Quantum VS Help: File Maintenance

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Field

Definition

Customer Contact Information

Account Number

Shows the customer's unique Customer Account Code.

The Customer Account Code is made up of a unique series of letters and numbers assigned to the customer. They typically start with two characters, followed by up to seven numbers; e.g. WE/0001234.

Name

Shows the customer's full company name, as presented on letters and other documents.

Short Name

Shows the customer's Short Name - a code of between one and sixteen UPPER CASE letters. The short name is often a cut down version of the full customer name, or an alias or nickname the customer is known by. For example, W H Smith & Sons Ltd might have a short name of SMITHS.

Address / Town / County / Post Code

Shows the customer's full company address, town, county and post code, as presented on letters and other documents.

Country

Shows the customer's country; e.g. United Kingdom (GB).

Note: The country is used by the system to determine VAT payable by the customer on sales transactions. See VAT Record Maintenance.

Telephone / Fax

Shows the customer's telephone and fax numbers.

Email

Shows the main company/contact email address.

Contact

Shows the name of the normal contact (if known), as referenced in the Header details of sales documents.

Note: If you have more than one individual contact at the customer company, perhaps with different responsibilities/tasks/titles, you may use Contact Maintenance to set up additional records for each contact.

Home Branch

Shows which of your Branches the customer is assigned to; i.e. the Branch which 'owns' the customer account.

Parent Account

If the customer has many branch accounts and one main (or parent) account for the organisation, the parent account is listed here.

Date A/C Opened

Shows the date on which the customer's account was opened.

Delivery Details

Shows any text entered to act as a reminder or instructions when making deliveries to the customer. For example, to deliver between certain hours, or on a particular day only.

This text will appear by default within the Special Instructions field within the Documentation tab of sales documents. This text may be overwritten by the user if necessary.

Customer Classification

Account Type / Status

Shows which customer Account Type the customer has been assigned. For example:

• Credit Account Customer (1) - customer is granted a credit account facility

• Cash Customer (2) - customer is required to make payment at time of sale

• Retail Customer (3) - customer is buying through a retail outlet (i.e. a walk-in customer)

• Staff Cash Customer (4)

• Staff Credit Customer (5)

• Inter Group (No VAT) (6)

• Inter Group (Inc. VAT) (7)

• Prospect (8) - this definition is used if the company has registered an interest in buying but is not yet bought anything and hence has no recorded sales history. If a prospect later becomes a customer you will be prompted to reassign them from a prospect to a customer. For further details see Prospect Customer Maintenance.

The Account Status will automatically be shown in the field below.

Market Type

Shows which customer Market Type the customer has been assigned.

This will typically relate to the credit terms the customer is offered; for example: None / 30 days / 60 days. (This field is for analysis only and does not have any effect on the Discount Matrix.)

This field is sometimes used as a classification for what type of customer the customer is, rather than what pricing terms they are given. For example, Plumbing, Joinery, Heating and Electrical, Painter and Decorator etc.

Class

Shows which Class the customer has been assigned to. For example: Builders / Plumbers / General Trade Customer / Retail Cash etc.

The Class field is used to group similar/related customers together for pricing purposes. The Class forms one half of the Discount Matrix. When a customer wishes to purchase goods, the Discount Matrix will refer to the customer's Class and look up the pricing rules that apply to that Class for the Price Group(s) of the goods that are being sold.  

For further information see Price Maintenance and Discount Matrix Maintenance.

Area

Shows which Area the customer is assigned to. For example: Northern region / Western region etc.

The Area (or Area Code) is commonly used to denote which geographical location the customer is based in (e.g. county, region, sales region), although you may define the term 'sales area' in any way you wish.

Rep

Shows which Sales Rep the customer is assigned to.

Picking Flag

Defines what will happen by default for this customer when Picking Notes are generated from a Sales Order (see Working With Picking Notes). Options are:

• Print pick notes for any allocated stock (A) - Picking Notes will be printed when stock is available/allocated to the order; or

• Only print pick notes when all stock is allocated (F) - Picking Notes will be printed only when all stock is available to be allocated to the order.

By default, option A is selected, meaning stock is allocated to the Sales Order - and hence Picking Notes can be printed - as it becomes available. However, by selecting option F you may suppress the printing of Picking Notes until all stock is available to be allocated to the Sales Order.

Back Order Pick Shortages

Defines what will happen by default for this customer when a picking shortage exists (see Working With Picking Notes). Options are:

• Back Order (B) - non-Picked goods will be placed on Back Order; or

• Cancel (C) - non-Picked goods will be cancelled from the order.

Customer Options

Prepaid

If checked, this field denotes that the customer is a Prepaid account customer; i.e. the customer can deposit cash into their prepaid account and purchase goods until the funds are used up. This option can be made available to 'Cash Sale' customers.

Bonus Points

If checked, this field denotes that the customer is a member of your Bonus Points scheme.

EEC Flag

If checked, this field denotes that the customer is an EU-based export customer; i.e. an export customer residing within the European Union. (This ensures that the correct VAT code will be automatically applied to sales for this customer.)

Export

If checked, this field denotes that the customer is an Export customer residing outside of the European Union. (This ensures that the correct VAT code will be automatically applied to sales for this customer.)

Note: This field must be checked to enable Multi-Currency Selling.

Inter Company

If checked, this field denotes that the customer is an inter company account customer. (This acts as an indication to the Nominal Ledger and sets transactions on the account to be zero-rated for tax purposes.)

Store Card

If checked, this field denotes that the customer is allowed to pay using store cards.

Telesales

If checked, this field denotes that the customer is accessible within the Telesales module.

Note: The Telesales module is intended to allow users to (a) focus on customers who repeatedly purchase the same goods to maximise their sales potential and (b) tie in telesales activity with regular delivery rounds. For further information contact Quantum Professional Services on 01342 333807 or psg@edp.co.uk

Run Back Order Release On Pick Note Print

If this flag is enabled, back ordered stock (if available) will automatically be released to the Customer's Sales Orders which have been placed on Back Order due to insufficient stock, when a Picking Note is printed for this Customer.

Otherwise, standard methods of releasing back order stock to Sales Orders apply - see Releasing Back Order Stock To Sales Orders.

Custom Documentation

This field relates to White Label Website functionality, whereby bespoke 'custom' paperwork which does not indicate the name of the main 'merchant' company may be sent to White Label Customers.

This field may be set up to hold a list of 'Customer Prefix' options, each linked to an XML template, for printing bespoke PDF documents. For example, the standard XML Template used for printing a Despatch Note PDF is gui-desp.xml. If the Customer has a Custom Documentation setting of 0001, the software will look for an XML Template called gui-desp-0001.xml so that it can reference a bespoke Despatch Note with different logos. For further details see Setting Up XML To PDF Document Printing.

Custom Documentation menu options (e.g. 0001, 0002 etc.) must be set up in the XPR - XML Template Prefix table file using Table File Maintenance.

Note: For further information contact Quantum Professional Services on 01342 333807 or psg@edp.co.uk

Merge Duplicate Kanban Lines

If this field is checked, and the Merge Duplicate Kanban Lines fields in the Selling tab of the Price Book Flags control record and the Customer Site record (if applicable) are also checked, multiple scans of the same 'Kanban' bar code/Product will be merged into one line on the Sales Order.

For further details see Kanban Maintenance.

Default Conformity Certificate

This field shows the default Certificate Of Conformity set up for this Customer. For further details see Certificate Of Conformity Maintenance.

Advanced Despatch Notice

This field shows automatic Advanced Despatch Notification printing options for the Customer/Customer Site, which may be at one of the following points in the Sales Order Processing cycle:

• At Time Of Despatch Print (P); or

• At Time Of Despatch Confirm (C).

The default option is None, meaning an Advanced Despatch Notification is not printed at any stage. For further details see Advanced Despatch Notification.

Documents

Extra Invoice Copies

This field shows the number of copies, in addition to the original, that the customer requires for Sales Invoices.

Extra Credit Copies

This field shows the number of copies, in addition to the original, that the customer requires for Credit Notes.

Quote Window

This field shows whether or not the Quotes and Contracts window will pop up automatically when a new Sales Order is created for this customer, with the following potential settings:

• None (N): Quotes and Contracts window will not appear.

• Quotes (Q): Quotes and Contracts window will appear, showing current Quotes for this customer.

• Contracts (C): Quotes and Contracts window will appear, showing current Contracts for this customer.

• Both (B): Quotes and Contracts window will appear, showing current Quotes and Contracts for this customer.

Note: The appearance of the Quotes and Contracts window at Sales Order entry is also dependent on the setting of the Quotes Contracts Window field of the Selling tab in Price Book Flags Maintenance.

Invoice Type

This field shows which of the following forms of invoicing applies for this customer:

• Normal (N) - Normal invoices. One Sales Invoice is generated for each delivery of goods.

• Summary (S) - Summary invoices. Multiple deliveries are included on a single Sales Invoice.

The remaining options are used for Deferred Invoicing, whereby multiple Sales Orders for this Customer are consolidated onto one Sales Invoice.

Depending on which of the following options are selected, all of the Customer's Sales Orders for the day/week/fortnight/month will be consolidated onto one Sales Invoice when the Sales Invoice Update is run:

• Deferred Daily (D)

• Deferred Weekly (W)

• Deferred Fortnightly (F)

• Deferred Monthly (M)

Note: For further details see Deferred Invoicing.

Reference Format

This field shows the Reference Format selected for this customer (a value held in the CFMT - Customer Reference Format - table file).

Acknowledgements Required

If checked, this field denotes that Sales Orders will be printed automatically for this customer, to act as an acknowledgement of a completed sale.

Although this feature can be set as a default in the Customer record, users may switch this feature on and off on the open sales document via the Acknowledgement Note check box in the Properties area.

See Printing A Sales Order Acknowledgement Note.

Purchase Order

If checked, this field denotes that the Customer Reference field within the Sales Order header is a required field for this customer. In other words, users attempting to raise a Sales Order for this Customer will be forced to enter a Customer Reference.

Site Invoicing

If checked, this field denotes that if multiple customer sites have been set up for this customer using Customer Site Maintenance, the customer site address will be printed on invoices rather than the main customer address as specified on the Customer record.

Priced Notes

If checked, this field denotes that 'priced' Despatch Notes will be printed for this customer; i.e. the Despatch Note will contain an additional detail line for each order line, containing the unit price and discounts applicable to the order line.

Point of Sale Invoice

If checked, this field denotes that, for this customer, a Sales Invoice document rather than a Despatch Note will be printed at the point of sale. This is commonly used in an environment where the customer takes goods away with them; i.e. where despatch of goods is not necessary.

Zonal Picking Notes

If checked, this field denotes that, for this customer, multiple Picking Notes based on the product's picking zone will be printed for a batch of Sales Orders (rather than a single Picking Note).

Special Invoice Treatment

If checked, this field denotes that this customer will be included in the Sales Invoice Print Process.

Note: In the Sales Invoice Print process there is an option to only print those customers for whom this field is checked. If the Special Invoice Treatment field is unchecked for a customer they may still be included in the 'invoice print' if they fall within the other selection criteria.

Complete Delivery

If checked, the Complete Delivery field - in the Document area of the Properties panel for Sales Orders, Quotes, Sales Enquiries, Sales Contracts and Credit Notes - is selected by default for this Customer. If not checked, this option is not selected by default.

When working with the above document types, if Complete Delivery is:

• selected: delivery of goods may only take place if all of the goods are in stock. This means the Picking Note cannot be Confirmed until all lines have been picked; this means only one Despatch Note will be generated.

• not selected: the goods will be delivered on separate Despatch Notes if they are not all in stock/Confirmed as Picked at the same time.

Monetary Information

Currency Code

Shows the currency which will be displayed and printed on Sales and Purchase documents for this customer.

When Multi-Currency Selling is enabled, the currency may be displayed and printed on Sales and Purchase documents for this customer. When the customer's currency is set to a different value to the 'home'/system currency, users may toggle between displaying the 'home'/system currency and the 'context' currency (i.e. the currency used by the customer). See Multi-Currency Selling.

VAT Number / Prefix

These fields show the company's VAT number and prefix (if they operate from an EU member country. This information can be extracted to assist you in completing VAT forms. The VAT Number may also be printed on the customer's Sales Invoice documents.)

The Prefix consists of two characters - for example, companies in Great Britain use GB - followed by 12 digits for the VAT number.

Pricing Flag

This field shows which of the following pricing flag options applies to this customer:

• Price at entry only (2) (i.e. Sales Orders are priced using prices available when the Sales Order is created).

• Also price at delivery (4) (i.e. Sales Orders are repriced using the prices available at the time of order delivery).

Haulage Charge

If shown (see note), this field may be used to automatically apply a Haulage Charge (i.e. a Manual Line) at Sales Order Completion for Delivered or Direct Sales Orders. The user may adjust the total or cancel the line if required - see Adding Haulage Charges.

The figure entered here is used as the default Haulage Charge. For example, if the currency being used is pounds sterling, entering a figure of 10 means that a £10 Haulage Charge will be applied. Enter a figure of zero if no automatic Haulage Charge is to be added to this customer's Delivered/Direct Sales Orders.

Note: This field will not be displayed if the Carriage Charges and/or Premium Delivery Charges modules are enabled. See the Subject To Carriage Charge and Premium Delivery Charge field definitions below.

Collection Discount

If checked, this field denotes that the customer is eligible for Collection Discount.

Collection discount can be applied to a line price if the order is a Collected sale; i.e. the customer is collecting the goods from the merchant. The Customer record controls whether or not the customer can take advantage of any available Collection Discount. For further details see Price Maintenance.

Aggregation Discount

If checked, this field denotes that the customer is eligible for Aggregation Discount.

Aggregate pricing is where a product or collection of products are grouped together. Depending on the quantity, weight or value of the total mix of products, Quantum VS will use an Aggregation Quantity Break table to apply an Aggregation Discount. The Customer record controls whether or not the customer can take advantage of any available Aggregation Discount.

For further details see Aggregation Product Maintenance and Price Maintenance.

Subject To Carriage Charge

If checked, this field denotes that Carriage Charges will apply for this customer.

If so, when the customer places a Delivered or Direct Sales Order or Quote a Carriage Charge will be applied based on the total order/quote value (excluding VAT), providing (a) the order/quote value falls within one of the carriage charge bands set up and (b) carriage charge bands have been set up in the Carriage Charge Bands Control Record - see Carriage Charge Bands Maintenance. See also Adding Carriage And Premium Delivery Charges. At the point of sale the user has the option to (a) accept the carriage charge that is automatically obtained, (b) reject the carriage charge or (c) change its value.

Note: The appearance of this and other Carriage Charge-related fields depends on the following Optional Enhancement being switched on: Price Book 686 - Order Entry: Carriage Charges By Order Value. See Optional Enhancements: Price Book Tab.

Premium Delivery Charge

If checked, this field denotes that Premium Delivery Charges will apply for this customer.

If so, when the customer places a Delivered or Direct Sales Order or Quote the user (or customer) may select the required delivery option/Premium Delivery Charge to add to the order/quote. This requires the setting up of Premium Delivery Charge records - see Premium Delivery Charges Maintenance. See also Adding Carriage And Premium Delivery Charges.

Note: The appearance of this and other Premium Delivery Charge-related fields depends on the following Optional Enhancement being switched on: Price Book 692 - Order Entry: Premium Delivery Charges. See Optional Enhancements: Price Book Tab.

Maximum Carriage By Order Value

This field enables the entry of a monetary value which applies when using Carriage Change Bands functionality. Any order with a value above this amount will incur a delivery charge of zero. See Carriage Charge Bands Maintenance.

Note: The appearance of this and other Carriage Charge-related fields depends on the following Optional Enhancement being switched on: Price Book 686 - Order Entry: Carriage Charges By Order Value. See Optional Enhancements: Price Book Tab.

Analysis

Business SIC / Usage SIC

These fields record the Business Standard Industry Code and Usage Standard Industry Code for this customer. This may be useful if you wish to capture sales data for use in another sales analysis application.  

Spare Analysis Text

This is a text field which may be used as information in sales analysis.

Sales Analysis

If checked, this field denotes that you will be using Standard Industry Code for sales analysis for this customer.

Last Price Paid Analysis

If checked, this field denotes that you will be recording the last price paid by this customer for any given product for analysis in Quantum VS.

Order Analysis

If checked, this field denotes that the Where Did You Hear About Us? field in Sales Order headers will be active. This field prompts users to ask the customer where they heard about your company/offer (e.g. newspaper, radio, TV etc.) and record the answer, which is useful for marketing purposes.