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Working with customers

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The process of working with customer information in your database includes everything from setting up a new template and default, thereby simplifying the procedure, to deleting obsolete customers and adding new ones.

You enter all information for both customers and suppliers in one file, which DC1 calls the Business partner file. This file is shared by all the applications in the DC1 Portfolio. The panels and/or fields to complete depend on the applications you are using. A single name can be both a customer and supplier if required.

Note: Although the Business partner file is used for both supplier and customer entry, this document and the related topics describe the process for customers. See About working with suppliers for instructions on supplier entry.

You must define basic information for every customer. You can then add additional information for use in, for example:

  • sales order processing
  • sales analysis
  • AR customer accounting

An important function is the ability to set up a customer hierarchy where you can establish a customer/debtor relationship. You can then control whether the invoices are posted to the customer’s account or to the debtor who will make the payment.

Other typical AR details that are user-defined include:

  • AR group which, in combination with the document type, will determine the debtor’s control account to which the customer belongs
  • terms of payment to determine the normal trade terms that are allowed and the settlement discounts that may be taken
  • which currency acts as the default transaction currency and the primary currency of the customer’s account
  • customer credit status and credit limit
  • reminder letter parameters determine the level and timing of reminder letters
  • interest note parameters determine how interest will be calculated
  • cost centre
  • Intrastat defaults

Before entering data
Prior to entering data, all user-defined values must be set up in tables, again shared by all DC1 applications. This allows you to determine the table contents against which all the customer details are validated. There are useful windows and enquiries to assist you in this task.

Simplify entry
The Business partner file is comprised of a number of panels. Some panels are for customers only, some are for suppliers only and some are common for both. As a result of this you can both simplify and customise the entry of data by using the Template and Default functions.

What is a template?
A template is the identity you give to the set of panels you most frequently use in the sequence you specify. Templates are used when you both add a new customer/supplier and maintain an existing.

You must define at least one template that contains all the panels necessary when adding new customers and suppliers. This template can consist of both customers and supplier panels, since the system will automatically omit the panels not needed.

By using the right template you will not have to enter the same information repeatedly for a number of similar customers and suppliers.

What is a default?
A default is the identity you give to all panels where you have pre-defined default values. Defaults are used when you add a new customer/supplier. You can optionally protect default values, meaning you cannot change these values when adding new customers and/or suppliers. You then connect the default to the template.

Tip: If you need to change one specific field (for example Area) for a number of existing customers, you can create a template containing only the relevant panel. You then set the Attribute to NO for all fields, except Area, on this panel. When you maintain a customer(s) using this template the system will position you to this field.

Protect the template
You also have the possibility to restrict other users from using a template, since the Business partner file may contain, for example, sensitive payment information. In DC1 it is called Template security. This means that a user must be granted access to the template to be able to maintain or make enquiries into the Business partner file using a secured template. For the security to work the following must be done:

  • The Work with business partner templates and Work with business partner defaults routines must be protected by SECUR. This is to ensure that unauthorised users cannot change the template to being not secured.
  • The Work with business partner template security routine must also be protected by SECUR. This is to ensure that unauthorised users cannot grant themselves access to the Business partner file template and default maintenance.

For a more detailed description about Template security, see Restrict the use of a customer template.

Enquiries and printouts

  • Business partner file enquiry
  • All table enquiries for the table related fields
  • Business partner file list
  • All table printouts for the table related fields

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