Enter One-Time Customer Information
Explanation
This activity is used to enter, modify and view information which is specific to a selected
one-time customer.
This activity can be performed after an invoice
for a one-time customer has been entered or loaded. You can reuse previously created one-time specific
information if the same address is needed a second time, e.g. for a credit
invoice or a difference item.
Prerequisites
In order to perform this activity:
- A customer with the
One-Time Customer check box selected in the
General tab of the
Customer window
should exist.
- An invoice or a new difference item should have been entered for a the one-time customer.
- The Used in Application check box should be selected in the
ISO Code Usage|
Country Code tab for
the country specified in the address of the one-time customer.
- The payment method should have been entered in
the Payment tab of the
Customer window as a
possible payment method for the one-time customer.
System Effects
As a result of this activity:
- An address ID with the name and address information is created or
updated for the one-time customer.
- The address ID connected to the invoice as the invoice
and delivery address will be printed on documents sent to the one-time
customer (e.g. instant invoice,
reminder, payment advice, difference notice, statement of account and
balance confirmation).
The customer name specified will also be printed in the invoices.
- The entered/modified tax information is stored as document tax information
of the address ID and printed in the invoice. It will be fetched to
the tax ledger and used for tax reporting.
- The entered/modified communication information (i.e.
the name of the AR customer
contact, communication method and address, and output media) is updated to the
customer communication information and used in the correspondence with this
one-time address.
- The entered/modified payment method is used as the payment method
for all the installments of the invoice.
- The address ID is connected as payment address ID to all
installments of the invoice (except for manual payment methods).
- The entered/modified electronic payment address information is
saved as
a new electronic payment address of the one-time customer for the payment
method used.
- The information created in this activity can be viewed and modified in the
One-Time Specific
Information dialog box as well as in
Address,
Comm Method and
Payment tabs of the
Customer window.
Windows
Instant Invoice
Manual Customer Invoice
Customer Analysis
Customer Payment Proposals
External Customer Invoices
Related Window Descriptions
Instant Invoice
Manual Customer Invoice
Customer Analysis
Customer Payment Proposals
Customer Payment Proposal
Details
One-Time Specific Information
External Customer Invoices
External One-Time Customer Specific Information
Procedure
To enter new one-time specific information for a new invoice at invoice entry:
- Open the
Instant Invoice window or the Manual
Customer Invoice window and create a new record.
- Enter the ID of a one-time customer in the
Customer ID field. The List of Values can be used to select the customer
ID.
- Enter the required information for the invoice.
Note: You
cannot enter payment method and payment address ID for a one-time customer
invoice in the Instant Invoice, Manual Customer
Invoice or the Installment Plan and Discount window.
- Save the information. The
One-Time Specific Information dialog box will open.
- Enter the name of the one-time customer to whom the invoice belongs in the
Customer Name field.
- Enter values in the Address 1, Address 2, Zip Code, City, County
and State fields in order to specify the address.
- Select a value for the Country field.
- Enter a value in the Tax ID Type field if you want to enter document
tax information when tax ID types are defined for the country in the
customer address. The List of Values can be used to select the required tax
ID type.
- In the Tax ID Number field, enter the tax ID
number of the one time customer.
- If the tax ID number is an existing tax number, the
system date will appear in the Validated Date field. If not, an error
message will appear. Note: Only EU tax numbers can be validated.
- Click Save. The next numeric address ID of the
customer will automatically appear in the Address ID field. Note:
If the default payment method of the customer is a document payment method,
it is updated to the installments with the one time address ID as the
document payment address ID. If the default payment method of the customer
is not a document payment method and the payment terms ID used for the
invoice has a payment method assigned to it, that payment method should be
already updated to the invoice and to the installments when the invoice was
saved. To modify the default values fetched from the payment terms, the
payment terms in one-time specific information should be modified.
- To enter the AR customer contact and payment information, click the
Payment Information tab.
- Enter the name of the customer contact person or department
in the Name field of the AR Customer Contact group box.
- Select the appropriate communication method for the
Comm. Method field. If E-Mail or Mail to Fax output media
is used to communicate with this one-time address, it is required to select
the corresponding communication method.
- Enter the address (e.g. the e-mail address or the fax number) for the
selected communication method in the Value field.
- Select
a value for the Output Media field to specify which output medium
should be used to send documents to the one-time address. Note that
E-Mail or Mail to Fax can be selected only when the same value is
selected as the communication method.
- Modify the value in the Payment Method field if required. The List of
Values can be used to select the required payment method.
The one-time address ID will
automatically appear in the Payment Address ID field
- If an electronic payment method was selected, enter the electronic
payment address information (e.g. IBAN) in the electronic payment address
fields. The fields are presented as defined in the
client mapping of the
payment format.
- Click OK to save the information and to return to the
Instant Invoice window or the Manual
Customer Invoice window.
To connect existing one-time specific information to a new invoice at
invoice entry using the
One-Time Specific Information dialog box:
- Open the
Instant Invoice window or the Manual
Customer Invoice window and create a new record.
- Enter
the customer ID of a one-time customer in the
Customer ID field. The List of Values can be used to select the customer
ID.
- Enter the required information for the invoice. Note: You
cannot enter payment method and payment address ID for a one-time customer
invoice in the Instant Invoice, Manual Customer
Invoice or Installment Plan and Discount window.
- Save the information. The
One-Time Specific Information dialog box will open.
- Click List in the Customer
Name field. The list of address IDs of the one-time customer will
appear.
- Select the address ID which you want to connect to the invoice. Customer
name, address and tax information as well as AR customer contact information
of the selected one-time address ID will be fetched into the One-Time
Specific Information dialog box.
- Save the information.
The address ID with all information will be connected to the
invoice as the invoice address ID, delivery address ID, and one-time address ID.
- Click on the Payment Information tab. AR customer contact
information will be displayed.
- Modify
the value in the Payment Method field if required. The List of Values
can be used to select the required payment method. The one-time address ID
will automatically appear in the Payment Address ID field (except for
manual payment methods without payment addresses).
- If an electronic payment method was selected and the electronic payment
address ID does not yet exist, enter the electronic
payment address information (e.g. IBAN) in the electronic payment address
fields. The fields are presented as defined in the
client mapping of the
payment format.
- Click OK to save the information and to return to the
Instant Invoice window or the Manual
Customer Invoice window.
To connect an existing one-time address ID and communication information to a
new invoice at instant invoice entry using invoice address ID:
- Open the
Instant Invoice window and create a new
record.
- Enter
the customer ID of a one-time customer in the
Customer ID field. The List of Values can be used to select the customer
ID.
- Select the one-time address ID you want to connect to this invoice from
the list in the Inv Address field. Note: For one-time
customers, the invoice address ID is automatically used as delivery address
ID and vice versa.
- Enter all information which is needed for the invoice. Note: You
cannot enter payment method and payment address ID for a one-time customer
invoice in the Instant Invoice, Manual Customer
Invoice or Installment Plan and Discount window.
- Save the information. The
One-Time Specific Information dialog box will open and one-time specific information (name,
address, tax information, AR customer contact info) of the selected invoice
address ID (i.e. one-time address ID) will be displayed.
- Click the Payment Information tab if you want to connect a
payment method and payment address ID to this invoice, or click
Cancel to close the dialog box and to return to the
Instant Invoice window.
To modify existing one-time specific information in the invoice entry
windows:
- Open the
Instant Invoice window or the Manual
Customer Invoice window and search for an invoice of a one-time
customer.
- Right-click and click One-Time Specific Information
to open the
One-Time Specific Information dialog box.
- Modify the customer name, address or tax information. Save
the information. The existing
address ID will be updated with the new information.
- Click the Payment Information tab if you want to modify AR
customer contact or payment information, or click
Cancel to close the dialog box and to return to the invoice entry
window.
- In the Payment Information tab, modify AR customer contact information in
Name, Comm. Method
and Value fields.
- Save the information. A new communication ID will be created and
connected to the one-time address ID.
- To modify output media, select the new value for the Output Media field
and save. The new output medium will be updated to
the one-time address of this customer.
- Modify the payment method which should be used for this invoice in the
Payment Method field, or select a payment method from the List. The
address ID will automatically appear in the Payment Address ID field
(except for manual payment methods without payment addresses).
- If an electronic payment method was selected and the electronic payment
address ID does not yet exist, enter the electronic
payment address information (e.g. IBAN) in the electronic payment address
fields. The fields are presented as defined in the
client mapping of the
payment format.
- Click OK to save the information and to return to the Instant Invoice window or the Manual
Customer Invoice window.
To modify existing one-time specific information from the Customer Analysis
window:
- Open the Customer Analysis window and search for a one-time
customer with invoices.
- Select the Auto Populate check box if you want to automatically
populate the window. If not, search for one or more specific ledger
items.
- Select the invoice or difference item for which you want to view or modify
one-time specific information. Note: One-time specific
information can only be connected to invoices, not to payments on account.
- Right-click and click One-Time Specific Information
to open the
One-Time Specific Information dialog box.
- Modify the customer name, address or tax information. Save
the information. The existing
address ID will be updated with the new information.
- Click the Payment Information tab if you want to modify
the AR customer contact or payment information, or click
Cancel to close the
dialog box and to return to the Customer
Analysis window.
- Modify AR customer contact information in the Name, Comm. Method
and Value fields. Save the information. A new communication ID will be created and
connected to the one-time address.
- To modify output media, select the new value for the Output Media field
and save. The new output medium will be updated to
the one-time address of this customer.
- Modify the payment method which shall be used for this invoice in the
Payment Method field, or select a payment method from the List. The
address ID will automatically appear in the Payment Address ID field
(except for manual payment methods without payment addresses).
- If an electronic payment method was selected and the electronic payment
address ID does not yet exist, enter the electronic
payment address information (e.g. IBAN) in the electronic payment address
fields. The fields are presented as defined in the
client mapping of the
payment format.
- Click OK to save the information and to return to the Customer
Analysis window.
To modify existing one-time specific information in the
Customer Payment
Proposal Details window:
- Open the Customer Payment Proposals window and populate.
- Select
the proposal you want to modify, right-click and then click Details
to open the Customer Payment
Proposal Details window.
- Select an item with an invoice of a one-time customer, or create
a new record with an open invoice of a one-time customer and save
it as a new item. (Note: One-time specific information can only be
connected to invoices, not to payments on account.)
- Right-click
on the item and then click One-Time Specific Information to open the
One-Time Specific
Information dialog box.
- Modify the customer name, address or tax information as appropriate
and save. The existing
address ID will be updated with the new information.
- Click the Payment Information tab if you want to modify AR
customer contact or payment information. If not, click
Cancel to close the dialog box.
- Modify AR customer contact information in the Name, Comm. Method
and Value fields and save. A new communication ID will be created and
connected to the one-time address.
- To modify output media, select the new value for the Output Media field
and save. The new output medium will be updated to
the one-time address of this customer.
- Modify the payment method which shall be used for this invoice in the
Payment Method field, or select a payment method from the List. The
address ID will automatically appear in the Payment Address ID field
(except for payment methods without payment addresses like manual payment
methods).
- If an electronic payment method was selected and the electronic payment
address ID does not yet exist, enter the electronic
payment address information (e.g. IBAN) in the electronic payment address
fields. The fields are presented as defined in the
client mapping of the
payment format.
- Click OK to save the information and to return to the Customer Payment Proposal Details
window. The modified payment method and payment
address ID will automatically be updated to the
payment proposal item.
To enter or modify one-time specific information after loading an external
customer invoice:
- Open the External
Customer Invoices window and populate or search for a one-time
customer invoice which is not yet in Created status.
- Select the one-time customer invoice, right-click
and click One-Time Specific Information to open
the
External
One-Time Customer Specific Information window.
- Enter or modify the customer specific information for this invoice. Note that at least the name, city and the country
should be specified in order to create a new one-time address ID when the
external invoice is created.
- Enter or modify the value for the Tax ID Number field. The List of
Values can be used to select the required tax ID number.
- Modify other fields if required.
- Enter or modify the name of the customer contact person or
department in the AR Contact Name field, select the appropriate
communication method for the AR Comm. Method
field, and enter the corresponding contact address (e.g. an email address, a
mobile number) in the AP Contact Value field. The communication
method
should correspond to the selected Output Media.
If
the output media is E-Mail, the communication method also should be
E-Mail.)
- If an electronic payment method is connected to the invoice, electronic
payment address information (e.g. IBAN)should be entered in the electronic payment address
fields
. Note: The payment address ID will automatically
be created for one-time customer invoices with a connected payment method. A payment address ID loaded or entered in the invoice header will
be ignored.
- Save the information and return to the External
Customer Invoices
window.
Note: It is possible to enter and modify one-time specific
information after the invoice is created using the One-Time Specific
Information dialog box either in the Manual Customer Invoice
window and in the Customer Analysis window.