3File Maintenance
Option 2Customer Divisions
Use this function to enter and edit Customer Divisions records. These divisions represent subsets of your company which do business with different customers.
If you prefer to use this file merely to subdivide your customers, leave the addresses blank. Then, when invoices, statements, and dunning letters are pretend, the system will supply the company name and address that was entered when your system was installed. Otherwise, the data in this file is used.
When you use this function, a record of all entries will be printed. For additions, all new field contents are printed; for deletions, the deleted record’s contents are shown; for changes, both old field contents and new field contents are shown; and in all cases, the User ID, date, and time are printed.
On the following pages, the screen displayed by this function is shown.
The screen shown below presents information about Customer Divisions.
This file contains a record identifying each division used within your company. Each division can have its own name and address; if entered, these names and addresses will be printed as the company name and address on invoices, statements, and dunning letters.
Customer Divisions screen
When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.
Note that the Audit Info option is available at the bottom of this screen. When this option is invoked, the Audit Information overlay appears and displays the date the record was created and who created it, as well as the date the record was last modified and who modified it. Press the END key or the RETURN key to clear the overlay from your screen. The information displayed in the Audit Information overlay is system-supplied and non-modifiable.
Data items for the preceding screen are described below:
- Customer Division
Positive number, up to 2 digits Scan by this field (access key)
Use a unique code to identify each division within your company.
- Description
Alphanumeric, up to 30 characters Required
Describe each division. This description is for your information only; it will not be printed on invoices.
- Name
Alphanumeric, up to 30 characters
Supply the name of each division, if you want a name other than your company name to be printed on invoices, statements, and dunning letters.
- Address (Line 1)
Alphanumeric, up to 30 characters
Provide each division’s street address, if you want an address other than your company address to printed on invoices, statements, and dunning letters.
- Address (Line 2)
Alphanumeric, up to 30 characters
If needed, enter an additional address line to complete each division’s address.
- City
Alphanumeric, up to 20 characters
Supply the city for the division’s address, if it is different from the city that was entered during system installation. If you enter a city here, be sure to also supply the state and zip code.
- State
Upper case, up to 2 characters
Supply the standard 2-letter state abbreviation for each division, if appropriate.
- Zip Code
Alphanumeric, up to 10 characters
Provide the zip code for each division, if appropriate.
- Country
Alphanumeric, up to 20 characters
Supply the country in which each division is located, if appropriate.
The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:
Select the Next Record option to go to the next Customer Divisions record.
At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Customer Divisions file.