Program Description
This new program in Rev 14 can be found on the Billing File Maintenance File Set Up menu (BI-3-1-23) and the Customer Profile Inquiry program. It stores information for each customer relating to when a Purchase Order is required or not, has user defined messages (notes) for each instance, and displays contact names and phone numbers of who issues the purchase orders. You can enter A for adding new customer profiles, V for viewing customer profiles, C for changing customer profiles, and D for deleting customer profiles. There can only be one record per customer. There is no linkage between Customer File Maintenance and this program. If a customer is added in Customer File Maintenance, a record is not automatically added to this file. If a customer is deleted in Customer File Maintenance, a record is not automatically deleted from this file. Note: These fields are currently informational only. They are not used by any Billing programs.
Rev 15 Changes
Two new fields have been added to this file. They are field 25 SVC Email and field 26 MTR Email. These fields can be used to store the email addresses for the person that is contacted for service (SVC) and the person that is contacted for meter readings (MTR). In Customer Care, a message will display noting if these emails are entered. The messages displayed in Customer Care are “SVC Email On File”, “MTR Email On File”, or “SVC & MTR Email On File”. The operator in Customer Care can access the Customer Profile Inquiry to reach the Detailed Customer Profile Inquiry to display the actual email addresses. Up to 60 characters can be entered for each email address.
Screen 1:
Screen 2:
Fields:
Customer No. / Name:
This is the customer to which the detailed customer profile relates. The first part of a customer name can be entered, and an alpha search will appear so the operator can choose the correct customer.
1-Accounts Payable Contact Name:
This is the name of the Accounts Payable contact person. This field is 18 characters long.
2-Phone:
This is the phone number of the Accounts Payable Contact Name. This field is 12 characters long and must have an area code entered. The phone number should be entered without the dashes (-). The phone number will be displayed on the screen with the dashes in place.
3-AP Manager Name:
This is name of the Accounts Payable Manager. This field is 25 characters long.
4-Phone:
This is the phone number of the Accounts Payable Manager Name. This field is 12 characters long and must have an area code entered. The phone number should be entered without the dashes (-). The phone number will be displayed on the screen with the dashes in place.
5-P.O. Required For Hardware (Y/N):
This field indicates if a purchase order is required for hardware. This will either be Y for yes or N for no.
6-Msg:
This field is 70 character message line that can contain comments regarding purchase orders for hardware (field 5).
7-P.O. Required For Supplies (Y/N):
This field indicates if a purchase order is required for supplies. This will either be Y for yes or N for no.
8-Msg:
This field is 70 character message line that can contain comments regarding purchase orders for supplies (field 7).
9-P.O. Required For Service Contract (Y/N):
This field indicates if a purchase order is required for service contracts. This will either be Y for yes or N for no.
10-Msg:
This field is 70 character message line that can contain comments regarding purchase orders for service contracts (field 9).
11-P.O. Required For T&M Service (Y/N):
This field indicates if a purchase order is required for T&M Service. This refers to time and material service. This will either be Y for yes or N for no.
12-Msg:
This field is 70 character message line that can contain comments regarding purchase orders for T&M Service (time and material) (field 11).
13-P.O. Required For Rental (Y/N):
This field indicates if a purchase order is required for rentals. This will either be Y for yes or N for no.
14-Msg:
This field is 70 character message line that can contain comments regarding purchase orders for rental (field 13).
15-P.O. Required For Misc. (Y/N):
This field indicates if a purchase order is required for miscellaneous. This will either be Y for yes or N for no.
16-Msg:
This field is 70 character message line that can contain comments regarding purchase orders for misc (field 16).
17-P.O. Required For All (Y/N):
This field indicates if a purchase order is required for all. This will either be Y for yes or N for no.
18-Msg:
This field is 70 character message line that can contain comments regarding purchase orders for all (field 17).
19-Hard Copy Required By Customer (Y/N):
This field indicates if a hard copy of the purchase order is required by the customer. This will either be Y for yes or N for no.
20-By Us (Y/N):
This field indicates if a hard copy of the purchase order is required from the customer from your organization.
21-Authorizing Contact Name:
This is the name of the person that can authorize a purchase order at the customer site. This field is 20 characters long.
22-Phone:
This is the phone number of the Authorizing Contact Name. This field is 12 characters long and must have an area code entered. The phone number should be entered without the dashes (-). The phone number will be displayed on the screen with the dashes in place.
23-Bill CN's If P.O. Is Expired (Y/N):
This field indicates if the customer’s contracts should bill if the purchase order has expired. This will either be Y for yes or N for no. Note: This field is informational only, Contract Billing will continue to bill contracts even if this field is set to N and the purchase order has expired.
24-Allow Entry Of Svc Call If CN Has A PO That Is Expired (Y/N):
This field indicates if the service calls should be entered for a customer if the purchase order is expired. This will either be Y for yes or N for no. Note: This field is informational only, Service Call Entry will allow a service call to be entered even if this field is set to N and the purchase order has expired.