Update Customer File

To update or review the contents of the Customer File, perform the procedures listed below.  This conversation can be used to add, change, delete, deactivate, reactivate, or inquire into a Customer Master File records for bill-to and ship-to customers.

Display Customer Selection Screen

1.   Enter the Customer Master Maintenance option on the Accounts Receivable Menu to display the function select screen (AR630S01).

Select Customer and Type of Processing

2.   The function select screen is used to select the customer to be processed and the type of processing for the conversation.  The customer field is used to select the customer to be processed. The transaction code field is used to select the type of processing to be performed.

Define Ship-to Customer

3.   There are two basic ways to define a ship-to customer:  Add Ship-to and Copy Ship-to.  In addition, any of the options to create a bill-to customer will also create a ship-to record for the new customer.

To add a ship-to customer, type the customer number and press Enter.  Type the information for the new customer on the Sales Information screen and press Enter.  The data is validated and, if it is valid, the partial screen is displayed.  Either enter another ship-to customer number to be added or press F3 or F10 to exit the screen.

To copy a ship-to customer, type the new customer in the Customer Number field and the customer to be copied in the Reference Customer field.  Press Enter.  The new customer will be created by copying the sales information for the reference customer.  The partial screen will be displayed, allowing you to copy additional customers.  Either enter another ship-to and reference customer, or press F3 or F10 to exit the screen.  You may then choose the Change Shipping Information option to view and modify any information for the new customer.

Define a Bill-to Customer

4.   There are three options for defining a bill-to customer:  Add Bill-to, Copy Bill-to, and New Customer Setup.

To add a bill-to customer, type the customer number and press Enter.  The Sales Information screen will be displayed.  Type the information for this customer and press Enter.  If all information is valid, the Billing Information will be displayed.  Type the information for the new customer and press Enter.  The data is validated and, if it is valid, the partial screen is displayed.  Information for the remaining Customer Master Maintenance screens was defaulted for the new customer.  Either enter another bill-to customer number to be added on the partial screen or press F3 or F10 to exit the screen.  You can then use one of the Change options to view and modify information for the new customer.

To copy a bill-to customer, type the new customer in the Customer Number field and the customer to be copied in the Reference Customer field.  Press Enter.  The new customer will be created by copying all information for the reference customer.  The partial screen will be displayed, allowing you to copy additional customers.  Either enter another ship-to and reference customer, or press F3 or F10 to exit the screen.  You may then choose one of the Change options to view and modify any information for the new customer.

To setup a new customer, type the new customer in the Customer Number field and press Enter.  The Sales Information screen will be displayed.  Type the information for the new customer and press Enter.  If all data is valid, the Billing Information screen will be displayed.  Type the information and press Enter.  The information will be validated and, if it is valid, the next screen will be displayed.  Continue until you have defined all information for the customer.  After you have entered information on the last screen, the partial screen will be displayed.  Either enter another bill-to customer to be set up or press F3 or F10 to exit the screen. 

Change Customer File Record

5.   To modify customer information, type the customer number on the function select screen and enter the appropriate transaction code for the type of information to be updated.  (For a ship-to customer, you can only change sales information.).  Press the Enter key to validate all data fields.  If any data is invalid or if the specified record does not exist on the file, an error message is displayed.  If the data is valid, the requested screen for the selected is displayed for the selected customer.

Enter data to be changed in the appropriate input fields and press the Enter key.  The data is validated and, if is valid, the partial screen is displayed.  Either enter another customer for which the same information needs to be changed, or press F3 or F10 to exit the screen.

Delete Customer File Record

6.   If the user if not conducting any future business with a customer, the customer should be deleted from the Customer File.  To select a Customer Master File record for deletion, enter the customer number and the appropriate transaction code on the function select screen  and press the Enter key.

If any data entered on the screen is invalid or if the specified record does not exist on the file, an error message is displayed.  If the data is valid, a message is displayed indicating that the customer has been deleted.

No data can be changed or entered when the delete transaction code is in effect.

Note that customer records are not deleted until the system has verified that there are no transactions for the customer on the Open Item File or Payments File.

Customers that are marked for deletion and have no transactions on the Open Item File or Payments File are considered pending delete by the system.  These customers will be deleted during the next data base purge.

Customers with transactions on the Open Item File or Payments File may be assigned deactivate status.  (See step 7, Deactivate Customer File Record.)

Deactivate Customer File Record

7.   A record can be deactivated if the user does not want to allow new open items for a customer with non-zero amounts in the Open Item File or Payments File.  You can deactivate the customer as a bill-to customer.  When the Deactivate Bill-to transaction is used, the customer cannot be specified as a bill-to location on an order but can still be used as a ship-to location.  You can also deactivate the customer as a ship-to customer.  When the Deactivate Ship-to transaction is used, the customer cannot be used as a ship-to or bill-to location on a sales order.  The customer is deactivated instead of deleted if the customer may be reactivated.

To select a Customer File record to be deactivated, enter  the customer number and the appropriate transaction code on the function select screen.  Press the Enter  key to validate all the data fields.  If any data  is invalid or if the specified record does not exist on the file, an error message is displayed.  If the data is valid, a message is displayed indicating that the customer has been deactivated.

No new open items can be entered when the deactivate code is in effect.  However, payments are accepted from a deactivated customer.

A record that has been deactivated can be reactivated if the user wants to resume normal business with the customer.

Reactivate Customer File Record

8.   To select a Customer File record to be reactivated, enter the customer number on the function select screen.  Press the Enter key to validate all data fields.  If any data is invalid or if the specified record does not exist on the file, an error message is displayed.  If the data is valid, a message is displayed indicating that the customer has been reactivated. 

Inquire Into Customer File Record

9.   To inquire into a Customer File record, select the Customer Master Inquiry option from the Accounts Receivable menu.  Specify the customer number on the function select screen and press Enter.

If data entered on the function select screen is invalid or if the specified record does not exist on the file, an error message is displayed.  If the data is valid, the Sales  Information screen for that record is displayed.  No data can be entered or changed when the inquire transaction code is in effect. 

For a ship-to customer, press Enter, F3, or F10 to exit from the Sales Information screen.

 For a bill-to customer, you can exit from the screen or use the F6 key to display the next screen.  Use the F5 and F6 keys as necessary to move backwards and forwards through the customer information.  When you are done with the inquiry, press Enter, F3, or F10 from any screen.