DBD: AR - New MS Customer Settings
DBD: Accounts Receivable - Recommended Settings For A New Item Management Account
🔵 Overview The following screens have been provided as guidelines in setting up your customer on Items Management. This is for an Issue Based Customer. The process begins at the Customer level.
Path: DB Distributor > Accounts Receivable > Setup > Customers > Customer Default Data
Customer Defaults - FMGSHA
The most important prompt on this panel is:
'Do you wish to treat this customer as an IMS customer?'
When you click this option, you will receive the following prompt:
IMS Flag — Set all of this customer's items to Item Management?
Click Yes.
You will then see the following prompt appear at the bottom of this panel.
Enter Default IMS Method for Locations — 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 - FMGSHA.1 — Processing tab
Important settings on this panel are:
- Last Completed IMS Reporting Year/Period
- This should match up to the Current IMS Year and Period for this customer
- Number of periods of Distribution Detail History to retain — Setting here will override number of periods to retain detail set in the System Parameters
- Number of Prior Years of Usage History to Retain — Setting here will override number of periods to retain detail set in the System Parameters
- IMS Cycle
- If all customers are processed at the same time, set this to 01
IMS Customer Parameters — Reporting and Reorder Tab
IMS Customer Parameters - FMGSHA.1 — Reporting and Reorder tab
Customer Group Code is useful for additional reporting capabilities. Not required.
IMS Customer Parameters — Setup Defaults Tab
IMS Customer Parameters - FMGSHA.1 — Setup Defaults tab
Important Fields on this panel:
💡 Note: All new records will be setup with these settings.
- IMS Flag
- Reorder Point in Days — if you choose to use the Reorder features in the system
Additional Customer Default Fields
Customer Defaults - FMGSHJ
💡 Note: You do NOT need to answer any prompts on this panel for new IMS accounts.
More Customer Defaults - FMGSHH
💡 Note: You do NOT need to answer any prompts on this panel for new IMS accounts.
Customer Fiscal Year Setup
Customer Fiscal Year - FMGFYE
⚠️ CRITICAL UPDATE NOTE: Be sure to setup the prior year and current year. The system will setup future years as needed.
This customer is now setup as Items Management.
In this example, the customer was set with a last completed period of 2. This would mean that the first time that you will need to run a cycle for this customer will be at the end of March.
Quick Reference — Process Month End for Issue Based Accounts
At the end of each month, or a predetermined time each month:
- From the Print Management Menu
- Cycle Processing
- Cycle Processor
- Select Count Cycle or Customer
- Enter Count Cycle 01 (or other code)
- Proceed
- Phys Count Audit/Usage Update (Option field should be set to NP for Issue Based cycles)
- Enter First to Last or use the cycle code for the cycle you are running, then print report and update
- Run Reports
- Complete the Cycle
Frequently Asked Questions
Q: Where do I start setting up a new IMS customer?
A: DB Distributor > Accounts Receivable > Setup > Customers > Customer Default Data, then check 'Do you wish to treat this customer as an IMS customer?'
Q: What should the Default IMS Method be set to for an Issue Based customer?
A: 'Issue Base' — make sure this is selected before clicking Next.
Q: What are the important fields on the Processing tab?
A: Last Completed IMS Reporting Year/Period (should match the customer's current IMS year/period), Number of periods of Distribution Detail History to retain, Number of Prior Years of Usage History to Retain, and IMS Cycle (set to 01 if all customers are processed together).
Q: Is the Customer Group Code required?
A: No — it's useful for additional reporting capabilities but not required.
Q: Do I need to fill out the Additional Customer Default Fields and More Customer Defaults panels for a new IMS account?
A: No — you do not need to answer any prompts on either of those panels for new IMS accounts.
Q: What's critical to remember on the Customer Fiscal Year screen?
A: Be sure to set up the prior year and current year — the system will set up future years as needed.
Q: What does setting the last completed period to 2 mean?
A: It means the first time you'll need to run a cycle for this customer is at the end of March.
Q: What's the quick month-end process for Issue Based accounts?
A: From the Print Management Menu: Cycle Processing > Cycle Processor > Select Count Cycle or Customer > enter the cycle code > Proceed > Phys Count Audit/Usage Update (Option field set to NP) > enter the range/cycle code, print report and update > Run Reports > Complete the Cycle.
Tags: accounts-receivable, ims, item-management, customer-setup, issue-based, DB-distributor