Customer Master Maintenance

Program/Screen: CXCUSM/CXCUSMC1

Description:

Use this program to enter, update, and review charge customer master records.

• Navigation

• Function Keys

• Fields

• Related Programs

• Special Topics

Navigation

Access this screen by entering a valid customer number on the Customer Master Maintenance - Launch screen.  Enter customer information such as contact name, tax district, territory code, and cycle bill code.  From the various function keys available from this screen, you can enter billing information, customer comments, and rental rate discounts for the customer.

Unique Customer Master Maintenance Screens

Customer Master Maintenance - Launch

Customer Master Maintenance

Billing Information

Apply Long Term Discount

Extended Information

Additional Customer Information

Bank Information

Additional Program Screens

Authorized User Maintenance

Job Selection

Customer Job Entry

Contract Price Search

Rental Rate Discounts

Marketing Contact Maintenance

Sales Item Discount Maintenance

Terms Table Maintenance (Notes Receivable)

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Fields

Customer number

Displays the unique number assigned to the customer.  You can assign this number manually or let the system assign it from the NXTCUS control record.

Date opened

Displays the date the customer record was created.

Status

Displays the current status of the customer.  Valid status codes include:

• A - Active

• B - Bad debt

• C - Account closed by customer

• D - Account deleted by company

• H - Hold

• I - Inactive

• S - Suspended

• F - Credit denied

More information...

Location

If you have proper authorization, you can change the location code and create the customer record in another location.

Last maintained

Displays the user name for the last person who maintained the record.  The date and time that the record was last maintained also display.

Use Long-term discounts

Indicate if you want to use long-term discounts for this customer.  If you choose to use long-term discounts, you can set specific discount percentages for this customer by pressing F16=LT Disc.  If there are no long-term discount percentages specific to this customer, and this field is set to Y, the system will use the long-term discounts set up in control record LTDISC.

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Name

Displays the customer's name.

Address 1

The first address line for the customer's billing location.

Address 2

The second address line for the customer's billing location.

City

The city for the customer's billing address.

State

The state for the customer's billing address.

Zip

The postal code for the customer's billing address.

Phone

The customer's business phone number.

Alternate Phone

Another phone number used to contact the customer.

Fax Number

Displays the customer's fax number.

Business Entity

Select the code that represents the type of business for this customer such as, Incorporated (I-Inc), Limited Liability Corporation (L-LLC), and so on.

NIC

Enter the customer's National Industrial Classification code.

National code

Enter the code that represents this customer's national accountKey customer often serviced by a group or a specific salesperson. status.

See the National Account Rebate Setup topic for information on rebates for national accounts.

National expiration date

Enter the date that the customer's national account expires.

Insurance

Indicate if the customer has special insurance for cranes or trucks.  The setting here is used in conjunction with control record INSREQ that dictates if the system halts or only warns during the processing of rental transactions if the customer does not have insurance or their insurance has expired.

Insurance expiration date

Enter the date that the customer's special insurance expires.  The system can be set to provide a warning when a customer's insurance is close to expiration.

Tax district

The tax district code for this customer.  If you are integrated with a tax software package, the district is determined from the customer's full address.

Customer Type

Enter the code that indicates whether the customer is a private account (PA) or corporate account (CA).

Search word

Enter a descriptive word that you can use when searching for a customer record via Customer Search.

When creating search words for any of the entities in the system, it is recommended that you develop a standard format for them and remain consistent as you assign them.

Contact

Enter the name of the main contact for this customer.

Region

Enter a code to place this customer into a region for analysis and reporting purposes.

Territory

Enter a code to place this customer into a territory for sales representative assignment and analysis purposes.

A change to this field triggers a comment to Collection Comments for this customer.

Representative number

Assign a sales representative to this customer.  Use F2 Representative Split to assign more than one representative to the customer.  The sales representative entered at this level is the default at the jobRecord that represents a particular work site for a customer. level and the contract level, but it can be changed in those places.

A change to this field triggers a comment to Collection Comments for this customer.

SIC code

Enter a code to place this customer into a standard industry classification.  This setting is useful when sending out marketing information that you want to apply to a specific industry such as contractors or carpenters.  Use control record SICRQD to make this a required field.

Class

Enter another classification code for this customer that can be used for analysis and reporting purposes.  It can also be used when setting up contract pricing.

Credit limit

Enter the customer's credit limit.  Settings in control record CRDLMT determines if you will receive a hard halt or only a warning when a customer exceeds their credit limit.

See the description of the Corporate Link field for more information on customer credit limits.

A change to this field triggers a comment to Collection Comments for this customer.

Credit code

Enter the code that classifies this customer's credit worthiness.  This is a user-defined code that can be linked to the auto-suspend program.  For example, a code of A might represent customers who should automatically be suspended when their account balance exceeds 30 days.

Use A/R Credit Codes Maintenance to set up these codes.

Credit manager

Enter the name of the credit manager assigned to this customer.  You can filter the Credit Collection Call List screen by this name.

Agency Limit

Enter the credit limit suggested by the credit agency.

Sync Limits

Set this flag to Y to protect the Credit Limit field and use the Agency Limit value as the effective credit limit for this customer.

User authorization required

Indicate whether the customer requires a verified authorized signature for rental or sales transactions.  If this is set to Y, you can press F4 at the Signature field in rental and sales transactions to access a list of authorized users for the customer.  Authorized users are set up by pressing F8 from this Customer Master Maintenance screen.

The Customer Job Maintenance program also has this field.  The setting at the job level overrides the setting made here in the Customer Master.

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Purchase order number required

Indicate whether a purchase order number is required from the customer in order to complete a transaction in the system.

Pre-lien

Indicate whether you want to apply a pre-lienMechanism for being able to place a lien on a customer in case they go bankrupt to this customer when the rental transaction exceeds a pre-set limit.

A change to this field triggers a comment to Collection Comments for this customer.

Job number required

Indicate whether a job number is required for the customer for all transactions.

Service charge

Indicate whether this customer should be charged late fees on past due invoices.  You can generate late fees at month end from Accounts Receivable via the Create Late Charges - Month End program.

Print statement

Indicate whether to print a monthly statement for this customer via Print A/R Statements.

EPA charge

Indicate whether to add an environmental fee to transactions for this customer.  The settings in control record EPACHG determine if EPA fees apply at all in the system.

See Setting Up Environmental Charges for more information.

Taxes: Sales

Indicates whether to charge taxes on sales amounts (non-rental amounts) for this customer.  If taxes will be charged, enter Y.  If they will not be charged, press F4 to search for the applicable reason code for not charging taxes.

Taxes: Rentals

Indicates whether to charge taxes on equipment rentals for this customer.  If taxes will be charged, enter Y.  If they will not be charged, press F4 to search for the applicable reason code for not charging taxes.

Resale number/VAT number

If the customer is tax exempt for resale reasons, enter their resale number.

If you operate within the European Union, enter the number from the customer's VAT (Value Added Tax) certificate.

Damage waiver

Indicate whether to calculate damage waiverInsurance coverage for physical damage to rented equipment. charges for rentals to this customer.  Damage waiver is only charged if this field contains a Y, F, or V, and the rental item has a damage waiver percent assigned to it.

A setting of V causes damage waiver to be charged only if the replacement value of the equipment is greater than the amount in the Damage waiver amount field.  A setting of F causes damage waiver to be charged for a full week even if the customer is not charged for rentals on Saturday and Sunday.

A change to this field triggers a comment to Collection Comments for this customer.

Damage waiver expiration date

Enter the expiration date of the certificate of insurance equipment rider that the customer has that exempts them from damage waiver charges.  The system can be set in control record RAOUTB to provide a warning when a customer's insurance is close to expiration.

Damage waiver amount

If the Damage waiver setting is V, enter the amount above which the equipment replacement value must fall before damage waiver is charged.  If the Damage waiver setting is Y or F, enter the damage waiver amount to charge.

Source/Routing code

Enter a user-defined code to indicate how this customer heard about your company.  Use control record SRCRQD to determine if this field is required and what the field label should be.

Free delivery

Indicate whether this customer should be charged for deliveries.  This can be changed on a per job or per contract basis.

Free pickup

Indicate whether this customer should be charged for pickups.  This can be changed on a per job or per contract basis.

Cycle bill code

Enter the code to indicate how the customer will be cycle billed.  Valid codes are:

• 2 - Biweekly

• A - 28 Day Cycle

• B - 30 Day Cycle

• C - Calendar Bill

• D - Daily Bill

• E - Exact Day Billing

• I - Exact Day Billing Over 1 Month

• N - Never Bill

• Q - Quarterly Billing

• F - Semi-Monthly (15th and Last Day)

• S - Semi-Annual Billing

• T - Bill as 30-day Month

• W - Weekly Billing

• X - User Defined

• Y - Yearly Billing

For more information on cycle bill codes, see the Cycle Bill Codes white paper and the Billing Code X User Guide.

A change to this field triggers a comment to Collection Comments for this customer.

Day

When cycle bill code is E or I, enter the exact day of the month for cycle billing this customer.  If you enter 31, the system cycle bills at the end of the month, even for those months with less than 31 days.  If you enter 30, the system cycle bills on the 30th day of the month or at the end of the month in February.

Corporate link

If applicable, this field displays the number of the customer to which the current customer is linked for credit exposure.  When used in conjunction with control record CRPCRD, the system can be set to check the credit limit of all linked customers in addition to the individual customer's credit limit.

More information...

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Comments

Enter comments to appear when creating an invoice or contract for this customer.

Comments expiration date

Enter the expiration date for each comment.

Function Keys

Related Programs

Cash Customer Master Maintenance

Cycle Billing

Special Topics

Setting Up Environmental Charges

User Defined Fields User Guide

Cycle Bill Codes white paper

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