One-Time Customers
One-time customers are customer IDs that can be used to keep a record
of the different customer addresses where there is no need to follow-up on the
total sales and other figures per name and address.
Customer specific information like name, address, tax number, AR customer
contact information and electronic bank address can be entered when an invoice
for a one-time customer is created. This information is valid for all invoices
which are connected to this specific one-time address ID. In the proposals for
reminders, interests, payments and difference notices as well as in payment
orders, invoices of one-time customers are grouped by one-time address ID, i.e.
each one-time address is considered as an individual customer.
The one-time
specific information is used in the correspondence with one-time customers
grouping only items with the same one-time
address ID in one document.
One-time customers are supported in Financials only. It is possible to enter
and update one-time specific information with the following processes:
- Instant Invoice
- Manual Customer Invoice
- External Customer Invoices (no update of existing one-time information)
- Customer Analysis / Ledger Items
- Customer Payment Proposal Details
One-time specific information includes the following details:
- Customer name
- Customer address
- Document tax information like tax number
- AR customer contact name, communication method and value
- Output medium
- Payment method
- Electronic payment address
Each new one-time customer information automatically gets a one-time address
ID which will serve as invoice and delivery address ID of the invoice. If a
payment method is connected to the invoice, the one-time address ID will also be
used as payment address ID. It is possible to reuse an existing one-time address
ID for another invoice of the same one-time customer, e.g. when a credit invoice
or a difference item must be created. When details of the one-time information
are modified, the changes will be applied to all invoices using this one-time
address ID.
All one-time customer information can also be viewed and updated for customer basic data
except for the output medium and for the communication ID in the event several communication IDs are linked to a
one-time address ID. The output medium and the relevant communication ID can be
viewed and modified only in the one-time specific information connected to the invoice.
The one-time specific information overrides the default values of the
customer master record after the invoice is created. At invoice entry the
default values from the master record will be suggested. It is possible to
define different one-time customer identities with different default values like
default tax codes or default language to get the most adequate suggestions.
Information which is not one-time specific (like customer group or AR contact)
will always be fetched from the customer master record and requires separate
one-time customer identities where applicable.
The following describes functionality specific to one-time customers in
different processes:
- Instant Invoices: One-time specific information can be entered
and updated at invoice entry. A one-time address ID is created when new
one-time specific information is saved. The one-time address ID serves as
invoice and delivery address ID. The entered name, address and tax ID number
will be printed in the invoice printout. The name will be displayed as
customer name of the invoice. The tax ID number will be used for tax
reporting. If a payment method is specified for the invoice, the payment
address ID must be identical with the one-time address ID. All installments
must have the same payment method and payment address ID. Advance invoices
and recurring invoices are not supported for one-time customers.
- Manual Customer Invoices: One-time specific information can be entered
and updated at invoice entry. A one-time address ID is created when new one-time
specific information is saved. The one-time address ID serves as invoice and
delivery address ID. The name from this address ID will be displayed as customer
name of the invoice. The tax ID number will be used for tax reporting. If a
payment method is specified for the invoice, the payment address ID must be
identical with the one-time address ID. All installments must have the same
payment method and payment address ID. Advance invoices are not possible for
one-time customers.
- External Customer Invoices: An additional record /additional
columns with one-time
specific information can be loaded together with the external invoice. One-time
specific information can be viewed and modified in an additional window
connected to an external invoice of a one-time customer. A
one-time address ID is created when the invoice is created. If an electronic
payment method is specified for the invoice, an electronic payment address will
be created for the one-time customer. The one-time address ID serves as invoice
and delivery address ID. The name from this address ID will be displayed as
customer name of the invoice. The tax ID number will be used for tax reporting.
All installments of a one-time customer invoice must have the same payment
method and payment address ID.
- Customer Master Data: One-time specific information is not copied
when a one-time customer is copied. The name from the one-time address is
shown in an additional column in electronic payment addresses.
- Reminders: Each one-time address ID is treated as a separate reminder
recipient. Reminder proposals (including printouts) and reminder analysis are
grouped by one-time address IDs. Exclude reasons like reminder limit and
collection level are considered per one-time address ID. The highest reminder
level for the reminder fees and the reminder text is fetched from the items of a
single one-time address ID only. Name, address, AR customer contact information
and output medium (printout, email, mail-to-fax or xml) are fetched from the
one-time address information.
- Interest Invoices/Notes: Each one-time address ID is treated as a
separate recipient of an interest invoice/note. Interest proposals (including
printout) are grouped by one-time address IDs. The minimum amount for an
interest invoice is checked per one-time address ID. Name, address, AR customer
contact information and output medium (printout, email, mail-to-fax or xml) are
fetched from the one-time address information.
- Customer Analysis: The one-time address and the AR customer contact
will be displayed in additional columns of the ledger items. All one-time
specific information can be viewed and updated in a specific context menu for
one-time customer invoices.
- Payment Proposal: The option that a payment method
specified in the choice of payment method when loading a payment proposal, and the
option that the installment payment method must be the default payment
method of the customer will be ignored for one-time customers. When a
repayment proposal is loaded, the negative balance is checked per one-time
address ID. Payments in advance are not allowed for one-time customers.
One-time specific information can be viewed and modified in the payment
proposal details. Payment address ID is not editable for one-time customers
but is automatically set to the one-time address ID. The name displayed in
lump sums per proposal and printed in the proposal printouts will be fetched
from the one-time address. Sorting and sub-grouping in the proposal printout
will use the one-time address ID. A warning will be given when a proposal is
acknowledged which includes items of a one-time customer without a payment
method and payment address ID (as in this case the default payment method
and payment address ID from the master record would be used).
- Payment Order: The option that only installments specified with
the default payment method shall be included at create order will be ignored
for one-time customers. The name and address which are displayed in lump
sums per proposal, written into the output files and printed in payment
documents (e.g. repayment checks) as well as in payment order printouts will be
fetched from the one-time address.
- Proposal and Payment Advice: Name, address, AR customer contact
information and output medium (printout, email, mail-to-fax or xml) are fetched
from the one-time address information.
- Payment File Trace Information: Name and address are fetched
from the one-time address information.
- Customer Checks: New difference items automatically get the
address ID of the check.
- Mixed Payments: For new difference items it is required to connect an
existing address ID of the one-time customer. Payments in advance are not
allowed for one-time customers.
- Cash Box: For new difference items it is required to connect an
existing address ID of the one-time customer. All items of one lump sum (cash
receipt) of a one-time customer must have the same one-time address ID. The
name of the one-time address is printed in the cash receipt.
- Difference Notices: Each one-time address ID is treated as a separate
recipient of a difference notice. Name and address are fetched from the one-time
address information.
- Statement of Account/Balance confirmation: Each one-time address ID is
treated as a separate recipient of a statement of account or a balance
confirmation. Name, address, AR customer contact information and output medium
(printout, email, mail-to-fax or xml) are fetched from the one-time address
information.
- Customer Ledger Open Item Report: An additional line with
one-time specific information will automatically be printed for one-time
customer invoices. Note: There is no extra grouping by one-time address ID
in the customer ledger open item report.