Accounts
**Please Note: There are multiple customized account record templates. The information below describes the most common account records. For additional information or assistance with customized fields, please contact SBC Training Department at 800-829-4722 or SBCTraining@autologue.com.
Account Record - General tab
A/N: Enter the customer's assigned account number.
Name: Enter the account name.
Address: Enter the street address or mailing address for the account.
City: Enter the city name.
State: Select the 2-character state abbreviation.
Zip Code: Enter the zip code.
Country: Select the country code.
Cross Reference #: Enter a cross reference code to represent the account number. This code can be entered in POS instead of entering the account number. This is often used to retrieve an account with leading zeros by an abbreviated account number. A cross reference code can also be used to represent a group of accounts. To use a cross reference code to represent a group, the same cross reference code would be entered for each account included in the group. When the cross reference code is entered at POS, the application will display a list of accounts assigned to that cross reference code. Note: the system does not keep track of valid cross reference codes, so we recommend Users keep a list of all codes that they establish.
Alpha: Enter an Alpha Code to represent the account name. This code can be entered in POS instead of entering the account name. An Alpha Code can also be used to represent a group of accounts. To use an Alpha Code to represent a group, the same Alpha Code would be entered for each account included in the group. When the Alpha Code is entered at POS, the application will display a list of accounts assigned to that alpha code. Note: the system does not keep track of valid Alpha Codes, so we recommend Users keep a list of all codes that they establish.
Remark: Enter any additional comments or reminders for this account, if applicable. Note: this field is for the user and will not be used by the application.
Codes: Enter a code here to assign to the account for reporting purposes only. The system does not keep track of valid codes, therefore, we recommend Users keep a list of all codes that they establish and what they represent.
Sales Person: If there is a designated sales person assigned to this account, select the sales person from the drop down list. To add an employee to the drop down list, access the employee’s record and set the Sales Person field to Yes.
Account Type: Select the account type value from the drop down list.
Security Type: Select a current account status from the drop down list.
If a work order is created for a house charge account with the Security Type set to OK and subsequently the Security Type changes to Cash Only, the house charge option will no longer be available when recalling and tendering the original work order.
Default Pay Type: Select the most frequently used tender type from the drop down list. **Please note: although the listing includes all pay types allowed in Point Of Sale, the only appropriate selections for this field is House Charge, Cash, or COD.
Default Sell Price: Select a default price level for this account from the drop down list. This price level will be used when processing POS transactions. Each inventory record will need to have a corresponding price in the selected price level field.
Allow Change of Sell Level In POS:
Contact First Name: Enter the contact first name.
Contact Last Name: Enter the contact last name.
Phone Number: Enter the business telephone number.
Ext: Enter the extension, if applicable.
Fax Number: Enter the business fax number.
E-mail Address: Enter the E-mail address.
National Account URL: Enter the Internet address for the national account. (This is only used for national accounts.)
Account Record - Invoicing tab
A/N: (This field will be populated with the information from the previous screen.)
Name: (This field will be populated with the information from the previous screen.)
Default Store: if the system is multi-store, each account can be set with its default store. In the case of a call center, when users select the account, the store will automatically change to the default store, no matter the location of the workstation creating the invoice. In that case, the default store is the location that receives the sale and whose inventory is affected. If the field is blank, the workstation taking the order will get credit for the sale and that store’s inventory will be affected.
Allow New Customers in POS: Select Yes to link customers to this account from the Point of Sale. Select No to have all account information updated and maintained in the Back Office.
Warn Aged Fld: Select the appropriate aging field (Aging 1, Aging 2, etc.) to receive an alert when the account has a positive balance in the field.
Warn Only: The user will see a box detailing the current aging for the account (dependent on the Warn Aged Fld selected above). If Yes was selected, the box is simply an alert, allowing the user to pass the information along to the account for payment. If No was selected, the box will have three choices: Cash Only, allowing the sale to continue as long as the account pays cash for the sale; Override, which requires a manager password to continue with the house charge sale, or Cancel, which will cancel the invoice completely. The user must pay the overdue balance in full or the Warn Aged Field settings must be changed for accounts to create house charge purchases when the answer is set to No.
Vehicle Required: Select Yes, No, or Check Part to determine if a vehicle is required to be entered when tendering a ticket in POS. Check Part is the most common choice and will reference the Vehicle Required flag on the Inventory Record. If the Vehicle Required flag is not included on the inventory record format, the system will default to not require a vehicle when the ticket is tendered.
Allow Deferred Trans: Select Yes to allow the customer to make a payment on a large invoice over a period of time. For example, if a customer comes in and purchases a big piece of equipment for 5000.00, the customer could be allowed a 500.00 payment each month. This feature is for the Jobber POS only.
Dated Billing Code: select the appropriate Dated Billing Code (see Tools/System Tables/Dated Billing Codes) for the account to be allowed to do any Dated Billing (the practice of splitting a total tender into multiple payments).
Auto Finalize On Tender: setting this flag to Yes will automatically finalize all invoices as the account’s set Default Pay Type when the users clicks the Tender button at Point Of Sale.
Cash Printer: Select Yes if you have a printer that prints a receipt. Select No if this does not apply.
Num Ticket Copies: Select the number of ticket copies (0,1,2,3) to print for the customer or select Ask to be prompted at POS. The number of ticket copies selected to print here will be in addition to the default Number of Copies specified in the POS settings. Note: If the value of 0 is selected here and the default Number of Copies is set to 0 in the shop settings, the system will still automatically print 1 copy.
Suppress Prices On Printout: Select Yes to suppress prices on printout.
Hold Backorders: Select Yes, No, or Ask to hold backorders at Point Of Sale.
Auto Fill Backorders: Select Yes, No, or Ask to automatically fill backorders when purchase orders are received.
Create BO to: Select Ask, Current Ticket, or New Ticket. The answer to this question refers back to Auto Fill Backorders and determines where backordered items display in Point Of Sale.
Customer PO Number: Users may enter a blanket default customer purchase order number (alphanumeric) to be used for all orders made by this account. The number entered here will appear in the Customer Information box on the POS screen. Any permanent changes made to this blanket purchase order number will need to be made in this screen. Any changes made to the customer purchase order number via the POS screen will only be applied to that ticket.
Exp Date: enter the date in which the purchase order number expires. **Please note: the user will NOT receive a message at Point Of Sale that the purchase order number has expired; the user will need to run a report to determine which purchase order numbers have expired.
Job Number: Enter a specific job number here to reference invoice numbers or customer transactions for a specific job.
Ship Via: Select the shipping preference from the drop down list for this account. See Ship Via Codes for more information.
Internet Password: Enter the password assigned to the account when using any external internet ordering program (ePart, Nexpart, etc.)
Private Credit Card No: Enter the credit card number to be used for the account. **Please note: maintaining credit card numbers in this method is not secure. This credit card number field is simply for cards that resemble a Frequent Buyer’s Card.
Exp: Enter the expiration date of the Private Credit Card.
Note: If this field is left blank, the system will default to calculating an expiration date based on the current month and the current year plus one year. For example, if the current date is 2/20/06, the system calculated expiration date would be 2/07.
Invoice Terms: Select the Terms Code to define when the invoice is due. (See Terms Code to create a new terms code.)
Invoice Message 1: Enter an Invoice message for the account to appear on the POS screen.
Invoice Message 2: Enter an Invoice message for the account to appear on the POS screen. Note: If both Invoice Message 1 and 2 are filled in, both messages will appear together on the POS screen.
POS: a Yes in this field will display the message on the Point of Sale screen.
I: a Yes in this field will display the message on any Incomplete ticket. This includes Hold Tickets, Pick Tickets, Work Orders, etc.
C: a Yes in this field will display the message on all Complete tickets.
DIAG: a Yes in this field will display the message on all Diagrams (vehicle diagnostic forms, etc.)
Account Record - Pricing tab
A/N: (This field will be populated with the information from the previous screen.)
Name: (This field will be populated with the information from the previous screen.)
Pricing Info
Qty Discount Allowed: Select Yes for this customer to receive discounts based on the quantity of parts they purchase. The discount amount will be generated by the inventory quantity discount levels set up for each part. Select No to not extend quantity discounts to this customer.
Price Matrix Group: Select up to 3 price matrix groups from the drop down lists for the account. Accessing a price matrix group allows exceptions to the default pricing of specific manufactures lines. (See Price Matrix By Group for details on how to set up a new Price Matrix group.)
Special Price Group: Select up to 3 special price groups from the drop down lists for the account. Accessing a special price group allows exceptions to the default pricing for a specific part number. (See Special Pricing By Group for details on how to set up a new Special Pricing group.)
Tax Info
Tax Number: If the commercial customer is not liable for paying sales tax (is tax exempt), enter the customer's Tax Exempt Number. When a value is entered here, all transactions created for this account will be allowed to be tax exempt.
Tax Rate 1 and 2: Select the appropriate tax rate from the drop down list. For Most accounts, Tax Rate 1 is an exempt rate and Tax Rate 2 is a taxable rate. These tax rates have been created through the Tax Rate Setup.
For example, an installer’s account record would have an exempt tax rate in the Tax Rate 1 field and a taxable rate in Tax Rate 2 field. When the installer purchases an inventory item to re-sell, the item would have a ‘blank’ taxable flag on the inventory record and would be taxed at the exempt rate in the Tax Rate1 field. When the installer purchases an inventory item (ex:. tool) for in-house use, the item would have a taxable flag of Y on the inventory record and would be taxed at the taxable rate in the Tax Rate2 field.
The Taxable Flag on the inventory record identifies which Tax Rate field to use when determining the tax rate to apply to the item. A blank Taxable Flag uses the tax rate selected in Tax Rate 1 field, a Taxable Flag of Y uses the tax rate selected in Tax Rate 2 field, and a Taxable flag of N uses the system tax rate of 0.00 (Never Taxed).
Note: Since a church is always tax-exempt, both Tax Rate 1 and Tax Rate 2 would be set to an exempt rate. In addition, Users may also have an account that is only purchasing consumable goods and would therefore have both Tax Rate 1 and Tax Rate 2 set to a taxable rate.
Account Record - Accounting tab
A/N: (This field will be populated with the information from the previous screen.)
Name: (This field will be populated with the information from the previous screen.)
Master Account #: Master account # logic allows for multiple accounts to be grouped together for statement purposes. An account must be selected as the Master Account. Any related accounts will have the Master Account # field populated with the Master Account’s number. When statements are run, a consolidated statement will run that contains all accounts associated with the Master Account #. Then an individual statement will print for each of the accounts in question.
Acct Codes: Enter a code here to assign to the account for reporting purposes only. The system does not keep track of valid codes, therefore, we recommend Users keep a list of all codes that you establish and what they represent.
Open Item: Select Yes to define the account as Open Item account. This allows a payment or partial payment to be applied to specific invoice(s).
Note:
Credit Limit: Enter the maximum dollar amount to be charged to the commercial account. Entering a zero gives the customer unlimited credit.
Avail Credit: This field will be automatically populated by activity amounts according to transactions and payments made by this account.
AR Contact: Enter the name of the person Users should contact for any payment or account information.
AR Remark: Enter any comments that Users will need to keep on record that are specific to this account. Note: this field is for the user and will not be used by the application.
Enforce Credit Limit: Select Yes for the system to not allow transactions to be charged to the account once it is over the credit limit. Note: A Credit Tolerance Limit can be defined, as well as a password to override the Credit Tolerance Limit in Account Settings.
Select No for the system to ignore the credit limit check.
Aging History
Fields under aging history will be displayed in two ways.
Open Item accounts are aged daily, so for 30 days from the date of purchase the balance of a ticket will display in 0-30. Once the 31st day occurs, the information will display in 31-60, and so on until the invoice is paid off.
Balance Forward accounts are aged when the statement reset occurs. Information within each aging buckets varies dependent on the date of the last statement reset. In general, balances are paid off by applying payments to the oldest items first. **Please note: Balance Forwards accounts will display a “Current” bucket. Until the first statement reset occurs after a ticket is finalized, the tickets will stay in current. Once the first statement reset occurs, the information will move from Current to 0-30.
Use Downloaded Bal: Select Yes or No to use the last downloaded balance. This would be used when Accounts Receivable is being processed on a higher-level corporate system and the corporate wide balance is being maintained.
Note: The Open Item flag must be set to No in order to use the last downloaded balance. If the Open Item flag is set to Yes, the system will automatically reset this flag to No.
Service Charges
Charge Code: Select the Service Charge Code to represent the delinquent service charge percent and time period to start incurring the service charge. (See Service Charge Codes table for further details.)
Statements
Aging Interval: Select Weekly (agings will display as 0-7, 8-14, 15-21, 22-28, Over 29) or Monthly (agings will display as 0-30, 31-06, 61-90, 91-190, Over 120). This does not force statements to run on this schedule; this simply displays the aging information as noted.
Code: Enter a user defined, 1 character code to identify the account. The system does not keep track of valid codes, therefore, we recommend Users keep a list of all codes that you establish and what they represent. This code can then be used to define Criteria for Accounts in the Statement Wizard.
Example:
Discount Message: Select Yes to automatically generate a comment based on the statement terms code selected below for the account.
Terms: Select the Terms Code that this account’s payments are based on. (See Terms Code to create a new terms code.)
Send Statement Via: Select from the following:
This information can then be used to define Criteria for Accounts in the Statement Wizard.
Amount, Date, Time
Last Statement: these fields contain the last statement amount, date and time. This information is populated when a statement reset occurs.
Last S/C: this field contains the last service charge amount charged to an account.
**Please note:
Open Item accounts will display their service charge dollars in the aging buckets. If an account is charged a service charge, this will become a new line item displaying on the account’s statement and the account must pay that off, the same as an invoice.
Balance Forward accounts will display their service charge dollars in the Last S/C aging bucket (displayed first under Aging History). According to a setting within Account Settings, users can determine whether payments will pay services charges first, or whether users will have to specify when service charges are paid off. (The common method is for Balance Forward accounts to pay their service charges first).
Last Payment: these fields contain the last payment amount, date and time. This information is populated when a payment is taken in either the posting screens, or in Point Of Sale. Credit Memos or Defective Returns are not considered payments and will not update these fields.
Last Sale: these fields contain the last sale amount, date and time.
Note: The Last Payment field and Last Sale field will not be updated if the last transaction date is earlier than the transaction date currently listed.
Highest Bal: these fields contain the highest balance amount and date. This covers the lifetime of the account unless a reset is run.
Account Opened: This field will be automatically populated and can be modified if necessary.
**Please note: the Transaction History defaults to this date when displaying the Full History. The date must be earlier than the first transaction for all transactions to display (this might be an issue if the information is imported during a go-live scenario).
Account Record - Notes tab
Notes: the Notes area is a large notepad that allows users to enter any information pertaining to an account. If the information extends past the height of the box, a scroll bar will appear. This box is useful when recording account receivable information. For example:
“4/12/13: JMM: I spoke to Arlene McGuire and she says a check for $400.00 was mailed 4/10/13”.
The information recorded in the Notes box does not display in Point Of Sale. If users have messages to pass along to employees, they’ll want to enter that information in the Invoice Messages fields on the Invoicing tab.
When finished entering all information, click on the Save icon at the top of the screen to save the changes.
See also