Program Description
This program can be found on the Billing Inquiries menu (BI-2-2) and the Accounts Receivable Inquiries menu (AR-2-2). It allows you to access information in the system for any customer, such as customer name, address, ship to and bill to information, contact person, invoices, sales, credit limit, credit available, and AR balance.
Rev 14 Changes
Options were added to swap out to Detailed Customer Profile and PO Tracking File Maintenance. The following prompt appears after the “Do You Wish To Print The Customer Profile (Y/N)” prompt.
When the operator goes into D’etailed Cust. Profile or P’O Tracking, the customer number that is displayed in the Customer Profile Inquiry does not come up automatically. This allows you to perform file maintenance on any customer records.
If the operator chooses to go into D’etailed Cust. Profile or P'O Tracking, when you end out, the screen will return to the Customer Profile Inquiry. When N for neither is entered, the screen will display “Additional Inquiries (Y/N)”.
Also, if the customer being displayed is on credit lockout, “Lockout For Credit” will be displayed blinking on the top right corner of the screen. A customer is on credit lockout if the Credit Alert field in the Customer File (CUSTD) is set to L for lockout.
Also, when the operator is at the Customer Number prompt, a message stating “Enter ‘END’ To Return To Menu” will be displayed on the bottom of the screen. Prior to Rev 14, it was required to enter END to return to menu. There is now a message on the screen instructing you to do this.
A new global option was added to the Billing Control File Maintenance. This is field 51 Number Of Months To Calculate Avg Days To Pay (1-99, 0=Entire History). Prior to Revision 14, the average days to pay was calculated by looking at the customer’s AR and AR History. If the system has five years of AR History, then it would use the entire five years in the calculation. This new global option allows a limit to be set when calculating average days to pay. This field will store the number of months prior to the current system date that should be checked. For example, if 12 is stored in this field, then only the prior year’s AR and AR History will be included in the calculation. The transaction date on the invoice is that date that is used. If 0 is placed in field 51, then the program will work similar to how it worked prior to Revision 14 and use the entire AR and AR History for the customer.
Rev 12 Documentation
The Customer Profile Inquiry provides current Accounts Receivable figures. It includes month, year to date, and last year sales information. The inquiry calculates an average days to pay and displays a high credit figure. The inquiry can be printed.
Enter Data
Cust.No/Name
To exit the program enter an E or END. An ESC escape key can also be input to exit the inquiry.
There are three ways to access a customer's A/R. The first is to enter the bill to customer account number. The second is to enter the phone number that is stored in field 8 of Customer File Maintenance. The third is to enter an alpha search of the customer name.
When at least one alpha character or an invalid customer is entered, the program enters an alpha search. Up to 20 alphanumeric characters can be input. The Customer File is searched. If a customer's name matches exactly with the input, that customer name is displayed on the customer choice screen. The following is displayed for each alpha customer choice selection.
4/02/97 Customer Profile 11:23
Ship To Sold To
Cust.No./Name M
No Customer Name Address City St
1 M.J. REALTY
2 MANNERS INC 34 EARLY DRIVE LA CROSSE WI
3 MARTIN PRODUCTS COMPANY 1636 MC HENRY AVE SACRAMENTO CA
4 MATHY 1001 COMMERCE ONALASKA WI
5 MATHY CONSTRUCTION XYZ ONALASKA WI
6 METRO TRANSIT BOARD 45 NORTH ST HOLMEN WI
7 MG OFFICE SUPPLIES, INC. 1250 RED CEDAR COURT ONALASKA WI
8 MICHELS CONSTRUCTION 222 ST JAMES WAY MARSHALL TN
9 MIKE THESING RT 1 LA CRESENT MN
10 MILTON COMPANY 1230 AVON ST LA CROSSE WI
11 MILTON FEED CO LA CROSSE WI
12 MINERALS DIVERSIFIED 987 TORRANCE DRIVE LA CROSSE WI
13 MINOLTA CORPORATION RAMSEY NJ
14 MISC CUSTOMER ALWAYS OVERRIDE
15 MISSISSIPPI BAIT COMPANY 1019 HARBOR DRIVE BRICE PRAIRIE WI
16 MISSISSIPPI BOAT SERVICES E. WISCONSIN ST. PORTAGE WI
17 MOBILE-CAM PRODUCTS
Select Customer Choice Or E'nd:
Enter Data (Cont’d)
The following is displayed for each alpha customer choice selection.
No A computer assigned line number.
Customer Name The customer name that matches the alpha input.
Address The first address line from the Customer File.
City The customer's city from the Customer File.
St The customer's state from the Customer File.
One of the two following prompts appears.
Select Customer Choice Or E'nd:
Display N'ext, Select Customer Choice, Or E'nd: N
4/02/97 Customer Profile 11:26
Ship To Sold To
Cust.No./Name S
No Customer Name Address City St
1 SALES MANAGEMENT TRANS
2 SAMPLE CO. P.O. BOX 8765 LA CRESCENT MN
3 SAMPLE CO. 3 1860 CTH LACRESCENT MN
4 SAMPLE CO. NO. 2 BOX 38 LA CROSSE WI
5 SAMPLE ONE COOKIES 1234 GORGE AVE LA CROSSE WI
6 SCHULMAN & SCHULMAN 900 BAKER ST HOLMEN WI
7 SCHULMAN & SCHULMAN 1500 WESTERN LA CROSSE WI
8 SCHULMAN & SCHULMAN INC 5600 BAILEY ONALASKA WI
9 SEA RAY BOAT 1300 RIVER ROAD LA CROSSE WI
10 SECOND HAND SHOP 12 TUTTLE ST LA CROSSE WI
11 SHIPTO
12 SKEMP CLINIC 100 WEST AVENUE LA CROSSE WI
13 SKOGENS 100 MAIN STREET LA CROSSE WI
14 SMITH PROP
15 SMITH PROPERTIES 1615 HYDE ST. LA CROSSE WI
16 SMITHERS GROCERY 567 THIRD ST LA CROSSE WI
17 SNELLING & SNELLING 23 SOLE RD. WINONA MN
Display N'ext, Select Customer Choice, Or E'nd: N
Enter Data (Cont’d)
The first prompt appears when there are less than 18 customer choices. The second prompt appears when there are more than 17 customer choices. Enter a carriage return to accept the default of a N for next. The next screen of selections appears. Enter an E to exit the alpha search. The cursor returns to the Cust.No/Name prompt. Enter the computer assigned line number that corresponds with the desired customer choice selection. (3 Alphanumeric)
When entering a N for next, the next screen of alpha customer choices appears. This prompt displays.
Display N'ext, P'revious, Select Customer Choice, Or E'nd:
Enter a carriage return to accept the default of a N for next. The next screen of selections appears. Enter an E to exit the alpha search. The cursor returns to the Cust.No/Name prompt. Enter the computer assigned line number that corresponds with the desired customer choice selection. Enter a P to go back one screen of customer selections.
Once the last screen is reached, this prompt appears.
Display P'revious, Select Customer Choice, Or E'nd:
Enter an E to exit the alpha search. The cursor returns to the Cust.No/Name prompt. Enter the computer assigned line number that corresponds with the desired customer choice selection. Enter a P to go back one screen of customer selections.
If a line number is entered that does not exist the prompt Selection Is Out Of Range appears. The cursor returns for re-input. A line number from a previous screen can be entered. The customer selection can be entered without displaying.
Enter Data (Cont'd)
Recalculate Average Days To Pay (Y/N)
4/02/97 Customer Profile 11:33
Ship To Sold To
Cust.No./Name 7856200
Master A/R
Contact BR Tax 1
Phone Sales Rep Tax 2
Fax Term
MTD YTD Last Year
A/R Balance
Invoices Order Value
Sales Limit
Available
Date Added Avg Days To Pay High Credit
Recalculate Average Days To Pay (Y/N)
The inquiry includes a calculation of average days to pay. Enter a Y to calculate this figure. The figure is recalculated using the current Accounts Receivable and A/R History. The figure is stored in the Custd File. Depending upon the number of records on a customer's account, the recalculation of this figure may take some time. The data does not display until the calculation is completed. The more invoices on the account, the longer it takes. If you do not want to take the time to recalculate the average days to pay, input a N for no. The recalculation of the figure does not occur. The average days to pay displays with the figure that was calculated the last time this customer was entered in the Customer Profile inquiry and a recalculation was done. If the customer has never had an average days to pay calculated, the figure is zero.
Enter Data (Cont'd)
The data displays. The cursor is at the following prompt. The cursor immediately goes to this prompt after input of the customer if you do not have the LMS Collection system activated.
Do You Wish To Print The Customer Profile (Y/N)
Enter a Y for yes to print the information displayed on the screen. The printer selection appears to allow selection of a printer. Enter a N to not print the inquiry. When a N is input or the printing is completed, the cursor continues on to the following prompt.
Additional Inquiries Y'es - N'o
Enter a Y for yes to return to the Cust.No/Name prompt for input of another customer. Enter a N for no to exit the inquiry.
The following information is included in the inquiry. The information relates to the customer number that is being accessed. The information is from the Custd File. See the following example.
4/02/97 Customer Profile 11:46
Ship To Sold To
Cust.No./Name 7856200 MISSISSIPPI BOAT SERVICES MISSISSIPPI BOAT SERVICE
E. WISCONSIN ST. E. WISCONSIN ST.
Master A/R 7856200 P.O. BOX 345 P.O. BOX 345
PORTAGE WI PORTAGE WI
539012222 539012222
Contact RALPH BR 2 Tax 1 20
Phone 608-785-6205 Sales Rep 9999 Tax 2 20
Fax Term 1
MTD YTD Last Year
A/R Balance 4544.47
Invoices Order Value .00
Sales .00 .00 .00 Limit 10000.00
Available 5455.53
Date Added 4/88 Avg Days To Pay 34 High Credit 222504.71
Do You Wish To Print The Customer Profile (Y/N)
Program Results
The following information is included in the inquiry.
Cust.No./Name The customer number that you are accessing displays. The full name and address of the ship to and bill to account stored in the Customer File appears.
Master A/R The bill to customer number assigned to the number that is being accessed.
Contact The contact name stored in Customer File Maintenance, field 9.
BR The branch number stored in Customer File Maintenance, field 18.
Tax 1 The tax code stored in Customer File Maintenance, field 21.
Phone The phone number stored in Customer File Maintenance, field 8.
Sales Rep The sales rep stored in Customer File Maintenance, field 32.
Tax 2 The tax code stored in Customer File Maintenance, field 22.
Fax The fax number stored in Customer File Maintenance, field 20.
Term The terms code stored in Customer File Maintenance, field 11.
Invoices MTD YTD Last Year The number of invoices and credit memos, month to date, year to date, and last year.
Sales MTD YTD Last Year The current amount of sales month to date, year to date, and last year.
Date Added The month and year that the customer was added to the Customer File through Customer File Maintenance.
Program Results (Cont'd)
Avg Days To Pay The calculation for average days to pay is as follows. Current invoices that have a balance of zero and have a payment applied are included in the calculation. Invoices in the A/R History File are also included. Only records with an INV (invoice) Tac Code and PMT (payment) Tac codes are selected. An invoice with a balance of zero are not included if there are any other types of transactions besides payments. As an example, if an invoice had an adjustment or an ART (Accounts Receivable Transfer), or a credit memo applied, the invoice is not be included in the calculation. This applies even if there is also a payment on the invoice. Also, an invoice that was created as a zero invoice is not included in the calculation. The number of days between the invoice date and the most recent payment date is calculated for each invoice that is to be included. These days are added together. This figure is divided by the number of invoices that had their days calculated. The average days to pay is only calculated in the Customer Profile program. It is stored in the Custd File. Note: This figure does not appear unless the LMS Collection System switch is set to a Y for yes.
As an example, a customer has two current invoices that are fully paid. They also have 5 invoices in the A/R History File. These invoices were paid with payments only. The invoice and payment dates of the invoices that are in the A/R History File are as follows:
Invoice 80200 Invoice Date 04/03/97 Payment Date 05/31/97 = 58 days
Invoice 80755 Invoice Date 07/04/96 Payment Date 08/01/96 = 28 days
Invoice 80801 Invoice Date 07/10/96 Payment Date 08/15/96 = 36 days
Invoice 81200 Invoice Date 10/03/96 Payment Date 11/19/96 = 47 days
Invoice 81467 Invoice Date 10/17/96 Payment Date 11/29/96 = 43 days
The invoices that are in the current A/R File and are paid in full are as follows.
Invoice 81399 Invoice Date 10/12/96 Payment Date 12/01/96 = 50 days
Invoice 81625 Invoice Date 11/10/96 Payment Date 12/17/96 = 37 days
The calculation is: 58 + 28 + 36 + 47 + 43 + 50 + 37 = 299/7 = 42.7 = 43 Average Days To Pay.
Program Results (Cont'd)
A/R Balance This is the current Accounts Receivable balance.
Order Value This is the current open order value stored in the Custd File.
Limit This is the credit limit stored in Customer File Maintenance, field 13.
Available This is Limit minus A/R Balance and Order Value. A negative sign means the customer is over their defined credit limit.
High Credit This is the highest A/R balance the customer has had. The high credit figure is stored in the Custd File. The Custd File is updated with this figure in two ways. The first is by entering a customer into the Customer Profile program. The program checks to see if the Collection System switch is set to yes. If it is, it checks the Custd File to see what the current High Credit figure is. If the current A/R balance is higher than the current High Credit, the current A/R balance becomes the current high credit figure in the Custd File. The second way is when the A/R End Of Day Processing is run. The End of Day Processing program checks to see if the Collection System switch is set to yes. If it is, all of the customers have their current A/R balance compared to the current high credit figure stored in the Custd File. If the current A/R balance is greater, it becomes the current high credit figure and writes into the Custd File.
As an example, on Dec. 2 a customer's A/R balance is $6230.00. This is also the high credit figure as of Dec. 2. No transactions occurred until Dec. 20 when a payment was made of $1500.00 making the current A/R balance $4730.00. When running End of Day Processing on Dec. 20 or entering the customer in the Customer Profile program, the current A/R balance of $4730.00 is compared to the high credit figure of $6230.00. The figure of $4730.00 is less than $6230.00 so the high credit figure stored in the Custd File remains as $6230.00. Once the A/R balance exceeds $6230.00 that number replaces the $6230.00 as the high credit figure.