Business partner file maintenance, Customer file (GDMD0031)

Related topics

• About working with customers
• Setting up the ARCOS functionality (Pharma US)
• Setting up the call plan functionality
• Setting up the container handling functionality
• Setting up the invoice split functionality
• Setting up the item sourcing functionality
• Setting up and retrieving the payee information (sender/receiver) for third-party freight documents
• Setting up the sales pricing functionality
• Setting up the sales restriction functionality
• Setting up the same item bonus functionality
• Setting up the wake up call functionality

On this panel you enter DC1 Distribution related customer information. Depending on the template you have chosen, some fields may already be completed. Some may also be protected, i.e. the cursor will by-pass them when you work your way through the fields.

This panel can be accessed through different programs and be displayed in different modes:

Default mode

Attribute mode

Enquiry mode

Forward maintenance program

Function keys

Contact person

This field is only displayed in output mode. Displays the default contact person at the customer’s site, if defined for the associated business partner role. Click Contacts to work with contacts and roles for the customer.

Classifications

Customer group

Mandatory entry. Enter a code from the Customer/Supplier group table. This information is used for grouping customers together. Discounts can be connected to the customer group. The group is also a parameter in the accounting, in the statistics and in the reporting from the DC1 Report Writer.

Account group

Mandatory entry. Enter a code from the Account group table. The account group is used for grouping customers together. The group is also a parameter in the accounting, in the statistics and in the reporting from the DC1 Report Writer.

Salesman

Mandatory entry. Enter a code from the Signature table indicating the signature of the salesman who is responsible for the customer. Note: Only signatures with the Salesman field set to YES in the Signature table, are allowed. Additional salesmen can be defined for the customer by clicking Additional salesmen.

Cust commiss group

Enter a code from the Customer commission group table indicating the commission group for this customer. This information can be used to retrieve the correct commission percentage for a salesman.

Service handler

Mandatory entry. This field is only displayed if DC1 Service is installed and activated. Enter a code from the Signature table, indicating the service handler to be used as the default when preventive service orders are automatically generated for this customer.

Pricing/Discounts

Price list

Optional entry. Enter a code from the Sales price list table. A price list contains the price for one or several items. In the Item file, Sales prices panel, the actual sales price is defined for each price list.

When DC1 Distribution runs the main pricing program (DMR910) it will start with retrieving a Base price. The base price retrieval will be done using price lists in the following order until a price is retrieved:

1. Using the price list that has been passed to the program as an input parameter. In sales order entry this will be the price list that you find in the order header (and that price list is retrieved from this Customer file and can also be overridden).
2. Using the standard price list defined in the DIS control file.

It will use this base price as the starting point for calculating any prices or discounts as it needs a starting price in the event that it encounters only discounts in the Customer contracts and Sales pricing methods. It will also use this base price when checking against amount limits if no price has been encountered at that point.

Discount group

Enter a code from the Discount group table indicating the discount group to which the customer belongs.

Aggregate discounts

Set this field to YES to print the total value of all discounts on only one line. Set this field to NO to itemize all discounts in the printouts. A value must only be entered in this field if Print discounts (below) has been set to YES.

Print discounts

Indicate if discounts given to this customer are to be printed on external documents (e.g., quotation confirmation, order confirmation, invoice). If set to NO this information will be excluded from the printouts.

Cash discount deduct

Optional entry and used to override the value defined in the DIS control file. Indicate if the cash discount should be deducted from the VAT base amount. If you set this field to YES, the Cash discount percentage 1, defined in the Terms of payment table, shall be deducted from the VAT base amount before the calculation of invoice total and VAT amount is done in the sales order Invoicing routine. The cash discount percentage will then be displayed on the invoice and invoice copy before the presentation of VAT lines, if this feature is selected and the cash discount is not zero.

Example 1:

Cash discount deduct	YES
Net amount on order line	100.00
VAT percentage	25 %
Cash discount percentage	10 %

The values on the invoice are:

Order line total	100.00
VAT amount (25 % of 90.00)	22.50
Invoice total	122.50

Example 2:

Cash discount deduct	NO
Net amount on order line	100.00
VAT percentage	25 %
Cash discount percentage	10 %

The values on the invoice are:

Order line total	100.00
VAT amount (25 % of 100.00)	25.00
Invoice total	125.00

Note: If you want the cash discount to be calculated from the gross amount, i.e. the cash discount base amount is gross, you must set this field and the Cash disc net amount field in the Terms of payment table to NO.

Order qty to deliver

This field is only displayed if the Bonus pricing policy parameter is set to YES in the DIS control file and is a mandatory entry. Set this field to YES or NO denoting if the order quantity must be delivered in full to be able to receive any same item bonus.

Examples:

• The customer requires the entire order quantity to be delivered (i.e. set this flag to YES). The customer orders 10 pieces. The bonus is calculated based on the ordered quantity (10 pieces). The system will look at the bonus condition details for the valid date interval and calculate the quantity to invoice for the item on the order line if the ordered quantity matches or exceeds the Quantity to deliver (set up in the bonus conditions on the sales price list) for the item. A full delivery must be confirmed to be able to receive any same item bonus; partial delivery is not allowed.
• The customer does not require the entire order quantity to be delivered (i.e. set this flag to NO). The customer orders 10 pieces, but the delivered quantity may be less than the ordered quantity. The system will look at the bonus condition details for the valid date interval and calculate the quantity to invoice for the item on the order line if the ordered quantity matches or exceeds the Quantity to deliver (set up in the bonus conditions on the sales price list) for the item. A partial delivery is allowed.

Invoicing

Invoice customer

Enter the code for the invoice customer, i.e. the recipient of the invoice if other than the main customer.

Periodic invoicing

Mandatory entry. Indicate if the customer should be invoiced periodically. Note: If you select specific order numbers on the batch print of an invoice, no periodic invoicing will be performed.

Number of inv copies

Enter the number of copies of the invoice that shall be printed. The original is always printed.

Merged invoicing

Mandatory entry. Indicate, via the applicable panel value code, if the customer’s orders should be a normal invoice; merged into one invoice at invoicing; or merged into one invoice at invoicing with a summary page printed as the last page of the merged invoice outlining a summary of each order. If you select specific order numbers on the batch print of an invoice, no merge invoicing will be performed. The same applies for direct printed invoices. Note: This field must be set to the panel value for “Normal invoice” for MDC customers. MDC customers can have a compressed invoice, specified on the MDC customer file panel. In addition, if the Split invoice field is set to YES, this field must be set to the panel value for “Normal invoice”.

Merged service inv

Mandatory entry. This field is only displayed if DC1 Service is installed and activated. Indicate, via the applicable panel value code, if service orders, (i.e. Service type is set to YES in the Sales order type table), should be a normal invoice; merged into one invoice at invoicing; or merged into one invoice at invoicing with a summary page printed as the last page of the merged invoice outlining a summary of each order.

Merged agreement inv

Mandatory entry. This field is only displayed if DC1 Service is installed and activated. Indicate, via the applicable panel value code, if service agreement orders, (i.e. Service agreement type is set to YES in the Sales order type table), should be a normal invoice; merged into one invoice at invoicing; or merged into one invoice at invoicing with a summary page printed as the last page of the merged invoice outlining a summary of each order.

Invoice address

Enter the invoice address number from the Address file. This address is used for invoicing if it is not the same as the main address for the customer.

Invoice frequency

Enter the frequency, in days, for the invoicing interval if Periodic invoicing is set to YES. Leave blank if you want to use the Invoice calendar method for the frequency. Only one can be chosen per customer.

Invoice calendar

Enter a code from the Calendar IDs table holding the days when invoices for a customer shall be generated. This functionality is another method of generating invoices periodically, with the difference that a specific day per week or month can be defined, compared to the day interval defined in Invoice frequency. Only one of the methods (Invoice frequency or Invoice calendar) can be defined per customer. This code is defaulted to the sales order (Other information panel) where it can be changed if the order status is less than 45.

Note: When checking the customer’s invoice calendar to see when invoices shall be generated, the invoice date entered via the Print invoice routine is used and not the date when the order received status 45 (i.e. ready for invoicing).

Last invoicing date

This field, which is automatically updated by the system, indicates when the customer was last invoiced.

Last per inv date

This field is only displayed when the Periodic invoicing field is set to YES for the customer and is automatically updated by the system with the last periodical invoice date.

Split invoice

Set this field to YES if you want the invoice split functionality to be applicable for this customer. See About the invoice split functionality. If this field is set to YES, merged invoicing is not allowed (i.e. the Merged invoicing field must be set to NO).

Business partner file maintenance, Customer file (GDMD0032)

Related topics

On this panel you enter customer delivery information. Depending on the template you have chosen, some fields may already be completed. Some may also be protected, i.e. the cursor will by-pass them when you work your way through the fields.

This panel can be accessed through different programs and be displayed in different modes:

Default mode

Attribute mode

Enquiry mode

Forward maintenance program

Function keys

Sourcing

Sourcing policy

Mandatory entry. This field is only valid for customers. Enter a code from the Sourcing policy table.

Complete delivery

Mandatory entry. Indicate if sales orders for this customer should only be delivered in full (i.e. a complete order delivery). This controls the type of delivery applicable for the sales order (on order level and line level) and the printing of the pick list line. During sales order maintenance, the code will default into the sales order header.

The type of delivery for the sales order has an impact on the following:

1. Pick list printing: If a complete order shipment is required, the order will not be suggested for picking and no pick list is printed unless the whole order can be fully delivered.
2. Pick list confirmation: If you confirm an incomplete delivery of any line, a warning informs the user that a partial delivery has been confirmed for an order that indicates complete delivery.
3. Sales order replanning: You can move all lines (i.e. change delivery date) to the latest delivery date of any line when complete delivery on order level is required, i.e. the earliest possible complete delivery.

Note: It is not allowed to enter BtB order lines with direct delivery on sales orders with complete delivery.

Unfulfilled supply

Mandatory entry. Indicate if you want to print the unfulfilled supply information on the order documents. See Print unfulfilled supply information on order documents for more information.

Acc expired batches

Indicates if the customer accepts deliveries of batches that have expired. A batch is considered as expired when Last arrival date is older than Dispatch date. If you set this field to YES, Allow sale after exp in the Item file must be set to YES.

Order fulfilm rule

If Automatic fulfilment is used to source an item during sales order entry (as defined in the Sales order type table), indicate the Order fulfilment code that is to govern the rules for this customer when finding requested quantity. This code is populated to the order header when an order is created, but can be manually overridden/entered when creating a new line.

Note: Order fulfilment rule cannot be set to 2 when Complete delivery is set to YES. Combining these two codes is contradictory since OFR code 2 may lead to different dispatch dates on different order lines.

Direct delivery

Indicate that if your customer orders non-stocked or out-of-stock items these are to be shipped to your customer via direct delivery.

NCC goods

Only displayed if the NCC-SELL (NCC selling) function is activated in the Function control file. This flag controls if and how the customer accepts goods from non-conforming stock (NCC) during quotation and sales order line entry. For more detailed information about NCC Selling, see About NCC selling. Note: NCC goods are not allowed for internal orders, credit orders or BtB orders.

The following choices are available:

Code	Description
0	NCC goods not accepted
1	Normal goods takes precedence over NCC goods
2	NCC goods take precedence over normal goods
3	Only NCC goods accepted

Firm allocation

This field is only displayed if the FIRMALLO (Firm allocation) function is activated in the Function control file. Indicate if the customer is to be flagged for firm allocation (i.e. automatically allocate stock for the customer if the dispatch date is within the time horizon and the entire quantity is available). The sales order lines on all sales orders for this customer will automatically be flagged for firm allocation if the sales order type is also enabled for firm allocation. See combination of settings below. Note: You can also manually set an order to be firm allocated, (i.e. change the Firm allocation flag on the order header before any lines are registered), regardless of the settings for the customer and sales order type. The settings on customer and sales order type level allow for a pre-defined set-up.

Combination of settings:

Customer	Order type	Order header
Y	Y	Y
Y	N	N
N	Y	N
N	N	N

See Work flow for automatic allocation of stock (Firm Allocation) processing for more information.

Default IRO type

This field is only displayed if this is an internal customer, i.e. the Internal cust/supp field is set to YES on the Basic data panel in this file. Enter a code from the Sales order type table, indicating the order type to be used when creating internal sales orders from an internal replenishment suggestion. Note: The order type entered has to be defined as an internal sales order type in the Sales order type table.

Default IRO handler

This field is only displayed if this is an internal customer, i.e. the Internal cust/supp field is set to YES on the Basic data panel in this file. Enter a code from the Signature table, indicating the handler on internal orders created from an internal replenishment suggestion.

Shipping info

Terms of delivery

Mandatory entry. Enter a code from the Terms of delivery table indicating the terms of delivery under which the customer normally receives his goods. Note: You can, optionally, define a terms of delivery code on the sales order type which will override the code defined here for sales orders created for this sales order type and customer.

Manner of transport

Mandatory entry. Enter a code from the Manner of transport table indicating the manner of transport under which the customer normally receives his goods. Note: You can, optionally, define a manner of transport code on the sales order type which will override the code defined here for sales orders created for this sales order type and customer.

Shipping agent

Enter a code from the Shipping agent table indicating the shipping agent responsible for the transport of the goods to this customer’s delivery address.

Pallet reg number

Optional entry. Enter the customer’s pallet registration number, which is printed on freight documents. The pallet registration number can also be entered per customer address number.

Goods address number

Optional entry. Enter the customer’s goods address number, which is printed on freight documents. The goods address number can also be entered per customer address number.

Barcode

Enter a code from Work with barcodes. All information to this customer which should be printed on a label in barcode format, will be printed with this barcode ID. Barcodes can also be entered on the panel Address file (GDMD0043) in the Business partner file if different addresses for the customer use different barcodes.

Labelling code

Enter a code from the Labelling code table. The labelling code defines what information should be printed on labels and whether the information should be barcoded as well as being in human readable format. The labelling code defined here is used when you want to label packages which are delivered to this customer. Those labels are printed by the program Print despatch labels. Labelling codes can also be entered on panel Address file (GDMD0043) in the Business partner file if different addresses for the customer use different labelling codes.

Addresses

Delivery address

Enter the delivery address number from the Address file. This address is used for deliveries if the delivery address is not the same as the main address for the customer. If the address has not yet been set up in the Address file, you will get an error message. You must first enter the address in the Address file.

Ship to address

The ship to address is only applicable for sales orders that are part of the Shipment preparation routine. Enter the ship to address from the Address file. This is the intermediate address to which the goods are shipped, (e.g., Port or Shipping agent), before being delivered on to the Delivery address.

Ship to bus partner

Enter the business partner to which the goods will be shipped.

Quote/Conf address

Enter the quotation/confirmation address number from the Address file. This address is used for order confirmation if the quotation/confirmation address is not the same as the main address for the customer. If the address has not yet been set up in the Address file, you will get an error message. You must first enter the address in the Address file.

MSDS address

This field is only displayed if DC1 Dangerous Goods Handling is installed. Enter the MSDS address number from the Address file. This address is used when sending MSDS (Material Safety Data Sheets) to the customer.

DEA address

This field is only displayed for Pharma US installations and is applicable for the ARCOS functionality. Displays the DEA address number for the customer from the Address file (if it was set up on address level, i.e. the customer is buying narcotic related items for an address).

Business partner file maintenance, Customer file (GDMD0033)

Related topics

On this panel you enter sales related fee information for the customer. Depending on the template you have chosen, some fields may already be completed. Some may also be protected, i.e. the cursor will by-pass them when you work your way through the fields.

This panel can be accessed through different programs and be displayed in different modes:

Default mode

Attribute mode

Enquiry mode

Forward maintenance program

Function keys

Administration fee

Administration fee

Mandatory entry. An administration fee can be created by the system as a set amount and/or amount per order value limit, or it can be entered manually at sales order entry or pick list confirmation.

To apply this fee, the Administration fee field in both the Sales order type table and here must be set to YES.

During order entry you have the possibility to automatically simulate a preliminary administration fee, using the actual order value. See Set up administration fees for more information about defining and applying administration fees.

Adm fee amount

Enter the administration fee amount that should be invoiced to this customer. This amount overrides the administration fee amount defined in the Currency table.

Adm fee limit

Enter the order value limit indicating when an administration fee should be applied. If the invoice total is lower than the limit defined in this field, the fee will be added. Note: If no limit is defined, the administration fee will be applied to every order for this customer.

Invoice fee

Invoice fee

Mandatory. An invoice fee can be created by the system as a set amount and/or amount per order value limit, or it can be entered manually at sales order entry or pick list confirmation. To apply this fee, the Invoice fee field in both the Sales order type table and here must be set to YES.

During order entry you have the possibility to automatically simulate a preliminary administration fee, using the actual order value. See Set up invoice fees for more information about defining and applying invoice fees.

Invoice fee amount

Enter the invoice fee amount that should be invoiced to this customer. This amount overrides the invoice fee amount defined in the Currency table.

Invoice fee limit

Enter the order value limit indicating when an invoice fee should be applied. If the invoice total is lower than the limit defined in this field, the fee will be added. Note: If no limit is defined, the invoice fee will be applied to every order for this customer.

Freight fee

Freight fee limit

This field is only displayed if the FREICALC (Freight fee calculation) function is activated in the Function control file. It is an optional entry and only applicable if you want the system to automatically calculate/apply freight fees. When they are to be created by the system (automatically calculated/applied) they can be based on a set amount per minimum weight limit of the goods on the sales order or a fee per package regardless of the weight. If you want the freight fee to be created by the system, you can use this field to define exceptions, thereby excluding specific customers from being charged a freight fee based on their total order value. Enter the amount limit in customer’s currency. If the total order value, excluding VAT, is above this limit, no freight will be calculated/applied. See Set up freight fees for more information about defining/applying freight fees.

Dft TOD freight free

This field is only displayed if the FREICALC (Freight fee calculation) function is activated in the Function control file. It is an optional entry and only applicable if you want the system to automatically calculate/apply freight fees. Enter the default terms of delivery code. This default terms of delivery will automatically be set on the sales order if the total value of the sales order is above the limit for no freight fee (i.e. in the Freight fee limit field).

Freight discount

This field is only displayed if the FREICALC (Freight fee calculation) function is activated in the Function control file. It is an optional entry and only applicable if you want the system to automatically calculate/apply freight fees. You can reduce the fee charged to a customer by granting a freight fee discount. If you want the freight fee reduced, define the discount percentage. The discount percentage will be applied on the calculated freight fee. If defined, the freight fee will be adjusted when calculated.

Fee limit back order

This field is only displayed if the FREICALC (Freight fee calculation) function is activated in the Function control file. It is an optional entry and only applicable if you want to prevent back order lines from being included in the freight fee calculation. This entry overrides the fee limit for back order lines on system level (if any was defined in the DIS control file). Enter the fee limit for back order lines. When a pick list is confirmed and any line on the order has status 60 (invoiced line), the total weight for confirmed lines is compared to this value. The result is as follows:

• If the Fee limit back order field does not contain any value (here or in the DIS control file) a freight fee calculation will be performed for all back order lines.
• If a value is defined in the Fee limit back order field (here or in the DIS control file) the freight fee calculation will only take place if the total weight of the remaining order lines is greater than this value.

During any freight fee calculation, the system will search for a freight fee that could be based on a freight fee per package or weight limit. If found, that freight fee will be added to any additional invoice containing the back order lines. See Set up freight fees for more information.

Business partner file maintenance, Customer file (GDMD0034)

Related topics

On this panel you enter additional miscellaneous information for the customer. Depending on the template you have chosen, some fields may already be completed. Some may also be protected, i.e. the cursor will by-pass them when you work your way through the fields.

This panel can be accessed through different programs and be displayed in different modes:

Default mode

Attribute mode

Enquiry mode

Forward maintenance program

Function keys

Miscellaneous

Calculate insurance

Indicate if the insurance is to be calculated by the system when invoices are printed. If there is a record in the Insurance table that matches the Manner of transport and/or the Terms of delivery and/or the Customer number on a sales order, a percentage will be retrieved from the Insurance table. The percentage will be displayed on the sales order panel Shipping information in Insurance %.

Proof of del hold

Indicate if the invoice is to be held due to proof of delivery of the goods. This is an added security measure allowing the customer to approve and sign for the reception of goods before being invoiced. If you set this field to YES, the Proof of del hold field in the Sales order type table, must also be YES, otherwise the invoice will not be held.

Your order required

Indicate if a customer-defined purchase order number is required before a sales order can be entered in Work with sales orders for this customer.

Orig item on O.C.

Mandatory entry. Indicate if the item originally requested will be displayed on the customer’s sales order confirmation documents when there has been a substitution for the item on a sales order. On the documents, the original item code will be displayed below the actual sold item code.

Amounts on O.C.

Mandatory entry. Indicate if the customer’s sales order confirmation documents should be printed with amounts. The setting in this field is defaulted to the Print amts field on the Work with sales order, Order header, Add info 3 panel, but can be changed there.

Orig item on invoice

Mandatory entry. Indicate if the item originally requested will be displayed on the customer’s invoices when there has been a substitution for the item on a sales order. On the invoices, the original item code will be displayed below the actual sold item code.

Order priority

Optional entry. Enter a code from the Sales order priority table indicating the priority of the sales order. In the event of a shortage in stock the deliveries can be dispatched via the Work with allocation routine according to their priority. By using priority codes special and individual treatment can also be provided to customers in terms of delivery service. This value overrides the default value entered in the DIS control file.

Back order priority

Optional entry. Enter a code from the Sales order priority table indicating the priority of the back order. In the event of a shortage in stock the deliveries can be dispatched via the Work with allocation routine according to their priority. By using priority codes special and individual treatment can also be provided to customers in terms of delivery service. This value overrides the default value entered in the DIS control file.

Client type

This parameter is used in the call plan functionality and is an optional entry. If you do not want the default client type defined in the Call plan control file to be applicable for a particular customer, override it per customer here. The client type denotes the type of contact that should be made to the customer.

ABP class

This field is used to denote if activity based pricing should be applied on the customer. Enter the ABP class which is used to find conditions to be fulfilled for the pricing.

Wake up call

This field is only displayed if the WAKEUP (Wake up call interface) function is activated in the Function control file. Set this flag to YES if you want wake up call entries to be created in the Wake up call interface file, (viewed via the Wake up call enquiry), for this customer before an order on an outbound shipment is picked and ultimately departs, allowing them to make additions to the order should this be needed.

Assortment

Assortment group

Enter a valid group from the Assortment file, to be used as the default assortment group when users enter sales orders. This means the assortment panel will be displayed directly after the initial panel has been completed in the Work with sales orders program, with this group defaulted.

Assortment ID

Enter a valid ID from the Assortment file, to be used as the default assortment ID when users enter sales orders. This means the assortment panel will be displayed directly after the initial panel has been completed in program Work with sales orders program, with this ID defaulted.

Statistics

Open quote amount

This field is automatically updated by the system. If the BPOPQAVR (Open quote amount highest version only) function is activated in the Function control file, this field displays the total value of open sales quotations with the highest version (i.e. the sum of all open lines for those quotations) for the customer.

If the BPOPQAVR (Open quote amount highest version only) function is not activated in the Function control file, this field displays the total value of all open sales quotations for all versions (i.e. the sum of all open lines) for the customer.

Number of orders YTD

This field, which is automatically updated by the system, indicates the total number of orders entered into the system for this customer, year to date.

Actual order amount

This field, which is automatically updated by the system, indicates the value, in system currency, of the orders that are not yet invoiced for this customer.

Currency clause

Currency clause

Print curr clause

Container handling

Container consolid

This field is only displayed if the CONTAINR (Container handling) function is activated in the Function control file. Set this field to the applicable panel value code denoting how a container consolidation should be performed for the customer. (See the Set up consolidated picking for containers section in Setting up the container handling functionality for more information.)

Valid codes are:

Code	Description
A	Always
N	By order number
T	By order type option

Pick qual ctl type

This field is only displayed if the CONTAINR (Container handling) function is activated in the Function control file.
A pick quality control (PQC) allows you to flag that the assigned container be checked before it is confirmed, i.e. that the correct quantity has been put in the container. The PQC type can be set on one or all of the following levels. If one of the levels holds a PQC type the container will be flagged for PQC.

• Zone – this applies if you have automated picking in your warehouse, (e.g., conveyor belt or some type of A-frame pick).
• Customer – this applies if the customer always wants to make sure the quantities are controlled.
• Item/Warehouse – this applies if, e.g., you have expensive or dangerous items.

If you want the pick quality control to apply on customer level, enter the pick quality control type for the customer. (See the Set up pick quality/quantity control (PQC) section in Setting up the container handling functionality for more information.)

Pick sched lines sep

This field is only displayed if the CONTAINR (Container handling) function is activated in the Function control file. Set this field to YES if scheduled lines, for inbound delivery schedules, should be picked separately for this customer.