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  11. Entry & maintenance

Entry & maintenance

Add notes to customer accounts

This program is used to record contact notes and other relevant information for a customer account. These could be notes recording conversations regarding debt collection or any contact made with the customer that is worth recording for future reference. A follow up date can be recorded as a reminder for when it is necessary to make further contact with the customer regarding a specific issue.

  1. In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > Customer History > Entry  and then double-click Debtor Customer History Entry. CHE005 Customer History selection panel appears.
  2. Enter a valid customer and click Add. CHE005 Customer History panel appears in Add mode.
View the fields on this panel
Field Description
Type  This is the type of contact note that is being recorded or the type of action being taken, for example, phone conversation, stop shipment etc.
Follow up  This Y/N flag indicates whether follow-up of this customer is required. Y=Yes the account needs to be followed-up on a date specified or N=No follow-up of this account is required. 
Follow up date  The date follow-up action is required is entered.  HINT: Use the Calendar function to calculate the date. 
Date  This defaults to the system date the entry was recorded. 
Time  The time defaults to the system time the entry was recorded. 
Status  The status indicates whether the account is Active, Stopped or Closed. 
 User Enter your user ID to print the letters you have generated. In Customer History the default is the user who made the entry. 
Wrkstn  This field defaults the code of the work station used to enter the information.
Sender email Email address for the customer services manager.
Receiver email Customer contacts email address. It allows letters to be sent via email. This can be maintained and updated to CRM data base.
Summary This is a free format text entry used to summarize the action or reason for follow-up.  This summary line is used by the Customer History Inquiry and Reports.
Text   In Customer History unlimited text noting details of a conversation or internal notes regarding the customer.
  1. Enter the above information, as necessary.
  2. Click OK. CHE005 Customer History main panel appears.
View available options on this panel.
 

 Option Description 
Select Access header screen to update and maintain a contact note entry.
Delete  Access Customer History in delete mode to delete a contact note entry.
View available functions on this panel.
 

 Function Description 
Add Access header screen to add a new contact note.
Send  Access ARE015 Letter Generation to create and send letter to the debtor.  Note: ARE015 allows the letter to be sent via email. If flagged to send via email then the history transaction is set not to follow up (Follow up flag is set to  ‘N’).
Send letter Allows you to send a letter via email.
Your entries Switches between showing your contact note entries and all contact note entries for this debtor.
Protect header Switches between allowing the header details on this screen to be maintained or to protect the header fields so that changes cannot be made.
Stop shipment Switches between allowing a specific shipment to be placed on stop, and then allowing a shipment to be released from being stopped.
Debtor dtls Access ARI020 Customer balance inquiry to inquire on debtor details.
Debtor trans Access ARI020 Customer balance inquiry to inquire on debtor transactions.
Claim inquiry Access CLI100 Claim selection inquiry to inquire on claim selection.
 If you want to… Then…
Change header details
  1. In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > Customer History > Entry  and then double-click Debtor Customer History Entry. CHE005 Customer History selection panel appears.
  2. Enter a valid customer and click OK. CHE005 Customer History panel appears.
  3. Click Maintain header so that the Phone and Debtor cls fields can be maintained. Once Maintain header is selected the function key switches to display as Protect header. 
  4. Click Protect Header to protect the entries so that they can only be changed when this function is selected again.
Change account from Active to Stopped

This example describes how to change account status from Active to Stopped which will pend current transactions and disallow new orders from being entered. The stop status can be cancelled using Release shipment, which changes the account status back to Active from Stopped.

  1. In the menu, expand Base Modules > Distribution > Debtors & Claims > Accounts Receivable > Customer History > Entry  and then double-click Debtor Customer History Entry. CHE005 Customer History selection panel appears.
  2. Enter a valid customer and click OK. CHE005 Customer History panel appears.
  3. Click Stop Shipment. CHE005 Customer History panel appears in change mode.
  4. Enter text field details and click OK.
Note  In the top right hand corner, the Status field indicates that the account has changed from Active to Stopped. The function switches from Stop shipment to Rel shipment. To change the status of a stopped account back to active, click Rel shipment.

 

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