As you add customers to the system, you need a way to distinguish between billing addresses and shipping addresses. You can also keep track of prospective customer information, so that when a prospect places an order, you can enter additional information in their record. Use the Customer Maintenance window to store this information.
When a customer status changes from ship-to to bill-to, you may need to change the status of other customers, vendors, or branches that are linked to that customer record.
To change a customer's status:
From the Maintenance menu, select Customer to display the Customer Maintenance window.
In the Customer field, enter a customer's name to display the customer record.
In the Customer Type area, check any of the items that apply to this customer.
Select one or more of the following check boxes to indicate the customer type:
Bill To - See the following table for more information.
Ship To - See the following table for more information.
Prospect -You need theCONVERT.PROSPECTauthorization key to change a status of Prospect. When you enter an order or bid for a prospect, the Prospect field is deselected in the customer record, and the Bill-To and Ship To fields are automatically selected. Prospect customers do not require a bill-to customer association.
The following table describes the results of changing a customer's status.
|
If you... |
then... |
|
change a prospect to a customer |
the system selects the Bill To and Ship To check boxes in the customer record. |
|
change a customer back to a prospect |
ensure the customer has no history, open orders, or open bids, and select the Prospect check box. |
|
change a bill-to and ship-to customer record to a bill-to only |
the system displays a list of ship-tos pointing to that bill-to. |
|
change a bill-to and ship-to customer record to a bill-to only, and there is only one ship-to pointing to that bill-to |
you cannot remove the last ship-to. |
|
move any A/R records from one ship-to to another, in order to correct the above changes |
run the Overnight Maintenance Report to locate duplicate entries. |
See Also: