Customer File

The Customer File contains all relevant information we need to have on the Customer. In this table we keep Debtors, Creditors (Vendors) and addresses (neither Debtor nor Creditor).

For a Customer to become a Debtor the Debtor Group has to be defined. For a Customer to become a Creditor the Creditor Group has to be defined. If none of these are defined the

Customer is defined as an address only, and cannot be invoiced. We cannot post Creditor Invoice either to such an address.

Press the New-button [F2] to insert a new Customer. The system will by default insert details from Customer No. 1. The next Customer No. will be assigned by the system.

Can be amended manually if System Setting allow this.

Cust.Type	Choose the Type of relationship with the Customer from the drop-down list displaying values from the Code File Customer Type. This type will be used in several other programs for filtering, and also in the Quote if you want to issue a Quote for a group of customers.
Cust. Status	If you have no relations to a Customer anymore you can simply set status to Inactive. This will keep the history but remove the Customer from the various search filters in the system.
General	You can insert 3 different addresses: General - will be displayed in the programs, and in most reports as well Local - can be used normally in local documents if document designed for this. Delivery - can be displayed in the haulage documents if document designed for this - if different from General.
Query Name	Insert a short Name for easy searching.
Name	Insert the Name of the Customers.
Warning Code	The Warning Code will be displayed in the Booking and search forms. If needed you can search in the drop-down list displaying valid values from the Code File Warning Codes.
Global Account	The Global Account No. can be used to tie multiple customers together. If the Customer has many offices and all inserted in the system it is a good idea to link them via a Global No. This could be for statistical purposes.
Freight Curr/ROE	You can assign a fixed Currency and Rate Of Exchange to be used whenever the Customer is invoiced. Select a valid Currency for the drop-down list displaying values from Currencies.
Address fields	Insert the proper Address, Zip code, City, Country and Your Ref. The letter in front of the address will indicate if you are creating (G)eneral, (L)ocal or (D)elivery details.
Group Invoice	If checked the Invoice creation will default to Group Invoice.
Attesting	If a Creditor Invoice is attested it goes to the automatic payment proposal. Checking this box will set the Invoice as attested when posted.
Merge PDF	Checked as default. PDF documents, e.g. Group invoice and Specification will be merge into one file when using Invoice distribution.
Reminder	If checked the invoices will be marked allowed for sending reminders if overdue.
Interest Calculation	If checked the invoices will be marked for Interest Calculation if overdue/paid late.
Intrastat	If checked the system will keep information for the Intrastat reporting.
Code 1+2	Reserved for later use.
Interest Pct	If interest calculation is performed the calculation will be based on Finance-> Closing -> Interest Default.

In the next block you need to insert Debtor and/or Creditor payment information. If these are empty the Customer can only be as an address in the documents.

Debtor

Insert the Debtor information in this line if we need to send invoices to this Customer.

Group	Select a valid Code from the Code File Debtor Group.
T.O.Payment	Select the agreed Terms of Payment from the drop-down list. If not existing press the "+" and you can add into the Code File Terms of Payment.
Paym.Means	Select the default Payment Means from the drop-down list.
Chk	Indicate if paid by Check.
Statm	Indicate if Debtor shall receive Statement of Account. Codes 0-9 can be used to group the debtors receiving the SOA.
Curr	Select the default Invoice Currency from the drop-down list displaying values from the Currencies table.
Lang.	Choose the language printed in the documents from the system. Could be Terms of Payment in the Invoice.
VAT-Code	Select the default VAT Code when invoicing. It will be possible to override this when invoicing.
Paym Cust	If the Invoice goes to the Customer, but payment will be effected from another office you need to insert this offices Customer No. here. Then all Debtor invoices will be posted onto this account.
Credit Limit	If the Debtor has a Credit Limit insert it here. Once exceeded the operational programs will trigger a warning when this Customer is inserted.
Balance	Will display the current Open Balance.
Overdue	Will display the Overdue Amount.
Last Activity	Will display the latest Date of invoicing.
Creditor
Group	Select a valid Code from the Code File Creditor Group.
T.O.Payment	Select the agreed Terms of Payment from the drop-down list. If not existing press the "+" and you can add into the Code File Terms of Payment.
Paym.Means	Select the default Payment Means from the drop-down list.
Chk	Indicate if paid by Check
Statm	Indicate if Creditor shall receive Statement of Account. Codes 0-9 can be used to group the Creditors receiving the SOA.
Curr	Select the default Invoice Currency from the drop-down list displaying values from the Currencies Table.
Lang.	Choose the language printed in the documents from the system. Could be Terms of Payment in the Settlement.
VAT-Code	Select the default VAT Code when invoicing. It will be possible to overwrite this when invoicing.
Paym Cust	If the Invoice is issued from one office, but payment must be effected to another office you need to insert this offices Customer No. here. Then all Creditor invoices will be posted onto this account.
Credit Limit	If you have a Credit Limit insert it here.
Balance	Will display the current Open Balance.
Overdue	Will display the Overdue Amount.
Last Activity	Will display the latest Date of invoicing.

Tel/Fax/Email tab-sheet

In this screen you can insert the contact persons at the Customer. It may also be the E-mail address only - not a physical person.

Primary	If there are multiple contacts you can mark the Primary Contact.
Service	If the details are used by a specific Service you can select the value here.
Contact	Insert a short ID for the contact. Maximum 10 characters.
Name	If the contact details is a person then insert the Name here.
Title	If the contact details is a person then insert the persons Title here.
Direct Tel.	Insert the Phone No. of the contact details.
Mobile Tel.	Insert the Mobile (cell phone) No. of the contact here.
Fax	Insert the Fax No. of the contact here.
E-mail	Insert the E-mail address of the contact here.

Bank Details tab-sheet

You can add multiple Bank details for each Customer. The one marked Preferred will be the default suggestion when paying the Creditor.

Preferred	Indicate the default Bank Account for payments.
Acc. No/IBAN No.	Insert the Bank Account No. or IBAN number.
Bank Reg No	Insert the Bank Registration No.
Bank Name	Insert the Name of the Bank.
Curr	Select the Currency to be paid to this account from the drop-down list displaying values from Currencies.
Priority	Select the Priority level in the list.
Fee	Indicate the payer of the fees.
Nominal	In some countries you need to indicate of the payment shall be transferred to the savings or deposit account.
Address, City, Zip	Used if payment is made to a Creditor having no IBAN.
Country	Insert the Country for the drop-down list displaying values from the Code File Countries.
Swift	Insert the SWIFT Code.
RB Code	Select a valid RB code (Riksbank Code - in Sweden) from the drop-down list.

Payment Term tab-sheet

In the Debtor line you did insert i Payment Term, but this can be overruled in this tab. This way you can have different terms if it is Export or Import, or even in a specific Service.

Customer Type	Indicate Debtor or Creditor Terms.
Service	Select the Service these terms are valid for. The drop-down list will display valid values from the Code File Service Register.
Import Terms of Payment	Select the agreed terms from the drop-down list displaying values from the Code File Payment Terms.
Export Terms of Payment	Select the agreed terms from the drop-down list displaying values from the Code File Payment Terms.

Invoice Amount tab-sheet

In this tab sheet you can insert a security ensuring we do not key in too high figures, or even issue high invoices to specific clients.

Currency	Insert the Invoice Currency. Select from the drop-down list displaying values from the Currencies Register.
Max Invoice Amount	Insert the Maximum Invoice Amount.

Text tab-sheet

In the Text tab it is possible to save common information which can be printed in some reports, or viewed if needed.

The text can be saved in a specific Service or as a General Text (ALL).

Service	If the text is for a specific Service then select this from the drop-down list.
Text 1-3	Insert the text.

Remarks/Codes tab-sheet

In this tab you can save various information.

Remarks	6 text boxes for inserting Remarks which will pop up when inserting the Customer in the Booking.
SCAC Code	Used when exchanging EDI.
Ref No. 1-3	Open for multiple functions.
Service Code	Indicate if the codes are for a specific Service.
Commission	Used in the Insurance module to calculate discounts.

Transport tab-sheet

In this tab we save some defaults regarding the transport and transport documents.

The first part can be used as defaults for the transport documents when needed.

Distr. Comp	Select the valid Code from the Code File Carrier.
Cust. Cust. No	Insert the Customers Customer No. (Warehouse module).
Freight Payer	Select the default Freight Payer to be inserted in the document.
Agreement No.	Insert the Agreement No.
Weight Limit	If applicable insert the Weight limit.
Freight Rate	If applicable insert the Freight Rate.
Trp. Code	Select the valid Code from the Code File Carrier.
Secured Shipper	Indicate if this is a Secured Shipper (Airfreight).
Secured Transport	Indicate if the pickup transport is secured (Airfreight)
Security Number	Insert the customers Security No. at the Aviation authorities.
Secured Date	Insert the Date when the security expires.
Customs Export VAT-No	Insert the customers Export VAT No. if applicable.
Customs Import VAT-No	Insert the standard VAT No. of the Customer.

EDI tab-sheet

In the EDI tab you can insert details for sending invoices via EDI. Please contact Uniteam for this option.

Volume Discount tab-sheet

For the Airfreight module you can insert volume discounts.

Service	Select the Service where the discount shall be valid.
From	Select the Departure Airport from where the discount shall apply.
To	Select the Arrival Airport.
Shipper	Insert the Shipper. Start typing the Name and the system will display a list of valid names.
Consignee	Insert the Consignee. Start typing the Name and the system will display a list of valid names.
Discount	Insert the discount in percent.