The Customer Management Module is used to enter the details about customers. This information is used to prepare invoices and packing lists, as well as establish defaults to be used when new orders are created for a customer. A customer may have more than one bill-to address, if there are different divisions for the customer with different accounting departments. Sometimes customers may wish to have material drop-shipped to a third party and bill them. One customer bill-to address will be identified as the default address to be used in the creation of new orders. One customer ship-to address will be identified as the default address in new orders. Also, terms and conditions identified in these screens will be used as defaults for shipping, invoicing and accounting. The user has the opportunity to modify the default information at the time a new order is created.

Field & Definitons

Note:  this information is here for future implementation at this time.  It does not have any affect or functionality within Manex at this time. 

Information populated here would be the Customer's banking information

Fields & Definitions

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Sales/Customer Information/Customer Information

The following screen will be displayed:

Depress the Add button. User must enter password.

 

The customer number assigned to the customer. If automatic, will be completed when the data is saved. If manual, must be entered.

Enter the Customer Name. 

The date the account was established (defaults to current date). 

Enter the account status (Active, Inactive, or Quote).  Active is the default.

Choose the Territory for the account from the pull down (Territories are established in System setup/Sales Territory).

Enter the phone number of the Customer. 

Enter the Fax Number of the Customer.

Enter the SIC code for the Customer. If used, must first be established in the System setup/SIC Codes setup. 

Enter the Sales Discount available to this customer as established in System setup/Sales Discount Type setup.

Contacts MUST be added for a customer within the Customer Contact module after the Customer has been created within the Customer Information.  When this screen is viewed for an existing customer, contacts entered in the Customer Contact Module will show for this customer. This field is NOT editable from this module. 

 

After completing the Customer information screen, the user may click on the  Bill To tab.

In this screen, the user defines the customer information for invoicing purposes.

The Customer Bill-To Directive buttons will now be active: 

	This button allows the user to define multiple Bill-To locations for the customer.
	This button allows the user to modify existing Bill-To information about a customer. If more than one Bill-To address exists for a customer, the address highlighted is the one that will be opened for editing.
	This button allows the user to delete an existing Bill-To record for a customer.
	This button allows the user to save the modified Bill-To information.
	This button will cancel any modifications made to the screen after the edit button has been pressed.
	This button is automatically checked for the first entry.  After that, the user may wish to enter other Bill-To locations, and identify one of those as the default Billing address. The Billing address with the default checked is the one that will automatically be placed in new orders. However, the user still has the opportunity to change the Billing address in the order by selecting another address.

Depress the Add directive button, located at the bottom of the screen and the following screen will appear:

 

Enter the name of the organization to which invoicing is to be sent. (It may be a different division, or a drop-ship situation.)

Enter the Customer Bill-To Address (may use two lines).

Enter the City, State and Zip Code for the Customer Bill-To Address.

Enter the Customer Country.

Enter the phone number at the Customer’s Bill-To Address.

Enter the fax number at the Customer’s Bill-To Address. 

The Contact Name at the Bill-To Address (if established in the Contact module).

Enter the e-mail address for the Bill-To Customer.

 

Depressing this button will open a screen for a Invoice Footnote to be added that will appear on all of the Invoices for that customer.

After completing the Bill-To information, depress the Save button at the bottom of the screen.

 

The user then may click on the Ship To tab.




In this screen, the user defines the customer information for shipping purposes. The Ship-To screen has additional tabs for more detailed information. The first screen is the Ship-To Address Information. The screen and fields are identical to the Bill-To screen, except that the information will be used for packing lists.

Pressing the ADD button located at the bottom of the screen will automatically fill the information from the Bill-To screen, if it has been completed. All data may be edited and saved, or new data may be added to the database.

 

 

Depressing this button will open a screen for a Packing List Footnote to be added that will appear on all of the Packing Lists for that customer.

Sales Orders/Customer Information

To Manually add US Tax (if not set up in Customer Information), enter line item and then in Pricing Screen click on Add Line and enter description of Sales Tax and Tax Amount manually. A Sales Type for the appropriate Tax G/L number should be setup in Accounting so that it can be selected when entering the Sales Tax manually.  The full amount of the Tax will be Invoiced upon shipment of the first item so using manual sales tax entries may not be useful for shipments with multiple shipments against the same line item.

Checking the Tax box in Sales Order Pricing will not calculate or add US Tax for a line item unless the Shipping Address for the particular Customer selected in the Sales Order Header has been set up. Shipping Address Tax Setup is done in the Tax and Shipping Mode screen under the Ship To tab under Customer Information Management.

If a particular Customer Ship To Address has more than one US Tax (such as a Sales, Use, Excise, etc. tax), then the taxes may be entered in System Setup individually and added individually to the appropriate Customer Ship To addresses.

After completing the Ship To information select either the Save or the Cancel button located below the Shipping Addresses.  




Then  the user may click on the Profile Tab.  In this screen, the user defines the Customer Profile notes for internal purposes. This screen is a memo field that may be used to record customer company information.

Once the record is complete user must depress the Save changes icon to save changes or the Abandon changes icon if you do not want to save change.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Sales/Customer Information/Customer Information

The following screen will be displayed:

Depress the Find action button. 

A Customer List will appear.  You may view Active or Inactive Customers.  Highlight and double click on the Customer or Type the Customers Name in the red box and depress the enter key.

The Customers Information will appear on the screen:

 

Depress the Edit action button.  Enter password.

 

All fields available for editing will be enabled for modification.  Keep in mind that any changes within these screens will update all Open Sales Orders, Packing Lists, Invoices, RMA's, etc. upon save.  Note: Terms, Credit Status and Credit Limit may only be edited by Accounting.  All fields with the exception of the Customer No and Acct date become editable.

If a user changes the Account status from Active to Inactive the program will check if there are any active BOM's and ask if the user wants to inactivate those BOM's at the same time or not.  If the user will answer "YES" all BOM associated with the customer will be Inactive.  When the user tries to Activate an Inactive BOM, which is associated with an inactive customer, the program will ask the user if they want to activate the customer at the same time, if not the system will abort BOM activation.

 

If a user changes the Terms,  this will NOT affect existing Sales Orders, Packing Lists and/or Invoices. When creating a Packing List/Invoice  from an existing Sales Order the old Terms will default in and user will need to manually change them.  The new terms will ONLY affect any NEW Sales Orders that are created within the Sales Order Management module after the change has been made.

 

 

The Contacts field is not editable from this module.  The Contacts must be edited in the Customer Contact section.  

 

To Add a new Bill To address, user must select the "Add" button located below the List of Billing Addresses.

 

To edit an existing Bill To address, highlight the Bill To address located in the list on the right,  and edit the information in the fields located on the left. 

 

To Delete and existing Bill To address, highlight the Bill To address located in the list on the right, select the "Delete" box located below the List of Billing Addresses.  

 

 

Once changes have been completed user must first depress the  "Save" or "Cancel"  button at the bottom of the screen.    

 

To Add a new Ship To address, user must select the "Add" button located below the List of Shipping Addresses.

 

To edit an existing Ship To, highlight the Ship To address located in the list on the right,  and edit the information in the fields located on the left. 

 

To Delete and existing Ship To address, highlight the Ship To address located in the list on the right, select the "Delete" box located below the List of Shipping Addresses.  

 

Tax Setup CANNOT be changed until all OPEN credit memo's have been approved for this customer.  If users attempts to change the Tax Setup and Credit Memo's with "OPEN" status are found for this customer, they will receive the following message.   

 

 

 

 

Once changes have been completed user must first depress the  "Save" or "Cancel"  button located at the bottom of the Shipping Address List.    

Note:    User will only be allowed to delete an existing Bill-To or Ship-To address for a customer if this address is NOT linked to a Sales Order.  If this address is or has been linked to a Sales order you will receive the following message:

 

The Contact Module is used to record the details of customer contacts. Contacts may be of any nature, but must be associated with a customer. Manex provides the user with the ability to maintain both professional and personal details about a contact, including provision for personal tastes and affiliations. Contacts must be entered in this module if they are to be included in the customer Ship-To and Bill-To data fields at a later time. A contact who has moved to another customer may have a new customer assigned to them without having to re-enter their personal data.

Fields & Defintions

Fields & Definitions

	This button allows the user to load a photo for a customer contact. The photo file should be in the MANEX directory, and should be BMP or TIF format.
Birthday	The Customer Contact Birth Date.
Spouse's Name	The Customer Contact’s Spouse Name.
Spouse's Birthday	The Contact’s Spouse’s Birthday.
Anniversary	The Contact’s Anniversary.
Home Phone	The Contact’s Home Phone.
Address	The Contact’s Home Address  (two lines available).
City	The Contact’s Home City.
State, Zip	The Contact’s Home State and Zip code.
Country	The Contact’s home country.
	This set of buttons allow the user to record specific information that they may wish to retain about the customer contact. It is divided into several categories to narrow the search for information later. Pressing any of these buttons brings up a memo window that may be added to, edited or canceled at will.

Fields & Defintions

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Sales/Customer Information/Contact Information

The following screen will be displayed:

Depress the Add action button. The user will be prompted for an authorized password.

Enter in the last name of the contact being added. 

Enter in the first name of the contact being added. 

Enter in the middle initial of the contact.

Select the status of the Customer Contact, either Active or Inactive.

Enter in the nickname of the contact.

Select the company to which the contact belongs by depressing on the down arrow located on the right hand side of this field and highlighting the selection.

Enter in the title of the contact at the customer.

Enter in the phone number and/or extension of the contact at the company (may be different than the company main number).

Enter in the FAX number of the contact at the company (may be different than the company main number.

Enter in the E-Mail address of the contact.

Enter in the department at the customer in which the contact works.

Enter in a Cellular phone number for the contact.

Enter in a Pager number for the contact.

After completing the Business information, the user may click on the Personal tab.  In this screen, the user may enter personal information relating to the contact.

The Customer Contact Directive buttons will now be active.

This button allows the user to load a photo for a customer contact. The photo file should be in the MANEX directory, and should be BMP or TIF format. Select the desired image. It will appear in the window.

This set of buttons allow the user to record specific information that they may wish to retain about the customer contact. It is divided into several categories to narrow the search for information later. Pressing any of these buttons brings up a memo window that may be added to, edited or canceled at will.

Enter in the Customer Contact Birth Date.

Enter in the Customer Contact’s Spouse Name.

Enter in the Contact’s Spouse’s Birthday.

Enter in the Contact’s Anniversary.

Enter in the Contact’s Home Phone.

Enter in the Contact’s Home Address(two lines available).

Enter in the Contact’s Home City.

Enter in the Contact’s Home State and Zip code.

Enter in the Contact’s home country.

Depress the Save action button to save changes, or depress the Abandon changes action button to abandon changes.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Sales/Customer Information/Contacts Information

The following screen will be displayed:

Depress the Find action button. The following selection screen will be displayed.  To find an existing Customer Contact select one of the following radio buttons:  Last Name, First Name, or Customer and select to display Active, Inactive or All records then enter information in the Red box. The user may exit the selection screen without a selection by selecting the X button.

 

Once you have made your choice, the information will be displayed as follows:

Depress the Edit action button.  Enter password.

To obtain the Customer Information Reports within the Web, select the WEB Print button from the ManEx action buttons at the top of the screen. For further detail on How the Reports work within the Web refer to Article #5477.

Note: In order to access the Reports within the Web the Company Root URL must be setup within the System Appearance module and user must be linked to web within the System Security Module.

Select the Report Type:  CUSTOMER OR CUSTOMER CONTACT - A List of Reports will be displayed that are available on the Web for CUSTOMER OR CUSTOMER CONTACT

To obtain the Customer Information reports, select the Print button from the ManEx action buttons at the top of the screen. 

For the Customer Information report, highlight Active, or Inactive the depress the > button or select both by depressing the >> button.  Depress the OK button.

The following report will print:

Customer Contact Information Report

 

Highlight the report, depress the OK button:

 

The following report will print: