Update Customer File
The window titled Adding an IBS Customer is used to add a new customer and the window titled Changing an IBS Customer is used to change an existing customer's information in the Customer File. NOTE: Customers and Accounts are both found in the Customer File in our database.
As you can see, there are two tabs at the top of each window titled General and Memo. The General tab is used to enter all the basic information for the customer as explained below. The Memo tab is used for any special comments regarding the customer. The Memo window contains up to 16 lines of information you wish to record about this customer. The use of the memo pad is totally up to the discretion of the user.
IBS Customer Number: Enter the number by which this Customer will be referenced by the programs. The next available Customer Number will be automatically placed in this field when adding a new customer. IBS Customer Number is a required field.
Name: Enter the Customer's name exactly as you wish it to appear on all invoices and statements. Name is a required field.
Sort-Locator: Enter the Customer's Name in the order in which it should appear on a listing which is sorted alphabetically. For example, to sort Virginia Bearings Company under "V", the Sort-Locator should be Virginia Bearings Company. However, to sort Virginia Wolf under "W", the Sort-Locator should be Wolf, Virginia. Sort-Locator is a required field. NOTE: The system will use the Name as the Sort-Locator unless you choose to override this default with another Sort-Locator as previously explained.
[ 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: There are two lines for the Customer's street 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 of the Customer's address.
State: Enter the Postal Code for the State/Province of the Customer's address. Press the [?] to the right of this field to open a window titled Select Postal Code which will list all existing postal codes. The Select Postal Code window allows you to Select an existing postal code, Insert a new postal code, or Change an existing postal code. For additional information, please refer to Select Postal Code.
Country: Enter the Country if the Customer resides in different country. This will enable the invoice to be routed to the proper country.
Customer Type: Enter the code for this Customer's type and the description of the selected type will be displayed to the right of this field. Customers can be identified as belonging to different classes or types. Customer type is a user-defined file and it is not a required field. This is an information field only. Press the [?] to the right of this field to open a window titled Select Customer/Account Type which will list all the existing customer/account types. This window will allow the user to Select an existing customer type, Insert a new customer type, Change an existing customer type, or Delete an existing customer type. For additional information, see Select Customer/Account Type.
Contact: This field is for the primary contact at the Customer.
Phone Number: This field is for the primary phone number at the Customer.
SCAC: This field is for the military SCAC number, if applicable. This SCAC number can be used as a search criteria on certain reports.
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.
Print Flag: This field is used to group certain Customers for printing Address Labels. It is only used by the Address Labels option on the Print Customer Name File reports menu. 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 field will accept A - Z and 0 - 9.
Account: This is a general reference field for any special referencing number required by this Customer. 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. This is currently an information field only.
[ E-mail Addresses ] Press this button to open a window titled E-Mail Addresses that allows you to add or edit the e-mail address(es) for this customer.
[ Add ] This button will appear if you selected [Insert] on the Select an IBS Customer window. Press this button to add the new customer to the Customer File and return to the Select an IBS Customer window.
[ Save ] This button will appear if you selected [Change] on the Select an IBS Customer window. Press this button to save any changes made to the existing customer in the Customer File and return to the Select an IBS Customer window.
[ Cancel ] Press this button to close this window and return to the previous window without saving any additions/changes. NOTE: If you make any changes to the record and then press this [Cancel] button, another window will open titled Save Record. For information, please refer to Save Record.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
[ Mail Label ] Press this button to print a mailing label for this customer.
