Table of Contents:

  1. Accounts Receivable
  2. AP
  3. Billing
  4. Sales


























Customer Master File


The following Instructions show how to create new accounts or edit existing accounts in the Customer Master Maintenance File.



PICK Field Descriptions

  • #1 – File Maintenance Menu is the Main Menu option to enter into the Customer Master File.







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PICK Field Descriptions

  • To edit an existing Master File a Customer Number is needed, which can be seen at the top of the screen. If a New Account type “NEW”.

  • 01-04 – Basic Information is the Basic Address Information

  • 08 – Outside Sales is where the Outside Salesperson is specified. The Salesmanager is generally responsible for inputting that for New Accounts. The person opening the account will input “NEW”.

  • 11-12 – Foreign/Country is used for Canada and Mexico. Foreign is a binary ‘1’ or ‘0’. Country is a standard country abbreviation.

  • 13-16 – Customer Contact Fields.

  • 17 Bill To is where the Bill To Account. If a Ship To account is being created one would use NEW as stated above to enter the Ship To information. Once that is complete the Bill To would be specified in this field. If the Account is being shipped to the Bill To address this field will match the customer number (after the account is opened and a Customer Number is created).

  • 20 – Credit Limit is used for Term Customers who have been granted credit by Credit. The credit limit field is hard coded at account Opening. The “used”" field is a calclulation.

  • 23 – Risk Score This is a field that is used by Credit to determine the risk of the customer. In the past it was based on a Zscore Credit Algorithm, but today it is more qualitative in nature. The scale is between 1 and 4. 1 being the most risky and 4 being the least risky.

  • 26 Hold Past Due Days This field is used to Hold orders inputted in PICK for Customers who have Invoices that are unpaid and greater than 30 days past due.

  • 31 – Service Balance Service balance relates to service charges (finance charges). The service balance is set at 60 days. Unpaid invoices are subject to finance charges after 60 days from invoice date, providing our customers a 30 day grace period. The service charges are assessed on unpaid invoices at month end.









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PICK Field Descriptions

  • 01 – Routing is where the routing is inputted into PICK. This is usually specified by the Salesperson at Account Opening. This field has different options. Auto Freight, Will Call and Our Truck. In the case that Our Truck is chosen and the zip code is recognized the field will automatically code for the proper route. This is an imporant feature.

  • 07 – Freight Terms The two main options are Collect and Prepaid in Charge.

  • 08-13 – Tax Fields This is the field that is used to input tax information. If the Customer is located in one of the States we do business a Resale Certificate is required for non tax status. We use the PST Number/UBI/Expiration for Washington State Resale Permits. For CA we use the Resale Certificate number, which is located on the signed Resale Certificate provided by the Customer.

  • 14-15 – Status This is where a Customer will be Inactivated. The default for new accounts is Active. The Date field is a time stamp that shows in miscelleanous other fields how long the Customer has been with ACB.









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PICK Field Descriptions

Summary: This is an important communication tool in the Credit Department. The Credit Manager and the Collection Specialists enter there collection calls, credit updates, credit reviews and anything that pertains to the Customer.

  • 01–Date Notes inputted are Time Stamped.

  • User Employee initials are used to specify the author of the note.

  • Comment Text field. The field unfortunately is limited to a certain number of characters. To create a longer note multiple lines need to be created.









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PICK Field Descriptions

  • 01-02 – SIC Codes and NAICS These are inputted on Credit Customers as the SIC and NAICS codes are readily available from the Dunn and Bradstreet Credit report. They are not inputted on Cash Accounts since Credit Reports are not run on Non-Credit Customes.









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PICK Field Descriptions

  • 11 – Customer Billing Info Maint is where customer billing preferences are inputted.









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PICK Field Descriptions

  • Customer Customer Account Number is inputted in this field.

  • 06 – Invoice Routing is used to specify how the Customer wants the Invoice. M = Mail and E = Email.

  • 07 – Invoice EMail is where the customer billing email address is entered. Left blank if mailing invoices.









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PICK Field Descriptions

Summary: Because the Main Maintenance Screen only has so much room for Contact Info there is another field where you can add additional contacts and email addresses. See Below:


  • 12 – Customer Sales Info Maint in the File Maintenace Menu is where the additional fields are located.









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PICK Field Descriptions

Summary: The only fields that are used by Credit are outlined below:


  • Customer number entered in this field.


  • 04 – Sales/Purchasing Contact Info is where additional contacts can be inputted on the Customer Account.

  • 06 – Phone

  • 07 – Fax






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PICK Field Descriptions

Summary: The following fields are used by the Credit Collection Specialists to obtain information on the customer payment history and ability to pay.


  • 2 – A/R Inquiry and Reports is used to get to the Customer Fields.









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PICK Field Descriptions


  • 1 – Customer Account Inquiry field brings the Collection Specialist to the Customer Inquiry Screen and eventually the customer credit screen.

  • 11 – Aged Trial Balance is a field that allows the Collection Specialist to run Trail Balances for multiple customers at one time.

  • 18 – List of Unapplied Cash is a Report that is ran monthly and shows the customers with unapplied cash.

  • 28 – Statement on Demand is a Aged Trial Balance that can be quickly sent to Customer.

  • E-mail Customer Invoices is where the Collection Specialist will email Invoices to the Customer as requested.









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PICK Field Descriptions


  • B – Customer Inquiry field brings Collection Specialist to the customer search fields.









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#### PICK Field Descriptions


  • F – Customer Name field allows the Collection Specialist to search by Customer Name.
  • G – Customer Number field allows the Collection Specialist to search by Customer Number.









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PICK Field Descriptions


  • H – Credit is the field that the Collection Specialist will enter that brings them to miscellaneous information about the credit health of the Customer.









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PICK Field Descriptions

Notice the highlighted short cuts below. The Collection Specialist uses those


































Back to Collections

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Pre-Populated Credit Reference Letter

The following pre-populated credit reference letter saves the Collection Specialist time as they receive mutliple credit reference requests per day.




Back to Collections

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Back to Collections

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