through and review customer information quickly without
locking the customer file. Refer to the Customers page for definitions of the fields on this
screen.

This mode does not allow modifications and may be useful to activate for employees that
need to look at customer data but do not have the authority to make changes.

To see the Data Conversion Mapper table "Customer Master," click here.
To see the Data Conversion Mapper table "Customer Multiple Ship To Address Master,"
click here.
To see the Data Conversion Mapper table "Customer Ship To Comments Master," click here.

Select customers as needed to view information or use the arrow buttons (< >) to scroll
through the customer list.

https://docs.gss-service.com/accounts-receivable/customers?from_search=196469294 37/37