ProFrame I, Reference Guide

Customer File Maintenance (CSR Menu)

Contents (TAB's)

General
Ship To
AR History
Discount
Statement
Aging
Detail Sales
Period Sales
Profile

Purpose: Setup and maintain customers.

Maintenance: Very often..

Access Menu: (start form Main Menu Screen)

File
Customer File

File
CSR Menu
Option 8, Customer File

See Accessing Records...

Each section is referenced on TAB's of the Customer File Maintenance Screen. Some screens within each TAB may contain TAB's that are sectioned within that TAB section.

Example: Ship To Section would explain field options and features within that TAB.

Customer File Maintenance Screen

General TAB Section

Notes:

The General TAB is the Billing Account Screen, it's the 1st screen displayed.
The Save, Forward, Back, Quit, Recall, Print and Delete buttons are made active or activated only when you're working in the General TAB screen. With one exception, the Print button. It's activated under the AR History TAB.
Example: You can only Quit while in the General TAB screen.
It's very important to Save in order for any changes to be updated back to this record. In other words, you can make many modifications to any of these TAB's, but unless you select this Save button, nothing gets updated.
For Networks, "Network Flags" (locks) keeps others from accessing the same account at the same time.

CustNo, customer account number, this is automatically assigned by the system.

Date Entered, date this account was added.

Last Update, last date this account was updated by this process.

Billing Address, customer name, address (billing address)

Note: the 1st field is a Search Key. (Customer Name)
Note: The system skips from the 3rd field to zip code because it keeps track of new zip codes and will pull city and state form that zip code file. In other words, once you've added a new zip code with city and state, no need to enter the city and state again. This works the same for Canada except the zip code is Canadian format.

Note: you'll be able to setup as many Ship-To accounts as needed for this customer, so be sure that this address is for billing only.

Contact Information

Contact, name of contact (billing) flows into ProFile and Ship-To accounts.
Phone Number, flows into ProFile and Ship-To accounts.
Fax Number, flows into ProFile and Ship-To accounts.
Salesman, flows into ProFile and Ship-To accounts.

Class, works with Discounting, allows you to copy global discounts by Class.

Ex: You could setup a Gold Discount (customer account) and assign it the Class of "GD" Then setup the discounting structure under the Discount TAB. Each customer that you would setup as a Gold Discount would be given the Class of "GD". ProFrame offers several ways to copy customer discounting structures from one to another. One of those ways allows the Class as a filter. In other words you could easily make changes to your Gold Discount account and then copy it to all Class GD accounts. learn more...

Last Sale

Amount, last sale amount. (updated by posting processing)
Date, last sale date. (updated by posting processing)

Last Payment

Amount, last payment amount. (updated by posting processing)
Date, last paid date. (updated by posting processing)

AR Fields Section

Open AR's, total open accounts receivable. (open invoices)
Open Credit's, total open credits. (open credits, not applied yet)
AR Balance, accounts receivable balance. (total of the two above fields)
YTD Sales, total year-to-date sales.
Credit Limit, credit limit, prompts a warning during order entry..
Note: will allow user to continue to take order.

Billing Information Section

Sales Tax, order entry default..
Note: (sales tax can be turned On or Off during order entry)
Print Statements, On - printed statements for this account.
Extended Dist, On - detailed cash distributions are printed on statements.
Bal Fwd Detail, On - Prints balance forward in detail
...Off - single balance forward total is printed.
Force Item Sales Tax On, On - Force sales tax ON for all items.
.. Off - Use item default. ProFrame allows you to set each item as taxable from Inventory file and allows each line item to be taxed or not during order entry. This options allows you to override the item default for this customer and force it ON.
Terms, select the terms for this account from your customized Terms file. learn more..

Collection Agreement

Print Reminder on Invoices, ON - to print a reminder notice on invoices if this account has been setup with an installment plan to pay there balance down.
Amount, If option above is ON, enter the Installment amount. This prints on invoice and is added to the total invoice.
Example: customer has an outstanding balance of $1500, they've agreed to pay an extra $150 per invoice to continue purchasing from you. So they just purchased $250 invoice. That invoice would print the $150 Installment Reminder and add it to the Invoice.. total Invoice would be $400. (this is a great way to collect outstanding balances without cutting a customer off)

Status

Active - customer is active.
Cancelled - customer is cancelled.
Note: no orders can be accepted for this account.

Credit Alert,

ON - to set this account on Credit Alert.
Orders can be accepted but not without being prompted with a credit alert notice window. see below....

Customer Memo, notes or memo for this account. This memo is an in-house section that's not designed to be printed or disclosed on out-side documents.

Command Buttons

Save, select this to Save all changes made while in this session.

Forward, select this to browse Forward to the next record.

Back, select this to browse Back to previous record.

Quit, select this to Quit without saving any changes made while in this session.

Recall, select this to Recall a deleted record.

Print, select this to Print from the AR History TAB, print history.

Delete, select this to Delete a customer account. see below for delete option.

To delete, the account must not have open invoices or work orders.
It takes 120 days after an invoice has been paid before the account is considered for deletion.
All deleted accounts may be Recalled unless the Re-Index Files has been executed.

Ship To TAB Section

You can setup un-limited Ship-To accounts for each Billing account.

Add, select this to add new ship-to accounts.
Edit, highlight the ship-to record and select Edit to modify that account.
Delete, highlight the ship-to record and select Delete to delete that account.

Accessing Ship To Accounts...

highlight the ship-to record.
select Edit to edit.
select Delete to delete.

Ship To (Detail) TAB Section

After selecting Add, Edit or Delete from previous screen..

Ship-To, customer name and ship-to address.

Contact Information

Contact, name of contact flows into ProFile.
Phone Number, flows into ProFile.
Fax Number, flows into ProFile.
UPS Zone, select the UPS Zone for this Ship-To. (use to calculate shipping charges)
ShipVIA, select a default Ship-Via for this account. (use during order entry)

Work Order Note, prints on work orders.

Sales Order Note, prints on invoices/sales orders.

HotNotes, this is displayed during order entry on the main header screen.

Route 1-5, delivery route. (use during order entry to set delivery)

Save, select this to Save changes made for this Ship-To account.

Note: selecting Save at General TAB is required to save changes during whole session.

Quit, select this to Quit without saving changes made to this Ship-To.

Delete, select this to Delete this Ship-To account.

Ship To (ProFile) TAB Section

This is part of the Sales Calls Profile System. learn more...

Owner, store owners name.

Manager, store managers name.

Framer, store framers name.

Other, other name. (user defined)

Salesman, salesman code for this account. (can be different than the one on General TAB)

Class, (user defined) (this is not the same as the General TAB Class field)

Phone One, store main phone number.

Cell Phone, store cell phone number.

Fax Number, store fax number.

Email, store main email address.

Web Site, store website URL.

History, select this to view sales call history for this account.

Business Type, these types are user defined. learn more..

Business Hours, store hours.

Notes, sales call notes.

Call Increment, Week based increment.

Next Call Date, based on last call post date and call increment.

Last Call Date, updated by posting process.

Ship To (Vendors) TAB Section

This allows you to setup Preferred Vendors for the big four products, Moulding, Glass, Matboard and Formboard.

This is simple, just select a preferred vendor for each product category. During order entry the system will prompt user if the item entered is not the preferred vendor for that category. The user can continue with the item entered or re-enter.

AR History TAB Section

Select this TAB to view AR History for this billing account.

Double Click the Invoice field to view detailed information about that invoice.

Double Click the RefNo field to view payment distributions for that payment.

Print, select this to print AR History.

Discount TAB Section

Setup un-limited discount records for each billing account.

Notes:

Discount Priority during order entry is OnSale, Customer (this table), Item, Type.

Add, select this to ADD a new discount record to this billing account.

Edit, highlight a discount record and select this to EDIT to modify that discount record.

Delete, highlight a discount record and select this to DELETE that discount record.

Copy, select this to COPY a discount structure from another account into existing structure.

Search for the customer account that you wish to copy from.. You will be given the option to overwrite or add to this current discount structure.

Would you like to OVERWRITE current discounts?

Yes - Overwrite existing discount records..
Warning: this option will delete existing discount records and append from copy.
No - Do NOT Overwrite existing discount records..
Note: this option will keep existing discount records and will append from copy.
Cancel - select this to Cancel this COPY operation.

After Add or Edit...

Vendor

select the vendor for this Discount record. (1st level)
Note: vendor selection is required.
Tip: you can stop at 1st level.

Catalog (button) select this to open the Catalog for 2nd level and/or 3rd level selections.

Select Main Group or press ESC key to skip 2nd level.
Select Sub Category for the 3rd level or press ESC to stop at 2nd level.
Note: Sub Category (3rd level) is not made available if Group level is skipped.
Tip: you can stop after 1st level or after 2nd level.

Main Group Selection	Sub Category Selection

Select Exit to stop at Level 1 (Vendor) Select Main Group (Level 2)	Select Exit to stop at Level 2 (Group) Select Sub Category (Level 3)

Item Number

enter a specific item or leave blank. (4th level)

Accumulative Discount

ON - Discount is based on accumulated quantities of whole order.
Note: This feature only works for UNIT Class items.
OFF - Do NOT use accumulated quantities for this discount.

Discount Status

ON - Discount Record is Active during order entry.
OFF - Discount Record is NOT Active during order entry.
Tip: use this to turn off discount without deleting the discount record.

Discount Type

Percentage, discount is based on percentage. The figure entered in the Discount field should be a percentage in decimal format. Ex: .0800 = 8%
Cost Plus, discount is based on Cost + percentage. The figure entered in the Discount field should be a percentage in decimal format. Ex: .0800 = 8%. The calculation is based on Cost not the sale price. Ex: Cost(1.85) X Percentage(.0800) = (.15 + 1.85) = Sale Price of $2.00

The headers Moulding... and UNIT Class

Chop, Length, C&A, Unit/Box and Split Box headers are for Moulding products. Each Discount and Quantity fields line up for that specific Moulding type sale.
Ex: 8% off for 10 chops or more, 5% off for 50 feet or more (Length column)
The headers Level 1, Level 2, Level 3 and Level 4 are for Unit Class type products. Like glass, mat-board etc... Anything other than Moulding. Each Discount and Quantity fields line up as quantity break levels for Unit Class products.
Ex: 8% off if more than 25 (level 1), 10% if more than 50 (level 2), 12% at 100 (level 3)
Note: Notice that there's no Level 5 under Split Box. That's because Split Box was added at a later time and there was no need for another quantity break level for unit class items.
Tip: For Unit Class products there's actually Five (5) price levels instead of four (4). The 1st is actually the regular price.

If it's a Moulding product. Then the Discount and Quantity fields line up with the Chop header and only Chops are affected by this discount.
Otherwise the Discount and Quantity fields line up with the Level 1 header which then is the 1st quantity break level.

Discounts

Discount.., enter a percentage value in decimal format. Ex: .0800 = 8%
Quantity.., enter a quantity value.

Moulding Product Sample..

Chops - No Discounting
Length - 5% off at 25 feet or more.
C&A - 5% off at 25 or more Chops & Assembly
Unit/Box - 5% off on Boxed Moulding at 25 feet or more
Split Box - 5% off on Split Boxed Moulding at 25 feet or more
Note: normally Split Box is already discounted, no need to discount it here.

Unit Class Product Sample..

Level 1 - 2% off at 25 or more.
Level 2 - 5% off at 55 or more.
Level 3 - 8% off at 100 or more.
Level 4 - 10% off at 150 or more.
Note: Split Box Column not used on Unit Class products.

Command Buttons:

Save - select this to SAVE changes made to this discount record.
Quit - select this to QUIT without saving changes made.
Delete - select this to DELETE this discount record.
Note: only made available if the Delete option was selected from previous screen.

This sample is a Glass product line set up as follows.

25 or more at 8% discount off regular price.
50 or more at 10% discount off regular price.
100 or more at 12% discount off regular price.
250 or more at 15% discount off regular price.
Must be from vendor Tru Vue Glass
Catalog Glass,Cons Clear
It will accumulate the quantities of the whole order and discount accordingly.

Refer to Copy Discount Utility for more information on how to setup global discount structure accounts.

Statement TAB Section

This TAB will display the last close statement as it was at closing. This statement only changes during the Close Period process.

Print, select this to print this statement.

Aging TAB Section

This TAB displays the current aging for this account.

Print, select this to print this aging report. Format is the same as the Aging Open AR report.

Detail Sales TAB Section

This TAB allows you to generate sales reports for this account.

Report Type

Detail, detail line items.
Summary, totals.

Option Total by Sort, turn ON to Total by sort key selected from Sort Type below.

Time Frame

From, enter from date.
To, enter to date.

Select SORT Type

Item+Date, sort by item+post date. (see Total by Sort)
Date, sort by post date. (see Total by Sort)
Invoice, sort by invoice number. (see Total by Sort)

Sample above is in Detail, sorted by Item+Date and Total by Sort is ON..

Period Sales TAB Section

This is updated by the posting process and at year-end close.

ProFile TAB Section

This TAB allows for a more details about this billing account.

Most all of these fields are self explanatory. Only a few below need explanation.

Tax ID Number, US Sales Tax ID Number, use mostly for storage. For our Canadian users this field is the PST Number. If a number exist in this field, the PST calculation is skipped during order entry.

e-mail Address, for future enhancement.

Credit Card Info... for future enhancement.

Credit Card Auto Charge ON, Turn ON - to include this account on the Credit Card Auto Charge report. This report provides card information along with open invoices to help user process credit card orders.