The Customer Financials tab is the place to define all aspects of payments and billing information for the Customer.
Every Form View detail tab of Customer data maintains the header information shown below. For more information on the data fields contained in this header area, see Customer header Details.
Field Descriptions
Dba Name (Doing business as)
The field can be used to record a secondary name for the Customer. This name is for reference only and is not used in any reports.
Dba Number
A reference field provided for the user. The Dba Number is not used in the system or on any reports.
The Price Change Password is visible when the Global Setting ‘Delivery Price Change Requires Password’is set to yes. This setting applies to the DeliveryMAX functionality on the Windows CE handheld. When activated, the handheld will require the driver to enter a password before being allowed to change a customer price. The process works like this:
a. The driver needs to change one or more prices for customer ‘A’, before printing the invoice.
b. The handheld is requesting a password.
c. The driver calls the office and explains the need for the price change and requests the password.
d. The office presses this button on the specific customer.
e. The office relays the password in the pop-up to the driver.
f. The driver enters the password on the handheld and is able to change the invoice prices.
Note: The password is temporary and only works for the current handheld session and the specific customer. Once entered, the driver is authorized to change invoice prices for any POS for the customer.
Billing Terms
Billing terms are assigned to the Customer here. For a full description of Billing Terms, their creation and options, see this.
Tax ID
This is the area to record the Tax ID number for a tax exempt customer. Simply by entering any data in this field, VendMAX will not calculate a Tax value for products sold through a Delivery Sale or a Vend Visit This Tax ID number will also appear on the Invoices and Statements printed for this Customer.
The name to which Commission checks are made out. If this is left blank, VendMAX will use the name of the Primary Contact on the Customer – Contacts tab.Mailing Address Different
Enter the mailing address if it is different than the physical address entered in the Address Tab. This address, if entered, will be used on Commission Statements and Invoices.
Current outstanding balance of money owed by this Customer.
Current outstanding balance of money owed that is past due, based on the Billing terms for this Customer. The start date for balances is defined by the “Billing Type” as defined above. An amount is considered Past Due when the number of days after this “billing date” exceeds the Grace Period defined in the Billing Terms.
TIP: The customer’s past due amount is calculated when:
Generate Accounts Receivable is run from Activities menu.
Recalc A/R button is pressed for the customer.
A delivery sale is created on the client for a customer POS.
A payment is created on the client for a customer POS.
The handheld or mobile device uploads a payment for a customer POS.
A/R Unbilled
The amount of delivery sales that are in the system but are not marked as printed/posted. These delivery sales are not considered part of A/R and will not show on statements, aging’s, etc. It is common to see unbilled delivery sales when the customer billing type is “Bill Later” or “Combine and Bill”.
Recalc A/R
Pressing this button will cause the system to recalculate the A/R Balances, including new payments and invoices.
Cashless Two-Tier Price Adjust
Check the Override check box to set a cashless price adjustment which will apply to all vending POS which belong to the customer. Two Tier pricing can be overridden at the Location and POS levels. For more details on Two Tier pricing, see How to do Two Tier pricing.
Pay To Customer
Commissions accrued from sales in Points of Sale assigned to this customer can be paid to another customer by entering that Customer name in this field.
TIP: The Commission Review report shows commissions based upon the customer assigned to the POS. It does not show the Pay-To customer defined here. It is the Commission Statement that shows this Pay-To customer and all the customers attached to the Pay-To.
It is recommended to set up User Commissions for paying commission payments earned from the sales of this Customer’s Points of Sale that will be sent to a Vending Management company. User commissions will show the Pay-to on the Commission Review and the Commission Statement.
Each Delivery Point of Sale has a field to define where bills will be sent for deliveries made to that POS. This field is defined on the Point of Sale Main tab. When this field is set to Customer, invoices for deliveries made to that POS are sent to the Customer to whom the POS belongs. If you would like to accumulate all of the POS invoices at the Customer level, but then actually send the bill to a third party, this is the area to define the third party Customer to whom the invoices will be sent. These invoice amounts will then be transferred to the “Bill-To Customer”, and all features related to Accounts Receivable, Payments, Credit Limits and Billing Terms would then apply from the “Bill-To Customer”.
This button will open the following dialog:
The Credit Card information dialog offers a place to store the basic information about a credit card which will be routinely used for payments. This will allow VendMAX client or handheld users to accept a credit card payment without the task of recording billing address information each time. For security purposes, this dialog does not allow the recording and storage of the actual credit card number or expiration date. This information must be captured and recorded with each payment.
Show All Child Invoice Numbers
Checking this will direct the system to show (for reference) all invoice numbers that have been combined into this invoice on the Invoice.
Subsidy Billing Type
This setting determines how the delivery sale invoice is created when subsidy billings are posted. This option over-rides the subsidy setting found in Global Settings.
Based on Global Option When subsidies are posted, it will create the delivery sale based upon the subsidy setting found in Global Settings.
Invoice Per Account When subsidies are posted, it will create one delivery sale that includes all subsidy POS belonging to this customer.
Invoice Per POS When subsidies are posted; a delivery sale will be created for each subsidy POS.
This setting determines how the delivery is created when rental billing are generated.
No Generates a delivery sale per POS rental and follows the setting defined at the location level.
Yes When rental invoices are generated, it will create one delivery sale that includes the rental amounts for all POS belonging to this customer.
Use Higher Level Setting When rental invoices are generated, it will create one delivery sale at the National Account level for all POS belonging to this customer. If no national account is assigned, this setting generates the same results as “YES”.
Salesperson
Set this to the salesperson responsible for the customer.
Hold Credit Limit
Defines the maximum “A/R Balance” permitted for this Customer. Orders cannot be taken or deliveries made on the handheld until a payment is received to bring the “A/R Balance” below this number.
Note: Orders will still be able to be created on the client, but sales will not.
When the “A/R Balance” exceeds this level an alert is given so that the Customer can be reminded that a payment is needed. Additional sales can continue to be made until the “A/R Balance” reaches the Hold Credit Limit.
Standing Purchase Order Number
A purchase order entered here will print on invoice reports and will be downloaded to handhelds to print on handheld invoices.
Billing
This starts the time from which accounts receivable aging commences as well as the calculation of finance charges. Options include:
Bill on Delivery
The invoice is considered delivered at the time the delivery sale is entered into VendMAX. This would normally be the choice if the delivery driver is leaving a printed invoice with the delivery.
Bill Later
The invoice will be printed later and the aging will start at the time of printing. If billing is a function performed at the end of the month, this would be the appropriate setting.
Combine and Bill Later
This invoice along with others will be combined into a single Invoice at a future time. This combined Invoice will be printed and sent to the Customer. The aging time will start at when the invoice is printed. The act of combining invoices can be performed by selecting the “combine invoices” option on the Generate A/R function screen, or by selecting the same option when running the Invoices Report.
This setting is analogous to the Commission Statement Type. It is a method to allow for different levels of detail to be defined for each Customer, and still allow all Invoices to be run in a single batch. In this case, the option levels will define how the information on the invoice will be sorted, and what details will be included. For examples of how this option will affect the report output, see the help file for the Invoices Report.Automated Billing
Checking this will direct the system to set up automatic emails for invoices or statements, based upon the check box settings. This eliminates the manual process of mailing these documents. Automated Billing works when the Billing type is set to “Bill on Delivery”. For more information on Automated Billing, see How to set up Auto billing.
TIP: A standard subject line is provided on automated invoice and statement emails which references the invoice number (for invoices) or the billing period (for statements). The subject line can be customized to help prevent the email being treated as spam and not delivered. Please contact Technical Support for assistance in making changes to the subject line, as this is a hidden setting.
Printed Sales
Checking this will direct the system to e-mail new delivery sales to the recipients defined in the Recipients for Invoices section. Only delivery sales which are marked as printed will be emailed. Emails will begin sending the day after this setting is turned on.
The emails will be sent using the Automated E-mail/Statement Start Time setting found in Global Settings.Periodic Statements
Checking this will direct the system to automatically e-mail invoice statements to the recipients defined in the Recipients for Statements section. Use the drop list to choose the reporting period for the invoice statements.
Be sure to set the Global Setting “Delay Periodic Statements by # of Days” on the E-mail Notifications tab.Use Primary Contact
Checking this will direct the system to e-mail the delivery sale to the primary contact assigned to this customer.
Recipients for Invoices (click here to edit)
Provides a pop-up screen for entering additional e-mail recipients for the delivery sale.
Selected EMails
Contains the list of additional e-mail recipients designated to receive automated delivery sales.
Add/Edit/EMails
Add From Contacts Brings up the list of contacts from Customer Contacts.
To remove or edit a manually entered e-mail address, highlight the address and press Edit or Delete.
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