Help:Common-Edit Customer Name

Update Customer Name File

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The window titled Adding a New Customer is used to add a new customer to the Customer Name File. The window titled Changing a Customer is used to change information for an existing customer in the Customer Name File. The window titled Remove Customer is used to delete a customer from the Customer Name File. Please note that you cannot delete a customer from the Customer Name File when such customer is currently in use. If you attempt to delete a customer which is in use, a System Warning window will appear to tell you that the customer selected cannot be deleted.

Please note there are four different windows of information for each customer (General, Memo, Extra Phones, and Y-T-D Amounts). Each window of information may be accessed by pointing your mouse cursor to the appropriate tab at the top of this window and left-clicking your mouse one time. Following is an explanation of the information on each of these windows:

GENERAL:

Customer Number: This is the number by which this customer is uniquely identified. This field will accept any number between 1 and 999,999. Please note that when you select to insert a new customer into the Customer Name File, the system will automatically default to one number higher than the highest number currently used in this file. You may override this customer number if you so desire; however, you may not use a number that is currently assigned to another customer. If you attempt to use a number that is currently assigned to another customer, then a window titled Duplicate Key Error will appear to inform you that adding this record will create a duplicate entry.

Name: Enter the name of the customer exactly as you wish it to appear on all invoices and statements.

Sort-Locator: Enter the name of the customer exactly as you wish it to appear on an alphabetically sorted listing. For example, customer Virginia Wolf would have a name of "Virginia Wolf", but a sort-locator of "Wolf, Virginia". Customer General Motors would have a name of "General Motors" and the sort-locator would also be "General Motors".

[ Reverse Name ] Press this button to automatically reverse the name in the Sort-Locator field. For instance, Virginia Wolf will be reversed to Wolf, Virginia.

Address: Enter the mailing address for this customer. Please note there are two lines available for this address. If only one line is needed, then use Address Line 2 for this address.

Zip Code Enter the appropriate U.S. or Canadian zip code in one of the following formats:

• U. S. Zip Code: 12345 (5 digits), 123456789 (9 digits without dash), or 12345-6789 (9 digits with dash)
• Canadian Zip Code: A1B 2C3 (6 Characters with space) or A1B2C3 (6 Characters without space)
• Then press the Tab Key or {?} button to the right of this field to activate the corresponding U.S. (ZIPCODE.TPS) or Canadian (ZIPCAN.TPS) zip code lookup file. If you have entered a valid U.S. zip code, then the City, State, and County combinations which share this zip code will be displayed on the screen. If you have entered a valid Canadian zip code, then the City, Province, and County combinations that share this zip code will be displayed on the screen. If you select one of these combinations, then the City, State (Province), and County (if applicable) fields will automatically be filled in for you. This saves typing time and ensures accuracy in the spelling of the City, State (Province), and County. NOTE: If you enter an invalid zip code format, then a window will appear that will explain the valid formats that are recognized by our system.

City: Enter the city for this customer.

State: Enter the appropriate two-digit postal code for this customer's State or Province. This will print on the checks. Press the [?] to the right of this field to view the existing Postal Codes. For additional information, see Select Postal Code.

Country: Enter the country, only if this customer is out of the country. This will enable the invoice to be routed to the proper country.

Customer Type: Customers can be identified as belonging to different classes or types. This is totally up to your discretion since this is an information field only. Press the [?] to the right of this field for a listing of the customer types which have been set up. The description of the selected type will be displayed to the right of this field.

Send Statement: Check this box if you wish to generate an Open Items Statements for this customer. If this customer is your Van Line or a Governmental Agency which does not accept Open Items Statements, then leave this box unchecked.

Contact: Enter the name of the primary contact for this customer. Additional contacts may be added by using the [Extra Phones] tab at the top of this window.

Phone Number: Enter the primary phone number for this customer. Additional phones may be added by using the [Extra Phones] tab at the top of this window.

Print Flag: This is a user-definable grouping flag. Its only usage is for selecting the mailing labels to be printed. For example, if you wish to print address labels for only certain customers from time to time, you can group those customers by a special print flag character. This one-digit field will accept any letter A - Z or numbers 0 - 9. Mailing labels can be selected for any or all print flags used.

Account: This is a general reference field for any special referencing number required by this Customer or Account. An example of this could be a Blanket Purchase Order Number or the Military Base's Contract Number.

Discount: This field is for the discount which is customarily given to this Customer or Account. This is currently an information field only.

SCAC: This field is for the Military SCAC Code. This field can be used as one of the search selections.

[ Print ] Press this button to print a report of the information in the Customer Name File for this specific customer.

[ Add ] This button will be available only if you pressed the [Insert] button on the Customer Name File Maintenance window. Press this button to add this new customer to the Customer Name File. NOTE: This [Add] button will save any data entered on the General window or on the Memo window. Since the Extra Phone Numbers and YTD Amounts reside in separate data files, this [Add] button does not control the addition of information to either of those files.

[ Save ] This button will be available only if you pressed the [Change] button on the Customer Name File Maintenance window. Press this button to save any changes made to this customer's information in the Customer Name File. NOTE: This [Save] button will save any data entered on the General window or on the Memo window. Since the Extra Phone Numbers and YTD Amounts reside in separate data files, this [Save] button does not control the addition of information to either of those files.

[ Cancel ] Press this button to close this window and return to the Customer Name File Maintenance window. This [Cancel] button will cancel any data entered on the General window or on the Memo window; however, it will not cancel data entered on the Extra Phones or YTD Amounts windows as that data resides in separate data files. NOTE: If you make any changes in this window and then press the [Cancel] button to ignore those changes, then another window titled Save Record will open which asks "Do you want to save the changes to this record?". For additional information, please see Save Record.

[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.

[ Print Label ] Press this button to print an address label for this specific customer.

MEMO:

The Memo tab will open a notepad where you may enter any notes regarding this customer.

[ Add ] This button will appear if you are entering a note for a new customer. After typing your note, press this button to add this note to this customer's master file and return to the Customer Name File Maintenance window.

[ Save ] This button will appear if you are entering a note for an existing customer. After typing your note, press this button to save this note in the customer's master file and return to the Customer Name File Maintenance window.

[ Cancel ] Press this button to close this window and return to the Customer Name File Maintenance window. NOTE: If you make any changes in this window and then press the [Cancel] button to ignore those changes, then another window titled Save Record will open which asks "Do you want to save the changes to this record?". For additional information, please see Save Record.

Extra Phones:

The Extra Phones tab will open a window where you may view the additional contact persons and their various phone numbers. This window will allow you to add a new contact person, change an existing contact person, or delete an existing contact person and his/her contact information. NOTE: You may have as many additional contacts/phone numbers as needed. NOTE: These extra contacts and phone numbers actually reside in a separate data file named Customer Extra Phone Numbers File (AR1D07.TPS).

[ Insert ] Press this button to add a new additional contact person and his/her phone number to the Customer Extra Phone Numbers File. This will open a window titled Adding a Phone Number. For additional information, please see Update Customer Extra Phone Numbers.

[ Change ] Press this button to change the information for the highlighted contact person in the Customer Extra Phone Numbers File. This will open a window titled Changing a Phone Number. For additional information, please seeUpdate Customer Extra Phone Numbers.

[ Delete ] Press this button to delete the highlighted additional contact person and phone number from the Customer Extra Phone Numbers File. This will open a window titled Removing a Phone Number. For additional information, please see Update Customer Extra Phone Numbers.

YTD Amounts:

The YTD Amounts tab will open a window where you may view the total amounts which have been billed to this customer during each calendar year represented in the MoverBiz system. You may also use this YTD Amounts tab to add the total amount billed for the current year if this is an initial setup of the MoverBiz System. All of the MoverBiz modules utilize continuous posting. Each amount is kept in its own proper year and updated continuously. NOTE: These year-to-date amounts actually reside in a separate data file named Customer YTD Amounts Billed File (AR1D08.TPS).

[ Insert ] Press this button to add a new YTD Amount. This will open a window titled Adding a YTD Amount. For additional information, please see Update Customer YTD Amounts.

[ Change ] Press this button to change the highlighted YTD Amount. This will open a window titled Changing a YTD Amount. For additional information, please see Update Customer YTD Amounts.

[ Delete ] Press this button to remove the highlighted YTD Amount. This will open a window titled Removing a YTD Amount. For additional information, please see Update Customer YTD Amounts.