Contact Management > Setup > Account Maintenance

Account Maintenance

You use this program to maintain accounts within your SYSPRO Contact Management System.

Accounts provide a mechanism for you to manage potential customers and suppliers. You assign contacts to these prospective accounts which can later be converted into customers and suppliers.

Toolbar and menu

Field Description
Account Enter the account to add or maintain.
Create Customer Use the Account to Customer Wizard program to create a customer for the account currently displayed.
Create Supplier Use the Account to Supplier Wizard program to create a supplier for the account currently displayed.

Basic Information

Field Description
Account Indicates the account you are currently maintaining.
Account name Enter the name of the account.
Account type Allocate an account type to the account. This can be used to classify customer, supplier and other accounts individually.
On hold Indicate whether the account is on hold or not.
Short name Enter a short name for the account.

This defaults to the first 10 characters of the account's name, but can be changed.
Customer branch Attach the account to a specific customer branch (see AR Branches).
Geographic area Attach the account to a specific geographic area (see Geographic Areas).
Salesperson Attach the account to a specific salesperson (see Browse on Salespersons).
Split commission Select a further 3 salespersons to split the commission from sales to this account.

This facility is for documentary purposes only (i.e. no calculations are actually performed by the program at the time of capturing an order).
Invoice terms

Enter the default settlement terms required for the account.
Currency

Enter the currency for the account.
Customer class

Assign the account to a customer class.
Customer Assign a customer code to the account (see Customers).
Supplier Assign a supplier code to the account (see Suppliers).
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).

Address Information

Address information is stored in a structured format, allowing integration to Microsoft MapPoint.

The extended tax codes (State, Country, City) are used primarily if you are using the USA tax system by advanced geocodes (Company Tax Options Setup).

Field Value
Sold to address Enter the account's postal address.
Building Enter the name of the building in which the account is located.
Street Enter the street name and number of the account's address.
City Enter the city in which the account is located.
Locality Enter the locality of the account for example, the suburb.
State Enter the state or province of the account's address.
Country Enter the country in which the account is located.
Zip Enter the postal code for the 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) Enter the State for the account.
County (extended tax code) Enter the County for the account.
City (extended tax code) Enter the City for the account.
Ship to address Enter the account's physical address.

Contact Information

Enter the relevant contact details in this pane.

General 1

The options on this pane are applicable if the Account is a Customer.

Field Description
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.
Line discount code Indicate 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.
Default sales order type Indicate 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.
Price category/code  
A-Z Enter the price codes applicable to each pricing category in the relevant field.

The pricing method is defined in Sales Orders Setup.

General 2

The options on this pane are applicable if the Account is a Customer.

Field Description
Credit limit Indicate the maximum limit that the customer's balance can reach, including any outstanding order values.
Credit checking method Indicate the credit checking method applicable to the customer.
OptionDescription
Check BothSelect this to base credit checking on the credit limit defined against the customer and on the invoice terms defined against the customer.
No checkingSelect this if credit checking is not required for the customer.
Auto price code selection Indicate the code to us 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.
Special instructions Indicate additional shipping instructions to assign to orders captured for the customer. These instructions can be printed on invoices generated for the customer.
Date created This indicates the date on which the customer was added.
State code This indicates a three character code that can be viewed in the Customer Query program and printed on sales order documents.
User defined 1-2 This indicates any additional information assigned to the customer, but can be changed.

These are the default captions for these fields, but you use the Accounts Receivable Setup program to define the captions you want to display.
User def 3-5 Enter any additional information to assign to the Account.

These are the default captions for these fields, but you use the Contact Management Setup program to define the captions you want to display.
Delivery route code Enter a default delivery route code and default delivery sequence number or distance to use for deliveries to this customer.
Default warehouse Enter the default warehouse from which items will be sold to the customer (see Warehouses).

Tax

The options on this pane are applicable if the Account is a Customer.

Field Description
Tax exemption status This indicates whether the customer is exempt from sales tax.
OptionDescription
ExemptSelect this if the customer is exempt from tax.
Non-exempt: Tax codeSelect this if the customer must be charged tax.
Non-exempt: Other tax codeSelect 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.
Tax exemption number

Enter the customer's tax exemption number or VAT registration number (if EC VAT is installed).
Company tax registration number Enter 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 you are retaining amendment journals (Accounts Receivable Setup) then changes to this field are printed on the AR Period End report.
GST exemption code These fields apply if the nationality code assigned to your company is CAN (System Setup) and you indicated that Canadian GST is required Company Tax Options Setup).
GST exemption number  
GST level
Option Description
Line level Select this to include the GST that is calculated on invoice lines in the line values.
Invoice level Select this show the GST calculated on invoice lines separately in the invoice totals and not be included in the prices.
Shipping location Optionally indicate the default Shipping location associated with the Delivery terms for the account.
Nature of transactions Optionally indicate the default nature of transaction code 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.

This only applies if the EC VAT system is required (Company Tax Options Setup).
Delivery terms Optionally indicate the default three-character alphanumeric Incoterms code, denoting the terms of delivery for the account.
[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 or purchase order for a customer/supplier in an EC Member State and ultimately for use on the Supplementary Declaration.

Notes and warnings

Restrictions and limits

  • You can only have 1 customer and/or 1 supplier linked to an account. In other words, you cannot create a customer from an account if the account is already linked to a customer. Similarly, you cannot create a supplier from an account if the account is already linked to a supplier.

Adding new accounts and contacts

  • When you add a new account and simultaneously add a new contact, on returning to the Accounts program, you are prompted to save the email address, telephone and extension entered against the contact to the account contact details.

  • When you add or change the contact name, you are prompted to add the new/changed contact to the Contact Management System on saving your changes. If you select Yes, then the Contacts program is loaded, enabling you to define the contact details.

    The prompt is only displayed if the email address, telephone or extension entered against the contact is different from those against the account and you have not changed the contact name in any way in the Contacts program.

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
CMS Account added

Controls access to the New Account function in the Accounts program.
CMS Account changed

Controls access to the maintenance of accounts in the Accounts program.
CMS Account deleted

Controls access to the Delete function in the Accounts, Account to Customer Wizard and Account to Supplier Wizard programs.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.