Accounts Receivable > Setup > Customers

Customers

You use this program to capture and maintain details of customers required within the system.

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Field Description
Defaults  
Enter Default Values Enables you to assign default values for selected fields when you add new customers.

These default values are automatically entered when adding a new customer, but they can be changed while adding the customer.

Although the default entries you assign are not validated here, they are validated when you save a new customer's details to file.

Customer Enter the unique code of the customer you want to add or maintain.

This field is only enabled if the Customer numbering method accounts receivable setup option is set to Manual.

If set to Automatic, the next customer number is displayed automatically here.

Notes  
Management Notes Uses the Admin Notepad Editor (Monospaced Text) program to view and maintain credit management notes for the customer.

See Password considerations in Notes and warnings.

Customer Notes Uses the Admin Notepad Editor (Monospaced Text) program to view and maintain customer notes for the customer.
Additional Notes Uses the Admin Notepad Editor (Rich Text) program to capture additional free format notes against the customer.
Functions  
Copy Sold to Address Copies the Sold to address details to the Ship to address (typically if the two addresses are the same).
Multiple Ship to Address Displays the Browse on Multiple Ship to Addresses program, from which you can access the Multiple Ship to Addresses program to define more than one address to which to deliver/ship goods to the customer.

When adding a new customer, this option is enabled once the details for the new customer are saved. This prevents the creation of multiple ship to addresses against a blank customer code.

Contacts Uses the Contact Query program to view information on contacts for the customer.

Customer Details

Field Description
Customer information  
Customer Indicates the code of the customer you are maintaining.
Customer name Indicates the name associated with the customer. This assists you in verifying that the correct customer has been entered.
Short name Indicates a shortened description of the customer's name that can be used when searching for customers in alphabetical sequence.

The entry for this field defaults to the first 10 characters of the Customer name field, but it can be changed.

Branch

Indicates the branch assigned to the customer.

See also: Glossary.

Geographic area

Indicates the location assigned to the customer.

If you require tax by geographic area, then the tax code assigned to the customer's geographic area can be used to override the tax codes normally used throughout the system.

See also: Glossary.

Salesperson

Indicates the salesperson assigned to the customer.

See also: Glossary.

Invoice terms

Indicates the default settlement terms required for the customer.

See Field considerations in Notes and warnings.

Currency

Indicates the currency in which transactions are processed for the customer.

See also: Glossary.

Customer class

Indicates the category to which the customer is assigned, enabling you to classify customers for reports and sales history analysis.

A valid entry must be made here if you indicated in the accounts receivable setup that the customer class must be validated.

Nationality This indicates the nationality code for the country in which the account/supplier/customer is located.
[Note]

This field is mandatory when the EC Vat system required option is enabled (Company Tax Options Setup).

Customer on hold

Prevents new orders from being processed against the customer using either the Sales Order Entry or AR Invoice Posting programs.

[Note]
  • Placing a master account customer on hold automatically places a hold on any sub-account customers attached to that master account customer, where sub-account invoices are held against the master account.

  • WIP jobs can still be created for the customer.

Exempt from finance charges Exempts the customer from finance charges calculated by the AR Finance Charge Calculation program.
Detail history required

Indicates that you require detail sales history to be recorded for all transactions processed against the customer.

If not enabled, then no sales records are posted to the sales analysis history file for this customer (i.e. sales for this customer are not included in any sales analysis reports).

Retain detail movements Retains detail sales movements against the customer which can be viewed using the Customer Query program and reported on using the AR Customer Movement Report program.
Contract pricing

Select this if you require special prices (or price discounts) for stock items to be available for the customer over a fixed time period. When processing an order for the customer, the lowest contract price is used as the price for the order line.

Contract prices are maintained using the SO Contract Prices program.

Counter sales only Limits the type of order processed against the customer to counter sales orders.

This enables you to prevent any part of a counter sales invoice being placed on account.

[Note]

This option is enabled only if the Counter Sales module is installed as part of your registration details.

Default order type

Indicates the order type that must be assigned as the default to sales orders generated for the customer. The default order type assigned to the customer takes precedence over the default order type configured for the Sales Order module.

Order types are maintained using the SO Browse on Order Types program.

[Note]

The order type is validated at the time of entering an order only if you enabled the Validate order type option (Sales Orders Setup).

Default type of sales order Indicates the type of sales order that must be created by default when generating orders for the customer.

The Operator Default option allows you to indicate that the default type of order created for the customer must be determined by the settings assigned to the operator. These operator settings are configured within the Preferences function of the Sales Order Entry program.

Default document format Indicates the document format that must be used as the default when generating batch invoices and/or delivery notes for the customer (see SO Document Formats).
[Note]

This format is used for sales order documents by default. However, if you select a different format when generating the first document for a sales order (e.g. an order acknowledgement) then the selected format is used from that point as the default for that sales order, through to the end of the order.

Standard comment code

Indicates the standard comment code (to which is associated comment text) that you want to assign to sales orders processed for the customer.

This comment text can be printed on order documents (and quotes) providing that you have defined a print position for the Customer standard comments field within the Heading section of the SO Document Formats program.

Standard comment codes are maintained using the Browse on Standard Comments program.

Standard comment Indicates the beginning of the text for the selected standard comment code.
Language You can indicate the language code to use if you enabled the option: Multi-language for document printing in the System Setup program.
[Note]

The drop down option Global is the default selection and refers to the default language at the time of the entries' creation.

Special instructions Indicates additional shipping instructions that you want to assign to orders captured for the customer. These instructions can be printed on invoices generated for the customer.
Default warehouse Enter the default warehouse from which items will be sold to the customer (see Warehouses).
Trade promotions customer

Enables you to apply trade promotions to sales orders for this customer.

To be able to apply order level discounts as well as trade promotions discounts to the customer's orders using the Sales Order Entry and Point of Sale Entry programs, you need to enable the Apply order discounts for Trade Promotions customers setup option.

Trade promotions pricing

Enables you to apply trade promotions pricing to sales orders for this customer (see Browse on Prices).

[Note]

Trade promotion pricing is not applied if contract pricing is enabled for the customer (Options tab) and a valid contract exists for the customer.

Actual trade promotions, where applicable, are still applied.

When enabled, you cannot apply order level discounts to the customer in the Sales Order Entry and Point of Sale Entry programs.

IBT customer Enables you to enter inter-branch transfers when processing sales orders for the customer.
[Note]

An IBT follows the normal tax rules (i.e. tax is applied to an IBT transaction if the customer is defined as taxable.

Date created Indicates the date on which the customer's details were initially entered.

When adding a new customer, this defaults to the current system's date and cannot be changed.

Split Commission

Enables you to assign additional salespersons to share the commission earned for any sale made to this customer. You indicate the amount of commission that each salesperson should earn at the end of capturing an order for this customer.

Documentary purposes only. No calculations are actually performed by the program at the time of capturing the order.

Salesperson 2 Indicates the second salesperson code for commission purposes.
Salesperson 3 Indicates the third salesperson code for commission purposes.
Salesperson 4 Indicates the fourth salesperson code for commission purposes.
Buying groups

If Contract pricing is required for the customer, then this enables you to link the customer to a total of five buying groups.

Customer (scripted)

Indicates the customer code if your Customer numbering method is set to Scripted in the accounts receivable setup.

You use the VBScript Editor to build an unique customer code for each new customer added.

Contact Details

Field Description
Sold to address This indicates the address of the customer to which documentation such as statements and invoices must be sent.
Address line 1- 5 Enter up to 5 lines of 40 characters each for the Sold to address.

When using the using the USA AVP sales tax system (Company Tax Options Setup) the SoldToAddr4 field in the ArCustomer table is updated with the Description against the Extended tax code (Extended Tax Code Maintenance) and the SoldToAddr5 field is set to the State value of the Extended tax code. However, if AVP is entered in the Reference field of the Company Setup program, then the SoldToAddr4 field in the ArCustomer table is updated with the State value against the Extended tax code, and the SoldToAddr5 field is not updated.

Postal/zip code This indicates the postal or zip code for the Sold to address.
Geolocation This indicates the geographic location of the address in terms of longitude and latitude and includes a hyperlink to the map directions.

An additional hyperlink is available (Resolve GeoLocation from address) to resolve addresses using the long or short name. The Use short names when resolving addresses option (System-wide Personalization) determines which name to use by default. SYSPRO reads the name returned from the map provider in XML. If the short name returned in the XML is the same as the long name, then no short names are available from the map provider.

State (extended tax code) This indicates the state code that forms part of the full tax geocode for the sold to address.

This is only displayed if you are using USA tax by advanced geocodes (Company Tax Options Setup).

County (extended tax code) This indicates the county code that forms part of the full tax geocode for the sold to address.

This is only displayed if you are using USA tax by advanced geocodes (Company Tax Options Setup).

Zip code (extended tax code) This indicates the zip code that forms part of the full tax geocode for the sold to address.

This field is displayed only if you enabled the option: USA AVP sales tax system (Company Tax Options Setup).

City (extended tax code) This indicates the city code that forms part of the full tax geocode for the sold to address.

This is only displayed if you are using USA tax by advanced geocodes (Company Tax Options Setup).

Extended tax code This indicates the nine-character tax geocode to use for the sold to address (see Browse on Extended Tax Codes).

This is only displayed if you are using USA tax by advanced geocodes or the USA AVP sales tax system (Company Tax Options Setup).

Extended tax base rate This indicates the tax rate to use as defined against the extended tax code (see Browse on Extended Tax Codes).

This is only displayed if you are using USA tax by advanced geocodes or the USA AVP sales tax system (Company Tax Options Setup).

Ship to address This indicates the address of the customer to which goods must be shipped.
Address line 1- 5 Enter up to 5 lines of 40 characters each for the Ship to address.

When using the using the USA AVP sales tax system (Company Tax Options Setup) the ShipToAddr4 field in the ArCustomer table is updated with the Description against the Extended tax code (Extended Tax Code Maintenance) and the ShipToAddr5 field is set to the State value of the Extended tax code. However, if AVP is entered in the Reference field of the Company Setup program, then the ShipToAddr4 field in the ArCustomer table is updated with the State value against the Extended tax code, and the ShipToAddr5 field is not updated.

Postal/zip code This indicates the postal or zip code for the Ship to address.
State (extended tax code) This indicates the state code that forms part of the full tax geocode for the ship to address.

This is only displayed if you are using USA tax by advanced geocodes (Company Tax Options Setup).

County (extended tax code) This indicates the county code that forms part of the full tax geocode for the ship to address.

This is only displayed if you are using USA tax by advanced geocodes (Company Tax Options Setup).

Zip code (extended tax code) This indicates the zip code that forms part of the full tax geocode for the ship to address.

This field is displayed only if you enabled the option: USA AVP sales tax system (Company Tax Options Setup).

City (extended tax code) This indicates the city code that forms part of the full tax geocode for the ship to address.

This is only displayed if you are using USA tax by advanced geocodes (Company Tax Options Setup).

Extended tax code This indicates the nine-character tax geocode to use for the ship to address (see Browse on Extended Tax Codes).
Extended tax base rate This indicates the tax rate to use as defined against the extended tax code (see Browse on Extended Tax Codes).
Email This indicates the customer's e-mail address.
[Note]

When you change the customer's email address:

  • Invoices raised from existing Sales Orders for the customer are emailed to the old customer email contact.

    To prevent this, you can set the Use email address from document option against the relevant document format. See Print Options.

  • Invoices for new Sales Orders raised after the email change are sent to the new email address.

Telephone This indicates the customer's telephone number. This information can be printed on reports and viewed within the Customer Query program.
Extension This indicates the customer's telephone extension number. This information can be printed on reports and viewed within the Customer Query program.
Additional telephone This indicates an additional telephone number for the customer. This information can be printed on reports and viewed within the Customer Query program.
Fax This indicates the customer's fax number. This information can be printed on reports and sales order documents and can be viewed within the Customer Query program.
Telex This indicates the customer's telex number. This information can be printed on reports and viewed within the Customer Query program.
Contact

This indicates the customer's contact name. This information can be printed on reports and viewed within the Customer Query program.

The Customers program enables you to record only a single contact per customer. You can however use the SYSPRO Contact Management System to record multiple contacts for each customer (see Contact Management Introduction).

Ship via code Indicate the shipping instruction code (see Shipping Instructions) to use for the customer.

You can only enter a code if you set the Shipping via usage option to Coded (Sales Orders Setup).

The code you enter is used as the default code when you process sales orders for the customer using the Sales Order Entry program.

If a message or message code is not defined against the customer, then the default shipping message configured for the Sales Order module is used (Sales Orders Setup).

Ship via description If you set Shipping via usage to Free form, then you can enter a 30 character message as the default shipping instruction. The message is used when processing sales orders for the customer using the Sales Order Entry program.

If you entered a Ship via code then the description for the code you entered is displayed for verification purposes.

EDI sender code This indicates the Electronic Data interchange sender code of the company from which you import orders electronically. These orders can be imported using the B2B Sales Order Import program, providing that the entry made here matches the sender code of the company transmitting the file (Interface Setup - Local Site).
EDI trading partner

This indicates whether the Electronic Data Interchange (EDI) system can generate orders for this customer.

[Note]

If you want to enable this option for a foreign currency customer, then you must first enable the A/R setup option: Foreign currency sales required.

Statements required This indicates whether the customer must be included for selection when statements are produced for customers using the Statement Print program.
Statement format

Defines the document format to use for the customer.

Statement document formats are defined using the AR Statement Format program.

If you want to email statements to this customer, then the document format you select must have a print method of Word or SRS.

Balance print type

Determines what information is held against a customer, affecting month end procedures and the printing of statements.

[Note]
  • When you change this option for a customer against whom current transactions exist, you must run the Month end function of the AR Period End program before your change takes effect (i.e. before statements are printed using the new balance type).

  • If you are using master/sub-accounts, then the master account and all its sub accounts must have the same balance type. If not, then statements are not printed for these accounts.

Open item Doesn't accumulate the customer's balance at the end of each month.

All transactions are retained on file until the outstanding balance reaches zero and the number of months to retain zero balance invoices is reached (Accounts Receivable Setup).

Balance forward

Accumulates the total amount owing by the customer at the end of each month and represent the figure as a balance brought forward from previous months on the statement. If you require balance forward customers to be consolidated at month end (Accounts Receivable Setup) then at month end all details are accumulated into a series of aged balance figures. Payments, adjustments and transactions are made against a specific aged balance.

[Note]

For Balance forward customers you should not post transactions into prior periods, as this will result in inconsistencies with the balance brought forward from one month to the next.

Document transmission

These options let you indicate how you want to send sales order documents to the customer. You can also indicate the sales order document types to transmit electronically.

Details on codes required for sales order document types (if you are using the Report Writer module to print/maintain customer fax/email options or when using the AR Customer Maintenance business object to maintain customer information) are listed below.

You are prompted to update the customer's active sales orders and optionally the reprint data for these orders when you change the fax/email document transmission methods. See Document transmission changes.

Fax This is the number that must be used when faxing documents (e.g. statements and invoices) to the customer.
Contact

This indicates the contact name that is inserted into the Subject section of the cover page when faxing documents to the customer (if a cover page precedes the fax).

If emailing documents to the customer, then this indicates the contact name that is inserted into the Subject section of the Exchange Outbox.

S/O documents Indicates the transmission method for this customer's documents.
OptionDescription
Fax

Enables you to fax the selected documents to the customer.

If you select this option, then a fax number must be assigned to the customer. If you do not assign a fax number then it is requested at the time of sending the fax, but you will only be able to fax invoices on-line (i.e. not in batch mode).

[Note]

You can only make use of this facility if the Office Automation & Messaging module is installed and your operator code is configured to allow the fax/mail integration facility (Operators).

Email

Select this to be able to email the selected documents to the customer.

If you select this option, then you need to enter the customer's email address in the Email field.

[Note]

You can only email a document if its print method is defined as Word or SRS and your operator code is configured to allow the fax/mail integration facility (Operators).

In addition, you can only email a document if its print method is defined as Word or SRS.

NoneSelect this if you do not want to fax or email documents to the customer.
Order acknowledgement Select this to be able to fax or email order acknowledgements to the customer.
Delivery note Select this to be able to fax or email order acknowledgements to the customer.
Invoice Select this to be able to fax or email invoices to the customer.
Multiple dispatch note Select this to be able to fax or email multiple dispatch notes to the customer.
Statements Indicate the transmission method for this customer's statements.

An error message is displayed if you select to email statements and the Statement format defined against the customer, is not a Word or SRS document.

OptionDescription
FaxSelect this to be able to fax statements to the customer using the Statement Print program.
EmailSelect this to be able to email statements to the customer using the Statement Print program.
NoneSelect this if you do not want to fax or email statements to the customer.
Quotations

Indicate the transmission method for this customer's quotations.

Option Description
Fax Select this if you want to be able to fax quotations to the customer using the Quotation Batch Printing program.
Email Select this to be able to email quotations to the customer using the Quotation Batch Printing program.
None Select this if you do not want to fax or email quotations to the customer.

Document transmission changes

The message: This customer's SO document transmission options have changed is displayed when you change the Document transmission method.

Field Description
Do you wish to update all active sales orders to match this option? Selecting Yes will update all active sales orders for the customer to the new transmission method.
Include reprint information Enable this to optionally also change the reprint data for the same orders.
Yes Select this to update the customer's active orders.
No Select this to leave all the customer's orders as they are.

Orders can also be updated using the Order Purge program, where the same options are available on running the Balance function.

Codes for Sales Order Document Types

The following information is required when using the Report Writer module to print/maintain customer fax/email options or when using the AR Customer Maintenance business object to maintain customer information.

These codes are also used by the Document Print program.

Fax Invoices

The following table lists the entries defined against the FaxInvoices column in the ArCustomer table, or the Arsmst-Fax-Invoices field of the ARSMST file, depending on the Fax/Email options you selected for the customer.

Sales Order Document Type Fax Code Email Code
Order acknowledgement W w
Delivery note X x
Invoice Y y
Dispatch note Z z
Order Acknowledgement and Delivery note A a
Order Acknowledgement and Dispatch note B b
Order acknowledgement and Invoice C c
Delivery note and Dispatch note D d
Delivery note and Invoice E e
Dispatch note and Invoice F f
Order acknowledgement and Delivery note and Dispatch note G g
Order acknowledgement and Delivery note and Invoice H h
Order acknowledgement and Dispatch note and Invoice I i
Delivery note and Dispatch note and Invoice J j
Order acknowledgement and Delivery note and Dispatch note and Invoice K k
None N n
Fax Statements

The following entries are written to the FaxStatements column of the ArCustomer table, or the Arsmst-fax-statements field of the ARSMST file, depending on the Fax/Email options you select for statements.

Fax Code Email Code None
Y E N
Fax Quotes

The following entries are written to the FaxQuotes column of the ArCustomer table, or the Arsmst-fax-quotes field of the ARSMST file, depending on the Fax/Email options you select for quotations.

Fax Code Email Code None
Y E N
Email Dispatch Invoices

You can only ascertain whether a dispatch invoice was emailed if you are using SRS document archiving.

The FaxInvInBatch field in the SorMasterRep table merely indicates that against the customer, invoices were to be emailed at the time the dispatch invoice was created. It is simply a copy of the flag against the order and does not indicate that the invoice was actually emailed.

General Details

Field Description
General information  
Back orders allowed

This indicates whether back order quantities can be entered when processing sales orders for the customer.

Your selection here overrides the Back order release or retain setup option (Sales Orders Setup), as the customer option takes precendence over the company option.

For example: If you selected the Not required setup option, but selected Allowed here, then backorders are allowed and processed accordingly for this customer.

[Note]
  • Back order rules do not apply to dispatch notes because of the back order process inherent in dispatches. (e.g. if back orders were not allowed for a customer, then you would not be able to cancel or change a dispatched line).

  • Your selection here is ignored when using the Quick Sales Order Entry program to process a quote for the customer. It is only applied when you convert the quote into a sales order.

Option Description
Allowed Allows items to be placed on backorder on sales orders for this customer.
Not allowed Prevents you from being able to place sales order quantities on back order for the customer. Order quantities can be placed into back order in some circumstances if you enabled the sales order preference: If back ordersnot allowed - Allow when copy/rlse fwd orders (Sales Order Entry).
Not required Select this if back orders are not required. The sales order status is set to complete (status 9) once the invoice is printed. The order quantity which could not be shipped is ignored.

See Back orders considerations.

Stock code interchange required

Enables you to indicate whether you want the customer's stock codes to be converted to the standard system stock codes when processing sales orders. During sales order entry, the customer stock codes are saved against sales order lines and can be printed on order documents.

The customer stock codes must be linked to SYSPRO stock codes using the Customer Stock Codes program.

Customer/stock code cross-ref required

Indicates whether you want to retain the last two sales details of any stock item sold to the customer. At the time of entering sales order detail lines you can retrieve this information if you want to duplicate the details previously processed for the customer.

You cannot disable this option once a cross-reference exists for the customer.

Customer purchase order number mandatory Indicates whether you want to force the entry of a customer purchase order number for orders processed against the customer. This check is performed at the time of ending the order (when adding or maintaining) as well as at the time of confirming a quick entry quote into an order.
Auto price code selection

Indicates the code that is used to establish the price (or discount code) applicable to the sale of a specific stock code to the customer, depending on whether the inventory pricing method is coded or discounted.

If you set the Basis for discount as List Price in the AR Invoice Discounts program, then the discount can only be applied to a foreign currency customer when the list price of the stock code is in the customer's currency (Pricing for a Stock Code).

This facility is available only if you selected a simple pricing method (Sales Orders Setup).

State code Indicates a 3-character code that can be viewed in the Customer Query program and printed on sales order documents.
Delivery route

Enter a default delivery route code to use for deliveries to this customer.

If a number of ship to addresses (delivery addresses) are assigned to the customer, then you can use the Multiple Ship to Addresses program to assign a default delivery route code to each of these addresses. However, only the delivery route code defined here is used when using the Sales Order Entry program to copy sales orders.

Delivery route codes are maintained using the Browse on Delivery Routes program.

This field is only enabled if the Load planning required option is enabled (Sales Orders Setup).

Delivery route sequence

Enter a default delivery sequence number or distance to use for deliveries to this customer.

For example, you may want to assign this customer as the first customer to which deliveries must be made on the default delivery route specified, in which case you enter 1 in the sequence field. Alternatively, you may enter the distance of the customer's location from your delivery warehouse as the sequence. If you specify this distance against all your customers on this route, then you can sequence the loads on the route based on the delivery distance from your premises to your customers' premises.

This field is only enabled if the Load planning required option is enabled (Sales Orders Setup).

Tax exemption selection
Option Description
Non-taxable Indicates the customer is exempt from tax
Taxable Indicates the customer must be charged tax.
Other tax code

Select this to use the tax entry held against the stock item's Other tax code field (Stock Codes) when processing a sale for the customer.

The entry in the Other tax code field could be either a taxable or a non-taxable tax code. This enables you to apply different rates of tax to the customer for a single item when using the Sales Order Entry program.

For example: To sell A100 to Customer 00001 using exclusive tax and to Customer 00002 using inclusive tax.

  1. Use the Tax Code Setup program to define Tax code A as exclusive and Tax code B as inclusive.

  2. Against stock item A100 enter Tax code A in the Tax code field and Tax code B in the Other tax code field (Stock Codes).

  3. Set Customer 00001 to be Taxable at the Tax exemption selection field (Customers).

    When processing sales orders for this customer, the tax code for the order lines will default to Tax code A.

  4. Against Customer 00002, select Other tax code at the Tax exemption selection field (Customers).

    When processing sales orders for this customer, the tax code for the order lines will default to Tax code B.

Registered for VAT

Select this if the customer is from an EC country and is registered for EC VAT.

If you select this option and the nationality code of the customer is defined as a Member of EC (Nationalities) then you must enter a valid EC VAT registration number in the Tax exemption number field.

When you deselect this option, the EC VAT registration number in the Tax exemption number field is automatically deleted.

You typically select this option if the customer is in an EC member state, but falls below the threshold for VAT registration.

If you do not select this option, then only the Supplementary declaration listing (dispatches) report is updated for sales to this customer.

If a customer is not registered for VAT, then sales to that customer are excluded from the EC Aggregate Sales report, even if the nationality complies.

This option only applies if you are using the EC VAT system (Company Tax Options Setup).
UK VAT applicable Select this to be able to print the VAT portion of a sales order invoice in GBP (Pounds sterling).

This applies, when the currency of the customer is not GBP (Pounds sterling) and only applies to sales order invoicing.

This enables you to comply with UK tax legislation, which states that a VAT invoice must show the total amount of VAT chargeable, expressed in sterling. Therefore, whilst it is acceptable for a UK VAT invoice to show the net amount in a foreign currency (Euros for example) the amount of UK tax chargeable must be expressed in pounds sterling.

You typically use this facility if you are based in the UK, but your base currency is not Pounds sterling. Selecting this option enables you to invoice the customer in a currency other than GBP but still report the VAT in GBP.

The applicable VAT values can be printed on invoices using the '.... in home currency' fields from the Total section of the SO Document Formats program.

You can only select this option when you select the Registered for VAT option.

This option only applies if you are using the EC VAT system (Company Tax Options Setup).
VAT currency Indicate your GBP (Pounds sterling) currency code.

A valid currency code must be entered and cannot be the same as the customer's currency code.

This field cannot be left blank if you selected the UK VAT applicable option.

This field only applies if you are using the EC VAT system (Company Tax Options Setup).

Tax exemption number Enter your customer's tax exemption number.

If EC VAT is installed then you use this field to enter your customer's VAT registration number.

This field is validated if you are using the EC VAT system and the Nationality code defined against the customer is a member of the EC.

Company tax registration number This indicates the customer's tax registration number that is used when legislation dictates that the customer's tax registration number must be printed on sales order documentation.

If amendment journals are required (Accounts Receivable Setup) then changes to this field are printed on the Customer Amendment Journal report.

User defined 1 This indicates any additional alphanumeric information you have assigned to the customer. You can define your own wording for this field at the User-defined fields - Field 1 option (Accounts Receivable Setup).
User defined 2 This indicates any additional numeric information you have assigned to the customer. You can define your own wording for this field at the User-defined fields - Field 2 option (Accounts Receivable Setup).
Automatic apply alternate stock code Automatically replaces a stock code that is not available for a sales order line with an alternate stock code.
Shipping location Optionally enter the default Shipping location associated with the Delivery terms for sales order documents.
Canadian tax options
[Note]

These fields are enabled only if the nationality code assigned to your company is CAN (System Setup) and you indicated that Canadian GST is required (Company Tax Options Setup).

Canadian GST
Option Description
Non-taxable Select this if the customer is exempt from tax.
Taxable Select this if the customer must be charged tax.
Registration number Indicate the customer's tax registration number.
GST shown by Define how the GST for the customer must be shown.
[Note]

For stocked items that have GST included in the price, this option has no effect for non-exempt customers as the GST is already part of the price shown at line level.

For exempt customers, the GST value that is part of the price is deducted from the line or the total GST value, depending on your selection at this field.

OptionDescription
InvoiceIndicates that you want the GST that is calculated on invoice lines to be shown separately in the invoice totals and not be included in the prices.
LineIndicates that you want the GST that is calculated on invoice lines to be included in the line values.
Delivery terms Optionally enter the default three-character alphanumeric Incoterms code, denoting the terms of delivery for sales order documents for the customer.
[Note]

The Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

For example, the Delivery term CIP (Carriage and Insurance Paid) indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. Shipping location).

These codes are also used when processing a sales order for a customer in an EC Member State and ultimately for use on the Supplementary Declaration.

If these fields are left blank, then the default delivery terms defined against the company are used (Intrastat Setup).

Invoices Enter the default delivery term code for invoices for this customer.
Credit notes Enter the default delivery term code for credit notes for this customer
Nature of transactions Optionally define the default Nature of transaction codes for invoices and credit notes for the customer for dispatches.

These codes are used when processing a sales order for a customer in an EC Member State and ultimately for use on the Supplementary Declaration.

If these fields are left blank, then the default nature of transaction codes defined against the company (Intrastat Setup) are used in sales transactions.

This field is only enabled if you selected the EC VAT system required setup option (Company Tax Options Setup).

Invoices Enter the default nature of transaction code for invoices for this customer.
Credit notes Enter the default nature of transaction code for credit notes for this customer.
Invoice discounts Specify how order discounts must be calculated.
Based on order value/quantity Enable this to be able to assign order discount breaks when processing sales orders for the customer. These discounts are applied to the total value or total quantity of the stocked and non-stocked lines of a sales order processed for the customer. Freight and miscellaneous charges are excluded.
[Note]
  • When you change this option from selected to deselected, the order discount breaks are deleted. A warning message is displayed, enabling you to cancel.

  • If you select this, then you cannot assign an automatic invoice discount to the customer.

  • Order level discounts are not applied to customers for whom Trade promotions pricing is enabled.

Invoice discount code

Indicate the automatic discount that is applicable to each invoice processed for the customer. A blank entry indicates that you do not require automatic invoice discount for the customer.

This option is disabled if you selected to calculate order discounts Based on order value/quantity.

Invoice discount codes are maintained using the AR Invoice Discounts program.

Invoice line discounts These options enable you to specify how order line discounts must be calculated.
Based on product class sold Enable this to be able to assign order discount breaks to specific customer/product class combinations.

These discounts are applied to the order line value or order line quantity of the stocked and non-stocked lines of sales orders processed for the customer. All common product classes for an order are accumulated; the total of each product class is compared to the discount break tables; and the discount applied to each line accordingly.

Line discounts by product class are not applied to customers defined as Trade Promotions customers.

If you select this option, then you cannot assign an automatic line discount to the customer.

Invoice line discount code Indicates the automatic discount applicable to each sales order line processed for the customer. A blank entry indicates that you do not require automatic line discount for the customer.

This discount is applied automatically to all sales order lines if the pricing method of the stocked item is Coded or Quantity Discounted. You can manually enter a line discount when you enter or maintain a sales order line.

If you specify an automatic line discount code for a customer and decide to enter a manual discount for a sales order line, then the manual discount overrides the automatic discount.

If the customer has a line discount based on Cost, the cost plus the chain discount is applied to inventory items with a pricing method of Coded or Quantity discounted. Inventory items with a pricing method of Discounted are treated as normal.

This option is not available if you selected to calculate order line discount according to product class sold.

Line discount codes are maintained using the AR Invoice Discounts program.

Credit checking Configure credit checking for this customer.

You can only access these options if you have enabled either of the options: Check customer's credit limit or Check customer's invoice terms (Sales Orders Setup).

See Field considerations in Notes and warnings.

Credit checking method
Option Description
Company method Select this for credit checking to be performed based on your selections made at company level (Sales Orders Setup).
None Select this if you do not require credit checking to be performed against this customer.
Specify Select this to indicate the method to use to perform credit checking for this customer.
Check credit limit Select this to base credit checking on the credit limit defined against the customer.

The credit limit is the maximum limit that the customer's balance can reach, taking into account any outstanding order values.

Check terms Select this to base credit checking on the invoice terms defined against the customer.

The invoice terms indicate the default settlement terms required for the customer.

Trade promotions checking Enable this to also apply trade promotions credit checking to the customer.

When you select this option, the standard SYSPRO credit check is applied first and if this does not fail, then the trade promotions credit check is applied (see Trade Promotions Account).

This option only applies when you select the Trade promotions customer option in the Customer Details pane.
Highest balance attained

This indicates the highest balance ever owed by the customer. This balance is not set to zero at month end or year end and is purely for information purposes.

This field can be updated by the following programs:

  • AR Period End
  • AR Invoice Posting
  • AR Payments and Adjustments
  • AR Credit Checking
  • AR Post Permanent Entries
  • AR Finance Charge Calculation
  • AR Initial Invoice Capture
  • Document Print
  • AR Currency Conversion
Credit status This indicates the current credit status based on the age of the customer's oldest invoice.

The credit status is calculated by the following:

  • aprthe Balance function of the AR Period End program
  • the AR Payments and Adjustments program after posting a payment or adjustment if you selected the option: Reset credit status after posting (AR Payments and Adjustments)
  • the Document Print program after processing a credit note if you selected the option: Reset credit status after invoicing (Sales Orders Setup).

Refer to Credit Status for information on how a customer's credit status is determined.

The following table describes the Credit status code settings:

Status codeDescription
0indicates only current invoices
1indicates at least one invoice which is 30 days or over
2indicates at least one invoice which is 60 days or over
3indicates at least one invoice which is 90 days or over
4indicates at least one invoice which is 120 days or over
5indicates at least one invoice which is 150 days or over
6indicates at least one invoice which is 180 days or over
9indicates a manual hold on the account which suspends all credit for the customer.
Credit limit

Indicate the maximum limit that the customer's balance can reach, including any outstanding order values.

See Field considerations in Notes and warnings.

Minimum order rules These options enable you to apply a minimum order value to any order for this customer and to optionally apply a service charge if an order falls below this minimum.
Minimum order value Indicate the minimum order value for any single order for this customer.

This defaults to 0, which means that no minimum order value applies to orders for this customer.

If you enter a value in this field, then the following applies:

Program and actionComment
Sales Order Entry - when adding a new order. Quick Sales Order Entry - when adding an order converted from a quotation
  • The order value after all discounts are applied is checked against the minimum order value entered here.
  • If the account is a sub-account, and no Minimum order value is specified, then the Minimum order value specified against the master account, is used to perform the check.
  • If the order value is less than the Minimum order value and a Charge code is defined, then the charge related to the charge code (SO Service Charges from Order Entry) is applied to the order (i.e. the service charge line is added to the order).
  • If the order value is less than the Minimum order value and noCharge code is defined, then the operator will need to either cancel or add further value to the order. If, however, the activity: SO Allow override of minimum order validation rule (Operators) is allowed for the operator, then a warning message is displayed and the operator can end the order.

    Note that this operator activity is set to Disallowed by default.

Sales Order Entry - when maintaining an order:

The revised order value after all discounts are applied is checked against the Minimum order value entered here.

The same checks and actions apply as for a new order, except that if the minimum order service charge has already been applied to the order, then it is not applied again.

QuotationsIf a customer code is entered for a quotation, then the quotation value is checked against the Minimum order value for that customer. If the quotation value is less, then a warning message is displayed.
Quotation Confirmation - when confirming an offer into a sales orderThe same checks and actions apply as for a new order.

If the order value is less than the Minimum order value and no service charge code is defined, then the Sales Order Entry program is loaded for the operator to add further value to the order. If, however, the activity: S/O Allow override of minimum order validation rule (Operators) is allowed for the operator, then a warning message is displayed and the operator can end the order.

If the order value is less than the Minimum order value and a charge code is defined, then the Sales Order Entry program is loaded for the service charge to be applied.

Charge code Indicate the service charge code to use when an order value is less than the Minimum order value and the operator does not have access to the activity: SO Allow override of minimum order validation rule (Operators).

This charge code must be defined with a Calculation type of Minimum order value using the Service Charges program.

It is applied using the SO Service Charges from Order Entry program.
Invoice whole order only When enabled, a sales order for this customer can only be released for invoicing (or invoiced if it is a billing) if there are no quantities in backorder on any of the order lines (i.e. the entire order must be shipped simultaneously).

If you enable this option, then an order for this customer cannot be part-shipped and no delivery note or invoice can be produced while there is a quantity in backorder on any of the order lines. Only an order acknowledgement can be generated. In addition, the order status cannot be changed to <8> - To invoice while there are order lines containing a backorder quantity.

You can override this when adding or maintaining an order if the operator activity: SO allow override of 'Invoice Whole Order' rule is enabled (Operators).

[Note]

This option applies in Sales Order Entry, Quick Sales Order Entry and SO Counter Sales programs, but does not apply to Supply Chain Transfer orders and to Dispatch Notes.

Access allowed on

Enable the transactions to which the customer is allowed access.

These are available if you are using the Point of Sale module in SYSPRO.

EC Tax Registration numbers

The following tables indicate the valid tax registration number formats for the various European Community countries. The following fields are validated against the formats listed in these tables:

  • Vat registration number (Suppliers) if the Nationality code assigned to the supplier is defined as an EC Member State (Nationalities)
  • Tax exemption number (Customers) if the Nationality code assigned to the customer is defined as an EC Member State (Nationalities)
European Union Member States

The following table indicates the format for EC VAT registration numbers in each of the member states.

Member State Nationality Code Format of VAT Number
Austria AT U12345678

9 characters. 1st character will always be U

Belgium BE

0123456789

A 10 digit number. The first digit must always be zero.

Prior to 31/12/2007, the EC VAT number for Belgium was a nine digit number (123456789).

Bulgaria BG

123456789 or 1234567890

A 9 or 10 digit number.
Croatia HR

12345678901

An 11 digit number.
Denmark DK 12345678

An 8 digit number.

Finland FI 12345678

An 8 digit number.

France FR 12345678901 or 1X123456789 or X1123456789 or XX123456789

May include an alpha character as the 1st or 2nd or 1st and 2nd character.

The alphabetic characters I and O are invalid.
Germany DE 123456789

A 9 digit number

Greece EL 012345678

From 1/1/1999 numbers were amended to 9 digits.

Existing 8 digit numbers may be changed by adding a leading 0.
Ireland IE

Old format:

1234567X or 1X34567X

Include one alpha character as the last character or two alpha characters as the 2nd character and the last character.

New format:

1234567XX

9 characters. The last two characters are alphabetic.

Italy IT 12345678901

An 11 digit number

Luxembourg LU 12345678

An 8 digit number

Netherlands NL 123456789B01

The last 3 characters must be in the range B01 to B99

Northern Ireland XI 123456789

A 9 digit number

Portugal PT 123456789

A 9 digit number

Spain ES X12345678 or 12345678X or X1234567X

Include one alpha character either as the 1st or the last character or two alpha characters as the 1st character and the last character (i.e. the first and last character may be alpha or numeric, but they may not both be numeric).

Sweden SE 123456789001

Last 2 digits must be 01

United Kingdom GB 123456789

A 9 digit number. One block or 3 digits, one block of 4 digits and one block of 2 digits.

or

One block or 3 digits, one block of 4 digits, one block of 2 digits and one block of 3 digits

or

One block or 3 digits, one block of 4 digits, one block of 2 digits and one block of 5 characters.

999 9999 99 999 (identifies branch transfers).

GD999 (identifies Government Departments)

HA999 (identifies Health Authorities)

European Union Accession States

The following table indicates the format for EC VAT registration numbers in each of the accession states.

Accession State Country Code Format of VAT Number
Bulgaria BG 123456789 or 1234567890

A 9 or 10 digit number

Croatia HR 12345678901

An 11 digit number

Cyprus CY 12345678X

9 characters. The last character is alphabetic

Czech Republic CZ 12345678 or 123456789 or 1234567890

An 8, 9 or 10 digit number

Estonia EE 123456789

A 9 digit number

Hungary HU 12345678

An 8 digit number

Latvia LV 12345678901

An 11 digit number

Lithuania LT 123456789 or 123456789012

A 9 or 12 digit number

Malta MT 12345678

An 8 digit number

Poland PL 1234567890

A 10 digit number

Romania RO 1234567890

A minimum number of 2 digits and a maximum of 10 digits.

Slovenia SI 12345678

An 8 digit number

Slovak Republic SK 1234567890

A 10 digit number

Price Category/Code Table

Field Description
Price category/code

This table is used together with the Extended pricing method (Sales Orders Setup).

When Extended pricing is used, the pricing is determined by the Pricing category held against a stock item which is used to locate a corresponding Price code in the customer's Price category/code table. Depending on the stock code pricing method used, the price code matched against the table is used to locate the required discount in the discount table, or a price entry in the price code file.

You enter the price codes applicable to each pricing category in the relevant position of the customer Price category/code table. Each position in the table relates to a pricing category code. The first position relates to pricing category code A, the second position to pricing category code B, and so on.

For example: If a customer purchased a stock item with the pricing category code E, the system would use the price code entered in the fifth position of the Price category/code table to retrieve the price from the price code table.

[Note]

Contract pricing takes precedence over extended pricing.

Master sub-accounts

If the customer you are maintaining is a master account, then this list view displays details of the sub-account(s) linked to the customer.

You use the Master Sub-accounts program to establish a master and sub-account relationship between customers.

The list view can be used to:

  • Add a new sub-account to the master account currently displayed by selecting a blank line and entering the sub-account customer code in the Sub-account number field.

  • Detach the sub-account currently highlighted in the list view from the master account by highlighting the sub-account and using the Delete key.

    [Note]

    If you detach a sub-account customer where the invoices and balances are held against the master account, the invoices and balances for the sub-account remain on the master account and are not transferred to the sub-account.

    If you want to have the sub-account invoices shown on the sub-account after the detachment, we recommend that you transfer them from the master to the sub-account using the Adjustments function in the AR Payments and Adjustments program.

    Although you can detach a sub-account customer with outstanding sales orders from a master account customer, you will be unable to delete the sub-account if there are any outstanding sales orders attached.

Column Description
Sub-account number This indicates the customer code of the sub-account.

When attaching a new sub account, you can use the browse button on this field to view a list of customer codes currently defined.

Name This indicates the sub-account's customer name.
Store number

This is used as the default reference during AR Invoice Posting, and the default customer purchase order number during Sales Order Entry, however this may be changed when capturing an order.

If invoices are attached to the master account, then this allows the master account to identify which of its branches incurred the debt providing the store number is printed on the A/R statements and on Sales Order documents.

Invoices attached to This indicates where the invoices for the sub-account are posted to.
Use bill to address from If invoices are attached to the master account, then this indicates which sold to address is printed on the sub-account's invoice, delivery note and order acknowledgement.

Stock Codes

If you used the Customer Stock Codes program to create a link between a customer's stock code and a valid SYSPRO stock code, then these are displayed in this listview, but the customer's to SYSPRO stock codes links can also be maintained using this entry grid.

Column Description
Add Select this to add a new link between a customer's stock code and a valid SYSPRO stock code.
Delete Select this to delete the customer to SYSPRO stock code link currently highlighted in the grid.
Customer stock code Enter the customer's stock code. The Customer stock code must be unique.

You can link two different customer stock codes to a single SYSPRO stock code, because the customer may have changed stock codes, but could still have both stock codes in existence in different locations.

SYSPRO stock code Indicate the equivalent SYSPRO stock code.
Description This indicates the description of the SYSPRO stock code (Stock Codes).
Customer stock code description Enter the description for the Customer stock code.
Customer stock code long description

Enter a long description for the customer stock code.

This is typically used for the description of a customized stock code, which can be printed on an invoice.

Stock Code X-ref

If you used the Customer Stock Code Cross-Reference program to link customers selectively to specific SYSPRO stock codes and to maintain the last sales details for specific customer/stock code combinations, then these details are displayed in this list view.

Most of the information displayed is updated automatically by the system at the time of producing an invoice in the Sales Order module. The Customer gross profit and Customer retail price fields are entered manually.

Column Description
Add Select this to add a new link between a customer's stock code and a valid SYSPRO stock code.
Delete Select this to delete the customer to SYSPRO stock code link currently highlighted in the grid.
Stock code This indicates the SYSPRO stock code sold to this customer.
Description This indicates the description of the SYSPRO stock code (Stock Codes).
Last price This indicates the previous price paid for this stock item by this customer.
Invoice date This indicates the date of the invoice.
Invoice This indicates the invoice number for the sale.
Quantity This indicates the quantity of the SYSPRO stock code sold to the customer.
Unit of measure This indicates the unit of measure in for the SYSPRO stock code, in which the sale was made.
Commission code This indicates the commission code against the sale.
Customer's gross profit This indicates the profit percentage that your customer expects to make on subsequent sale of this stock code to his customers.
Customer's retail price This indicates the suggested retail price that should be charged on the subsequent retail sale of this stock code by your customer.

Additional Fields

This pane displays any custom form data defined against the key field.

Field Description
Add Fields to this Form Opens the Field Selector for Form window enabling you to add custom fields, master fields or scripted fields to the form.

This option is not displayed once you have added a field to the form, but can be accessed using the Field Selector function from the context menu (Alt+F7).

Notes and warnings

Coding considerations

  • The customer code is a 15-character field which can be defined as alphanumeric, numeric or scripted. If defined as alphanumeric, data is left-aligned with trailing blanks. If defined as numeric, data is right-aligned with preceding zeros.

    You should not change the customer code once you have added customers, as this may compromise the access to your data.

    For example: If you capture customers using an alpha key and then change the key to be numeric, you will be unable to access any suppliers that were captured with the alpha key. If you change your key from numeric to alphanumeric, then you can only access any previously-entered numeric codes by entering the code with leading zeros.

  • Once transactions have been processed against a customer, you must use the AR Currency Conversion program if you want to change the customer's currency.

Copying customer codes

  • Even when you select to retain existing values when you create a new customer, sub accounts are never copied across to the new customer, because a sub account can only ever be attached to one master account.

Deletion considerations

  • You cannot delete a customer if:

    • outstanding invoices exist for the customer;
    • RMA entries exist for the customer;
    • work in progress jobs exist for the customer;
    • projects or contracts exist for the customer;
    • outstanding orders exist against the customer (or against any sub accounts attached to the customer);
    • zero balance invoices exist on the customer's account that became zero in the past three months, or that became zero within the number of months define to retain history of zero balance invoices; or
    • the customer's balance is not zero for the current month, previous month 1 and previous month 2.
    • sub accounts are attached to the customer.

  • The existence of customer movements are not considered when checking whether a customer can be deleted. Movements are a history of transactions made for the customer; they do not indicate that the customer is still active. For example, AR journals that were posted but not yet purged could exist for a customer and SYSPRO does not enforce purging data to be able to delete a customer.

  • You cannot use the Document Print program to reprint invoices for deleted customers. You have to add the customer back on file before the invoice can be reprinted.

  • When you delete a customer, all links to Contact Management contacts are deleted.

  • If you reuse a deleted customer number/code, then the original customer's invoices are added back to that customer's account when you run the Balance function of the AR Period End program.

Back orders considerations

  • When a dispatch invoice is generated, the sales order is not set to complete. Back order rules do not apply to dispatch notes.

  • If you select the Not required option for Back orders in the General Details pane, then you will be unable to process Blanket Sales Orders for this customer.

Intrastat considerations

  • Delivery Terms and Shipping Location's can only be captured if:

    • a valid Nationality code has been entered, and EC Vat is in force, or

    • the option Capture non EC members delivery terms is enabled in the Intrastat Setup program.

  • The Delivery Terms and Shipping Location defaults defined in Suppliers and Customers take precedence over those defined in the Intrastat Setup program.

  • To reflect the Delivery Terms and Shipping Location on sales order and purchase order documents, ensure that these fields are enabled in the document format setup programs (only available with Word and SRS document printing).

  • Delivery terms are maintained using the Intrastat Delivery Terms program.

  • Shipping locations are maintained using the Shipping Locations program.

  • Nature of transaction codes are maintained using the Intrastat Transaction Nature program.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction Description
AR Customer added

Controls access to the Add new customer function of the Customers and Browse on Customers programs.

AR Customer changed

Controls access to customer maintenance in the Customers and Browse on Customers programs.

AR Customer deleted

Controls access to the Delete function in the Customers and Browse on Customers programs.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

Activity Description
AR Customer placed on hold Controls whether an operator can place a customer on hold within the Customers program.
AR Customer released from hold Controls whether an operator can release a customer's on hold status within the Customers program.
AR Update/add/remove Management/Customer Notes Controls whether an operator can add, remove and change customer notes and management notes for a customer within the Customer Query or Customers programs. Operators can still view these notes and maintain additional notes.
AR Credit checking method for customer Controls whether an operator can access the Credit Checking fields when adding or maintaining a customer within the Customers program.

Field considerations

Operator access to the following fields within this program can be restricted. You configure this using the Security Fields function of the Operators program.

Field Description
AR Credit checking method for customer Controls whether an operator can access the Credit Checking fields when adding or maintaining a customer within the Customers program.
AR Credit limit Controls whether an operator can access the Credit limit field when adding or maintaining a customer within the Customers program.
AR Credit terms Controls whether an operator can access the Invoice terms field when adding or maintaining a customer within the Customers program.

Password considerations

Password access to the following functions in this program may be defined in the Password Definition program. When defined, the password must be entered before you can access the function.

Field Description
AR Maintenance of credit management notes This password restricts access to maintaining Management Notes for a customer using the Customer Query or Customers program. This does not prevent the notes from being displayed.
AR Deletion of customers This password restricts access to deleting a customer using the Browse on Customers or Customers program.

Hints and tips

Record amendments

  • You can use the Customer Amendment Journal report to print details of customers added, deleted or changed, including sub account changes, if the Amendment journals required option is set to Yes, including additions (Accounts Receivable Setup).