DBD: AR Customer Default Settings

DBD: Accounts Receivable - Customer Default Settings

The process begins at the Customer level.

Path: DB Distributor > Accounts Receivable > Setup > Customers > Customer Default Data

Customer Defaults - FMGSHA

The important prompts on this panel are the 'Monthly shipment Detail reporting' and 'Do you wish to treat this customer as an IMS customer?'

Fields of Note

• In Customer PO number required
  • If prior field is set, you can opt to require this PO number to be unique for this customer
• Thank you letter type default — rarely used with other automations in place
  • Which Orders — can specify this letter type will apply to all orders or only non-eCommerce orders
• Normally print shipping acknowledgments — rarely used with other automations
• Shipping information fields — these can set default information specific to this customer
  • FOB, How to Ship, Inside Delivery, and Ship Via
• Freight Markup — See Documentation on Freight Markups
• Finder's Fee
  • Can be set at the customer level, Item Level, or Order Level
  • Can be used to apply additional Gross Profit / Overhead postings to orders for commission purposes
  • Based on Distributor setting, will use either a single finders fee option or multi-finders' fee
• Summary Billing / Detail Shipping Reporting
  • Allows Invoice information to be accumulated in a file and reported to the customer periodically
  • Can specify Order Types by customer (I-Sales Order, R-Requisition, W-Billable requisition)
  • Can opt to print by order type — recommend this is set to Y for at least the I and W types
  • Job Card Override for Summary Bill — can opt to just image using alternate 3-digit delivery option
• Monthly Shipment detail report — recommend this field is checked if you are doing either Summary bill or Item Management for this customer
• Consolidate Pick List — use this option only if you are not using Unattended printing for packing slips.
• Set No-Print Flag to Yes for 9### Releases on W type Orders — Not recommended

Important Settings on This Panel

• Do you wish to treat this customer as an IMS Customer — recommended
• Format code for Reorder notices (Blank = none). Must be a valid Flexible format code (most companies will use formats U or V)
• Reduce On-hand by committed qty? Recommend this option is checked

When you click 'Do you wish to treat this customer as an IMS customer' you will receive the following prompt:

IMS Flag confirmation dialog

Click Yes.

You will then see the following prompt appear at the bottom of this panel.

IMS defaults — set Default IMS Method to Issue Base

Make sure this is set to 'Issue Base' and click Next.

Then proceed thru the following panels.

IMS Customer Parameters — Processing Tab

IMS Customer Parameters - Processing - FMGSHA.1

Important settings on this panel are:

• Last Completed IMS Reporting Year/Period — Set this based on customer's calendar
• Number of periods of Distribution Detail History to retain, if blank will use system defaults
• Number of Prior Years Usage History to Retain, if blank, will use system defaults
• IMS Cycle
  • Field can be left blank
  • In order to easily process multiple customers at month end

Optional Fields

• Should Stock Items be Excluded from Setup as IMS Items
  • This pertains to general Inventory Items — if checked, these items will not be automatically set to track usage on these items for this customer
• Does Customer Have Multiple Ship-to's
  • Recommend setting this field as you are expecting your customer to grow over time
• Default Ship to and Default Warehouse Code — default warehouse code used to determine primary warehouse for client unless they are set to use e-Logistics
• Track usage of Kit Components
  • Pertains to Items created thru Kit Production
  • As goods are released, if field is checked, usage will be tracked on Finished product and components
• Cost Code
  • Not recommended — will require additional entry
  • Can be used to hold additional data in order entry
• Store the Department Section of the Cost Code in Item Master
  • Relates to Cost Code Field

IMS Customer Parameters — Reporting and Reorder Tab

IMS Customer Parameters - Reporting and Reorder - FMGSHA.1

• Customer Group Code
  • Group can be used for IMS reporting purposes
• Should Distributor Owned Inventory be Reported
  • If this box is not checked, Distributor owned goods will not print on some DB Standard IMS reports
• Does Customer Use IMS% Pricing
  • Check this field to turn on additional field in Custom Item master for this customer
  • When this field is set, the IMS price will be based on the IMS % Markup for each item
• IMS Markup (enter as a percentage)
  • Relates to previous question
• Standard Inventory Valuation Method — setting will affect some DBD reports
  • Sell, IMS, Bundled Sell
• Reduce On-hand by Committed on designated reports
  • When checked, the On-Hand column will reflect the available for Sale
• Re-Order Notice Controls
  • Primary Customer Contact Code — When set, will print this contact on Reorders to Customer rather than the Purchasing agent from Customer Setup. This can also be set at the item level
  • Reorder Notice Format (blank for none) — must be valid Flexible format code
  • Subtract Committed on RON — If checked, will print available for sale
  • Graph Type for RON — Current Year or Rolling 12 Months
  • Reorder Notice Message — one-line message available to print on RON

IMS Customer Parameters — Setup Defaults Tab

IMS Customer Parameters - Setup Defaults - FMGSHA.1

Important Fields on this panel:

• IMS Flag — this field will default in Custom Item Pricing Panel for new items
• Reorder Point in Days — Will set the default in Customer Item Reorder Panel
  • Utility available to reset the Reorder Point in days for all items if needed

Other fields will be used to establish default settings in the Customer Location record for new items/locations

Additional Customer Default Fields

Customer Defaults - FMGSHJ

Customer Defaults are available for all customers. This panel shows some of the specialty features that can be setup for some customers as well as some other useful features for all.

• Minimum Percentage Mark-up for all lines
  • When this field is set, upon exiting an order all lines will be reviewed and the designated markup will be applied to all lines that do not meet this criterion. This feature is not recommended.
• Require Entry of Ordered By in Order Entry?
• Require Entry of RC Number in Order Entry?
  • This information is written to the EDW file and data may be used for User Generated reporting
• Retain Sell Price during B/O Fill?
• CC Plus: Alt Terms code if invalid credit card?
• Merchant account — Enter number here if customer has a unique merchant account
• Job Card Override in Invoice Printing
  • This is a 3-digit code that will correspond to the Invoice Delivery option setting
  • Allows companies to have a different set of printing rules for this customer's invoices
  • Can also be used to print invoices for select customers with a different company logo
• Picking Priority — Used with WMS
• Require Entry of Contract Number in Order Entry
  • When this option is set, Order Entry will require entry of a valid Contract number in the order header
• Send Inventory quantities to external system
  • Used with Flowpoint integrations — further information provided as needed
• 3rd party sender id — used with Flowpoint integration to output invoice data — requires special configuration

• 3rd Party Sender ID — validated field
• All Invoice lines
• Include credit Lines
  • No Sig. Required
  • S-Signature Required
  • M-Mature Signature Required
• Order Customer Reference to populate SH9 PKG_REF_1 and REF_2
  • Drop Down allows a selection from 01 to 10
  • These are 60 characters long
  • This uses the FV1-OrderCustRefs file
  • Allows data to come in via eCommerce orders
  • Used for reporting purposes
  • Can be output to packing list
• Use customer location code for PL receiving dept field
• Sales Journal Bypass Custom Item Master Update
  • These fields can still be modified by other means
  • The Sales Journal Update program will not update these optional fields when checked
  • Cost: Cost Unit, Cost Qty/Unit, and Cost Amt/Unit
  • Price: Price Unit, Price Qty/Unit, and Price Amt/Unit
  • Vendor/Plant: Vendor and Plant
  • Carton Weight
  • Carton Pack
• If no warehouse specified in incoming XML order, default warehouse to use
  • Not recommended for general use — requires special integration
• Monthly Budgets
  • Requires setup of the Budget Module

More Customer Defaults

More Customer Defaults - FMGSHH

• Freight Parameters
  • See document on Freight Markups
• Foreign currency to print on invoice
• Customer always gets lowest QBG price
• Tax Items received into Customer Owned Goods at time of release (not recommended)
• Default Number of storage Months
  • Enter a number here to default the planned Storage for items coming into your warehouse
  • This field will be defaulted to order entry line
  • Based on this information, the Storage Expiration date will be populated to the Lot during Purchase Order Receiving
• Product Code and Salesperson
  • Used to meet specific needs with Backorder Fill Process
• Substitute Digits of Warehouse Code for Packing List Printing Only ##
  • Enter a 2-digit number to direct printing of a packing list to a specified printer in warehouse for this customer
• Immediate print speed bill invoices
  • Requires special alternate invoice printing selection
• Eliminate posting of sell in lot record for dist owned during PO receiving
  • System will always default sell price set on Bill as Ship order type to Lot record at time of receiving unless this field is set
• Print Lot Value for Customer Owned Items in field 46 on Packing List
  • Use this field if you wish to print the sell price for all items on Packing Lists
• Order lines with PO: Don't invoice customer for overruns
  • Check box if customer will not allow billing for overruns
  • Overruns can still be received into the warehouse, but this can cause a difference in the quantity in inventory and quantity billed for reconciliation purposes

Customer Fiscal Year Setup

Customer Fiscal Year - FMGFYE

This customer is now setup as Items Management.

Following these instructions, you are setting the last completed period to 7. This would mean that the first time that you will need to run a cycle for these customers will be at the end of August.

Quick Reference — Process Month End for Issue Based Accounts

At the end of each month, or a predetermined time each month:

1. From the Print Management Menu
2. Cycle Processing
3. Cycle Processor
4. Select Count Cycle or Customer
5. Enter Count Cycle 01 (or other code)
6. Proceed
7. Phys Count Audit/Usage Update (Option field should be set to NP for Issue Based cycles)
8. Enter First to Last or use the cycle code for the cycle you are running, then print report and update
9. Run Reports
10. Complete the Cycle

Frequently Asked Questions

Q: Where do I start setting up Customer Defaults?

A: DB Distributor > Accounts Receivable > Setup > Customers > Customer Default Data. The two most important prompts on the first panel are Monthly Shipment Detail reporting and whether to treat this customer as an IMS customer.

Q: What happens when I mark a customer as an IMS customer?

A: You'll be prompted to set all of this customer's items to Item Management (click Yes), then set the Default IMS Method to Issue Base and click Next, which takes you through the IMS Customer Parameters panels (Processing, Reporting and Reorder, Setup Defaults).

Q: What does the IMS Cycle field control?

A: It can be left blank, and exists to make it easier to process multiple customers at month end together.

Q: Should I use the Minimum Percentage Mark-up for all lines feature?

A: This isn't recommended. When set, all lines are reviewed on exiting an order and the designated markup is applied to any line that doesn't meet the criterion.

Q: Who should fill in the Flowpoint integration fields?

A: Only DB Staff — fields like 3rd Party Sender ID, All Invoice lines, and Include Credit Lines are tied to special Flowpoint integration and shouldn't be set without assistance.

Q: What do I need to set up for Customer Fiscal Year?

A: Be sure to set up the prior year and current year — the system will set up future years as needed.

Q: What's the process for month-end on Issue Based IMS accounts?

A: From the Print Management Menu, go to Cycle Processing > Cycle Processor, select Count Cycle or Customer, enter the cycle code, proceed to Phys Count Audit/Usage Update (Option field set to NP for Issue Based cycles), enter the range or cycle code, print report and update, run reports, then complete the cycle.

Tags: accounts-receivable, customer-defaults, ims, item-management, freight-parameters, flowpoint, DB-distributor