A/R Customer Groups Screen

Use this option to indicate whether the customers and national accounts assigned to the group must use the group's credit options and limits. Select the option if they can use other options and limits.

You turn this option on or off at any time.

You specify a credit limit if you selected the Total Outstanding Balance Exceeds the Credit Limit option.

Type the standard credit limit your company offers to customers and national accounts in the group.

In a single currency system, you specify one amount.

In a multicurrency system, use the currency table to specify a credit limit in each currency used by customers in the group. (The customer currency is determined by the account set.)

Note: You can assign different limits for individual customers and national accounts if you select the Allow Edit Of Credit Limit option for the group.

Select this option if you want to generate a warning when you enter transactions for a customer in the group whose overdue transactions exceed a specified number of days and a specified amount.

Example: If the option stipulates that transactions 90 days or more cannot exceed 250.00, a credit check warning appears when you enter a new transaction for a customer with transactions worth $300.00 that are overdue by at least 90 days.

If you select this option, enter the number of days overdue and the overdue limit (the amount that a customer's overdue transactions must exceed to issue a warning).

In a single currency system, specify one overdue limit. In a multicurrency system, specify an overdue limit for each currency used.

Select this option to generate a warning when you add a transaction for a customer whose outstanding balance is greater than a specified credit limit.

In a single currency system, you specify one credit limit for all the members of the customer group.

In a multicurrency system, you use the currency table to specify a credit limit for each currency used in the customer group.

If you selected options on the A/R Options screen to include pending transactions during credit checks, pending transactions (for example, unposted transactions in Accounts Receivable or Order Entry) are included in the calculation of the outstanding balance.

You specify an overdue limit if you selected the option Issue Credit Warning When A/R Transactions [ ] Days and Later Exceeds Amount.

Type the total amount overdue transactions must exceed to generate a credit warning when you enter a transaction for a customer in the customer group.

In a single currency system, you specify one amount.

In a multicurrency system, specify an amount in the currency table for each currency used in the customer group.

This amount is used as the default for all customers in the group that are not assigned to a national account.

The account set specifies the general ledger receivables control, payment discounts, prepayment liability, retainage, and write-offs accounts to which a customer's transactions are distributed.

To select the account set, type its code in the Account Set field or select it from the Finder.

For more information about account sets, see About Account Sets.

The account type determines how you apply receipts to a customer's account:

• For balance-forward accounts, you apply receipts to the customer's outstanding balance.
• For open-item accounts, you apply receipts to specific documents by document number.

To specify the account type, select it from the list. (You can also type O or use the Up Arrow on your keyboard to select Open Item, or type B or use the Down Arrow to select Balance Forward.)

Customer groups and national accounts determine the default account type for new customer records. You can select a different account type in a customer record, unless the customer is assigned to a national account. (You cannot change the account type for members of national accounts.)

For more information about account types, see About Customer Account Types.

In the Billing Cycle field, type the code for the billing cycle to use for the customer, national account, or customer group, or use the Finder to select it.

For information about billing cycles, see About Billing Cycles.

Enter a description (name) for the customer group.

Select this option if you do not want to post any new transactions to the customers or national accounts that are assigned to the group, usually because you plan to delete the group.

You can select Inactive status only if the accounts of the customers and national accounts that belong to the group have zero balances and no outstanding transactions.

When a customer group is inactive, you cannot save changes to the customer and national account records that use the group, except to select another customer group.

You can make the group active again at any time.

You assign an interest profile to each customer, group, and national account to specify the method and rates to use when charging interest on overdue amounts, and the general ledger account to which you post interest revenue.

Type the code to use in the Interest Profile field, or select it from the Finder.

Note: You must assign an interest profile to every customer, group, and national account. If you do not charge interest, assign an interest profile with a zero rate.

Interest profiles are first assigned to customers and national accounts by the customer group, but you can change to another profile in the customer record. If you change a customer's group, the new group's interest profile replaces the profile in the customer record, but you can change it as well.

National account customers use the national account's interest profile, and you can change a customer's profile only by changing the interest profile for the corresponding national account.

For information about interest profiles, see About Interest Profiles

This information field displays the date of the last change made to the customer group. You do not make an entry in this field.

Select this option if you plan to print statements for the customers in this group.

This option is a default setting for new customers you add to this customer group.

For multicurrency customers or national accounts who do not use the functional currency, you specify the default rate type to use to convert transactions into the functional currency. When entering transactions for the customer or national account, you can change the rate type, if needed.

To specify the rate type, type its code or use the Finder to select it. You must specify a rate type that is defined for the company in the Currency screens in Common Services.

You assign a terms code to each customer and customer group to specify the payment terms to use on invoices for the customer.

Note: You must assign a terms code to every customer and customer group in Accounts Receivable.

For more information about customer payment terms, see About Customer Payment Terms

Type the percentage of the customer's transaction totals to allocate to each salesperson.

The percentages you assign must add up to 100%.

The salespersons and percentages you assign to a customer group record appear as defaults when you add a new customer record for the customer group.

The salespeople and percentages you assign to a customer record or ship-to location appear as defaults on the Sales Split tab on the Invoice Entry screen when you enter transactions for the customer or for the customer's ship-to location, but you can change the information for a particular invoice, credit note, or debit note.

Use the Salesperson Code column to specify the salespersons who are responsible for the customer's account. You can type the code or select it using the Finder.

You can select up to five salespeople, but you must select salesperson codes that are defined in Accounts Receivable.

The salespersons specified for the customer group appear as default entries for new customer records you add to the group.

Salespersons specified for a customer appear as default entries for new ship-to location records you add for the customer.

The Salesperson Name field displays the name entered in the Salespersons record for each salesperson code.

You cannot change any of the names on this tab. (Use the Salespersons screen to change salesperson names.)

Tax authorities are the types of taxes to which a customer may be subject. For example, state and provincial sales taxes are tax authorities, as are GST and VAT.

Tax authorities are determined by the customer's tax group, and you cannot change them or add other authorities in the customer record. You can change the tax classes or enter tax registration numbers only for tax authorities in customer records.

You define and update records for tax authorities and enter other taxation information in the Tax Services screens in Common Services.

In the Tax Class field, type the number of the tax class to use for the customer or customer group, or use the Finder to select it.

Tax classes identify the tax rates used to calculate taxes when you enter invoices, debit notes, and credit notes for a customer. Each tax class identifies a tax rate.

Example: Assigning class 1 may charge a customer the full tax rate, class 2 may charge a lower rate, and class 3 may mean the customer is tax-exempt.

Tax classes are determined by the tax authorities in the customer's tax group. You can change only to another tax class that is assigned to the corresponding tax authority in Tax Services.

You define and update tax classes and enter other taxation information in the Tax Services screens in Common Services.

In the Tax Group field, type the code for the tax group you want to assign, or use the Finder to select it.

You assign a tax group to each customer record to specify the taxing authorities and classes that apply to the customer's invoices, debit notes, and credit notes.

Note: You must assign a tax group to every customer record, whether taxes are levied in the customer's area or not.

You define and update tax groups and enter other taxation information in the Tax Services screens in Common Services.

Use the Amount column to view, edit, or add the total amount of the invoices, receipts, credit notes, and other documents that were processed for the customers and national accounts in the group during the displayed period.

If you are entering statistics as part of the setup of your Accounts Receivable ledger, do not include amounts you will post to the group's customers when you enter historical and year-to-date Accounts Receivable transactions.

Statistics are automatically updated as you post transactions to the customers and national accounts in the group. You can also change the amounts, as needed, if you use the Allow Edit Of (customer) Statistics option on the Processing tab of the A/R Options screen.

Accounts Receivable keeps track of the average number of days it takes the customers and national accounts in a customer group to pay each invoice, and displays the figure in the Average Days To Pay field. You cannot change the figure.

The figure for each period is calculated by dividing the total number of days it took to pay the invoices that were fully paid in the period by the number of invoices that were issued to the group's customers, both in the displayed period and in prior periods.

Use the Count column to view, edit, or add the total number of invoices, receipts, credit notes, and other transactions that were processed for all the customers and national accounts in the group during the displayed period.

If you are entering statistics as part of the setup of your Accounts Receivable ledger, do not include amounts you will post for the group's customers and national accounts when you enter historical and year-to-date Accounts Receivable transactions.

Statistics are automatically updated as you post transactions to the customers and national accounts in the group. You can also change the numbers, as needed, if you use the Allow Edit Of (customer) Statistics option on the Processing tab of the A/R Options screen.

Select the fiscal period for which you are entering or viewing statistics.

The type of period by which you keep statistics is determined by the selection for the Period Type option for customer records on the Processing tab of the A/R Options screen. Period types include Weekly, Seven Days, Bi-weekly, Four Weeks, Monthly, Bi-monthly, Quarterly, Semi-annually, and Fiscal Period.

Accounts Receivable records the length of time it takes the customers and national accounts assigned to a customer group to fully pay each invoice, then displays the total in the Total Days To Pay field.

The total that appears for a period is the number of days it took the group to pay all the invoices that were paid in full during the selected period.

Accounts Receivable automatically updates this total as you post transactions to the customers and national accounts in the group. You can also change the total, as needed, if you use the Allow Edit Of (customer) Statistics option on the Processing tab of the A/R Options screen.

The Transaction Types column lists the types of transactions for which totals and numbers are kept.

You can edit, view, and add total amounts and numbers of invoices, receipts, discounts, credit notes, debit notes, adjustments, write-offs, interest charges, returned checks, and refunds posted to the accounts of all customers and national accounts in the group.

If you are entering statistics as part of the setup of your Accounts Receivable ledger, do not include amounts you will post to customers in the group when you enter historical and year-to-date Accounts Receivable transactions. If you do, the transactions will be added twice to statistical totals.

Type or select the year for which you want to enter or view statistics.

The type of year by which you keep statistics is determined by your choice for the Accumulate By option for customer records on the Processing tab of the A/R Options screen.

Accounts Receivable keeps track of the average number of days it takes the customers and national accounts in a customer group to pay each invoice, and displays the average for the year in the YTD Average Days To Pay field on the Statistics tab on the Customer Groups screen. You cannot change the figure.

Accounts Receivable records the length of time it takes the customers and national accounts assigned to a customer group to fully pay each invoice for the year to date, and displays the total in the YTD Total Days To Pay field.

Accounts Receivable automatically updates this total as you post transactions to the customers and national accounts in the group. You cannot change this figure.