This tab is part of the Debtor Accounts form. It holds additional information about the customer record. A clear understanding of the information in it is essential for all users.
Some of the fields on this tab are entered by you and others are updated automatically by the system.
System updated fields:
Warning: On creation of an account none of the following fields should have data entered in them.
Date account opened: Date on which the account was opened.
Date account amended: Date on which the account was last amended.
Date account closed: Date on which the account was closed.
Last amended by: User ID of the last person to amend this account record.
Periods unused: Number of periods for which this account has not been used. Reports and queries based on it can provide a guide to old accounts accumulating in Autoline. Such reports can also be useful as a warning of loss of revenue from particular accounts. The field is updated by the End current period option.
Unique account ref: Unique reference allocated to this account code on creation of the new record.
Fields updated by users:
Discount code 1 and Discount code 2: Provide discount information for the Point-of-Sale module, Discount code 1 is used for direct sales of parts over the counter. Discount code 2 is used for sales of parts via a workshop or bodyshop.
Note: Discount Code 1 and Discount code 2 are only available when POS Advanced discount setup setting is not activated.
Discount code: Provides discount information based upon the new Discount matrix for the Point-of-Sale module.
Note: Discount code is only available when POS Advanced discount setup setting is activated.
Analysis Codes 1 and 2: These codes, both selectable by clicking ellipsis buttons, provide sales analysis information for the Aftersales module. Analysis code 1 is used for direct sales of parts over the counter. Analysis code 2 is used for sales of parts via a workshop or bodyshop.
Sales Rep 1: Used to trigger parts sale analysis.
Sales Rep 2: Used to trigger impress stock holding. For further details refer to the Stock Management and Aftersales help.
Pricing Category: Used for the contract pricing facility in Aftersales. One of the following:
P: Contracts for this customer are of a special price nature.
D: Contracts for this customer are of an additional discount percentage nature.
B: Contracts for this customer are a mixture of both special prices and additional discount percentages.
Suppress demand for ICT only: Indicates whether ICT Demand History is updated or suppressed. A space and codes A to Z update demand history, whereas codes a to z suppress demand history.
Price/discount editable: If this check box is not ticked it warns against changes being made to fixed prices and discounts for this account in the Aftersales module.
POS priority to use: Minimum Point-of-Sale user priority required to invoice or credit WIPS to this account.
Mandatory order no.: If this check box is ticked, the Aftersales module user is warned that no sales are to be made to this account without a customer order number.
Discount printing: Indicate how discounts will be printed on invoices and credit notes from Aftersales. One of the following:
C: Prints the discount code.
P: Prints the discount percentage.
V: Prints the discount value.
B: Prints retail and net - no discount.
Space: Uses Aftersales controls.
Invoice/credit note copies: Number of copies required for Aftersales invoices and credit notes.
Price picking slips: If this check box is ticked, prices on Aftersales picking slips are printed for this customer. Otherwise no prices are printed on the picking slip.
Default labour rate: Used by the Aftersales service module. Enables you to specify which default labour rate is used for Labour Revenue invoiced to this customer.
Labour discount code: In addition to a specific labour rate, an account may be allocated a labour discount structure as well. This code (usually A to J) represents the element in the relevant discount group that the Aftersales Module uses to apply a discount percentage to the Labour Sales.
Sales Channel: Manufacturing Systems Business type for this customer, selectable by clicking the Drop-down button.
Payment by BACS: If this check box is ticked, the local system of bank clearance payment is in operation for this account. If BACS is installed the BACS tab becomes visible for each account. If the check box is left unticked, this account is not going to be settled through the Bank Automated Clearing System.
Statements: One of the following:
Y: Statements are to be printed for this account.
N: Statements are not to be printed for this account even if they fall within the selection criteria chosen for printing in the Statements option.
R: Statements are to be printed if reconciled for this account
Statement analysis: Enables a user-defined Statement analysis code to be associated with the account. The contents of this field can then be used as a selection criterion in Statement printing, so you can use this field to print Statements in batches for specific analysis codes.
Statement distribution: Enables you to define the method by which the Statements are distributed to the Debtor. Options are Print, Fax and Email. There is validation against other fields being present for the differing methods.
Route/sequence: Geographical route for sales analysis and Aftersales delivery purposes.
Central billing type: Code, selectable by clicking an ellipsis button, that indicates whether Central billing occurs for this Sales ledger account. It is a two-character Manufacturing Systems mnemonic code, such as FO for Ford. If central billing is not taking place then this field should be left blank.
Reciprocal trading: If this check box is ticked, it indicates that this customer is also a supplier of goods or services to your business. The check box is unticked by default.
Reciprocal account: Purchase Ledger supplier's account code if this customer is also a supplier of goods or services to your business. It is a Memo only field except when it is being used on an account for Vehicle Stockbooks inter-company transfers.
Vehicle preparation: Indicates to the Point-of-Sale module what is used for a suffix on postings to the Nominal Ledger. Additionally it defines what is copied into the Reference and Miscellaneous Reference fields in the Sales Ledger transaction records for external sales. On Internal sales this field is also used as part of the link to Vehicle Stockbooks.
If you are using inter-company transfers in Vehicle Stockbooks, this field can be set to #xx, where xx is the company number of the transfer recipient.
These settings for the Vehicle preparation field have the following meanings:
REGN: You want to use the Vehicle Registration Number as a suffix and reference for postings.
WIP: You want to use the Wip Number as a suffix and reference for postings.
CUST: You want to use Customer Information from a Wip Header as a reference in the Customer Reference and/or Miscellaneous Reference fields of the Sales Ledger transaction record.
Anything else, and the Account type is Internal: The Vehicle Stockbook Number should be used for postings.
Blank: No suffix or Customer information is used on the postings.
CRM customer type: Indicates whether the link to the CRM (MK) Module is to a Company or Customer record.
Join: When this check box is ticked, address changes to a linked CRM record are able to update the address details of this Sales Ledger account.
CRM record number: Unique CRM record number of the type indicated in the CRM customer type field, selectable by clicking the ellipsis button.
Note: Both of these CRM link fields are updated by the system upon creation of the account. You will have to create a link to CRM depending upon the string of Account Types held in the Sales Ledger System Parameters.
Last payment date: Date of the last payment received into this account.
Last payment amount: Monetary value of the last payment received into this account.
Tip: The Unposted cash allocations field on the Financial tab should be checked before accepting these fields at face value. Payments for the current working day may not have been posted and therefore the Last payment date and Last Payment Amount may not be accurate.
Last letter type: Last Credit Chase letter type that was produced for the account when running Sales Ledger Credit Chase.
Note: The field corresponds to the level of severity of the last Credit Chase, with level 3 the most severe.
Last letter date: Date when the last Credit Chase was run.