Enter Miscellaneous Customer Info

Explanation

This activity is used to enter invoicing methods for a customer, and to set up defaults for customer order type and supply chain information for an internal customer. This includes defining either normal or collective invoices, internal customer information, expiration date, and output settings. This mandatory task is to be performed by a system administrator or an equivalent personnel.

Normal invoicing is used when each order is invoiced, regardless of whether it is partially or completely delivered. Collective invoicing is used when the customer is periodically invoiced, e.g., monthly, or group deliveries based on a specified number of days and invoiced as a batch. You can also specify the manner in which collective invoices should be created, based on the closing dates of a month.

You can specify that a certain number of copies of the delivery note are to be printed for a customer. You can enter any number of copies from 0 to 99. The value 2, for example, means that one original of the delivery note and two copies will be printed.

If the items on one order line ordered by a customer are sourced from several sourcing alternatives, each source line will eventually create a new order line. The Summarize Sourced Order Lines check box indicates whether the customer wants to see all order lines originating from one order line on the documents sent, or if these order lines should be summarized. The Summarize Sourced Order Lines check box only applies for order confirmation. If the sourced order lines have the same line no, delivery date, price, and discount, they will be summarized.

When using internal order handling or inventory refilling, the sites that execute internal orders are defined as internal customers and the order type must be defined. The order type determines the order processing flow. The Replicate Document Texts field defines whether or not the document texts should be replicated to the pegged objects upon release of the customer order and transferred to the supply site for inter-site orders.

You can specify that the deliveries should be confirmed on the order lines of a customer order by selecting the Confirm Deliveries check box.

Prerequisites

This activity has the following prerequisites:

• Basic data must be defined in the Customer window, the Customer/Order/General sub-tab.
• A coordinator must be defined in the Coordinator window.
• A site must exist in the Site window.
• An order type must be defined in the Sales Basic Data window, the Order Types tab.
• If you use order templates, an order template must be defined in the Customer Order Template window.
• If using print control code, the print code must be defined in the Sales Basic Data window.
• To specify the closing dates for a customer, select Collective Invoice as the invoice type on the Customer/Order/Misc Customer Info tab.

System Effects

As a result of this activity:

• Normal invoice delivered orders can be viewed in the Create Customer Invoices window. Collective invoice delivered orders can be viewed by cycle intervals in the Create Collective Customer Invoices window.
• The order type, order confirmation, delivery notes, print control, and number of delivery note copies are set as default when a customer order is created.
• The output settings determine whether or not order confirmation and delivery note will be printed for this customer. The print control setting determines how the components of a package part are displayed on the printouts.
• If an expiration date has been entered, the customer will be inactivated in the IFS/Customer Order component's customer record at the defined date.
• A document text with a suitable output type that has been linked to the customer will be transferred as the default value to any of the customer's subsequent customer orders. Output types, phrases, and document phrases are all managed in the Document Text Administration window.
• If you select Replicate on the Replicate Document Texts list, the document texts that are connected to a customer order are replicated to the pegged objects upon release of the customer order. For the inter-site order flow working with same database, this document text is transferred to the internal customer order created on the supply site.
• If the Summarize Sourced Order Lines check box is selected, all order lines originating from one order line will be summarized on the order confirmation.
• If the Check Sales Group Setting check box is selected, the setting on the sales group for each order line added to the customer order is checked. The value of this check box becomes the default value in the customer order.
• If the Confirm Deliveries check box is selected, deliveries will be confirmed on the order lines of the customer order. The value of this check box becomes the default value of the customer order.
• If one or more days are specified as closing dates for a month, these days will be used when the collective invoices are created. The closing dates will be used to select the delivered order lines to invoice, based on the shipment date compared with the closing date. All the lines that have not been invoiced as yet and shipped before the closest closing date will be included in the collective invoice, and the others will be excluded.
• If any of the check boxes in the E-mail area in the Customer/Order/Misc Customer Info tab are selected, then in the automatic order processing, an e-mail relevant to the check box selected, is sent to the customer.

Window

Customer

Related Window Descriptions

Customer
Customer/Order/MiscCustomer Info

Procedure

1. Open the Customer window.
2. In the Identity field, search for the customer for whom you want to enter miscellaneous customer information.
3. Click the Order tab, and then click the Misc Customer Info sub-tab.
4. To define invoice generation in the Type list, click Normal Invoice (default) to invoice each order separately or click Collective Invoice if you want to create collective invoices for the customer.
5. In the Internal Customer Info area, select the check box if the customer is an internal customer and connect the customer to a site.
6. In the Print area, select appropriate check boxes depending on whether you want to print the order confirmation and delivery note to the customer. Also define how the information should be printed.
7. In the E-mail area, select the appropriate check boxes depending on whether you want to e-mail the order confirmation and/or the invoice to the customer, in the automatic order processing.
8. In the Defaults group box, enter default values to use on customer orders.
9. In the Expire Date field, enter the end date for customer transactions.
10. In the Delivery Confirmation group box, select the appropriate check boxes depending on whether delivery confirmation should be used. 
11. Save your entry.