Update Account File
The window titled Adding an Account is used to add a new account and the window titled Changing an Account is used to change an existing account 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 account as explained below. The Memo tab is used for any special comments regarding the account. The Memo window contains up to 16 lines of information you wish to record about this account. The use of the memo pad is totally up to the discretion of the user.
IBS Customer Number: Enter the number by which this Account will be referenced by the programs. The next available Customer Number will be automatically placed in this field when adding a new account. IBS Customer Number is a required field.
Name: Enter the Account's name exactly as you wish it to appear on all invoices and statements. Name is a required field.
Sort-Locator: Enter the Account'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 Account'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 Account's address.
State: Enter the Postal Code for the State/Province of the Account'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 Account resides in different country.
Account Type: Enter the code for this Account's type and the description of the selected type will be displayed to the right of this field. Customers and Accounts can be identified as belonging to different classes or types. Customer/Account 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 account type, Insert a new account type, Change an existing account type, or Delete an existing account type. For additional information, see Select Customer/Account Type.
Contact: This field is for the primary contact at the Account.
Phone Number: This field is for the primary phone number at the Account.
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 Accounts 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 accounts from time to time, you can group those accounts 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 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 account. 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 Account.
[ Add ] This button will appear if you selected [Insert] on the Select an Account window. Press this button to add the new account to the Customer File and return to the Select an Account window.
[ Save ] This button will appear if you selected [Change] on the Select an Account window. Press this button to save any changes made to the existing account in the Customer File and return to the Select an Account 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 Account.
