Payment Information Tab

This section includes the fields and descriptions for the Payment Information tab.

Customer Island

Field	Description
Customer	This field displays the name and number of the customer. It cannot be changed. To retrieve a customer, you can use the search functions in the Find menu. The other lines in this field show the customer’s address. This information can be changed here or in the window Customer Information Card.
Attn.	This field displays the customer’s attention person. This information can be changed here or in the window Customer Information Card.
Country	This field displays the country code of the customer. This information can be changed here or in the window Customer Information Card. When you change the country code in this window, Maconomy checks that the rules of validation for tax and social security/federal ID numbers in the window Rules of Validation are observed.
Phone	This field displays the customer’s telephone number. The information can be changed here or in the window Customer Information Card.
Giro	This field displays the customer’s giro account number. (This applies to countries with a national giro system.) The information is for reference purposes only and can be changed here or in the window Customer Information Card.
Currency	This field displays the customer’s standard currency. The standard currency is specified in the field “Currency” in the window Customer Information Card.

Settling Company Island

Field	Description
Company No.	This field displays the number of the company specified as the settling company on the current customer’s customer information card. The settling company is the company which has the claim against the customer and the company to which the customer must make payments. The settling company’s accounts also include the customer which means that the value in this field is transferred to the customer entries created on the current customer upon posting. If another company completes postings on the customer, this will automatically lead to intercompany entries of the type “Customer Collection” between the two companies. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company.
Name	This field shows the name of the company shown in the field “Company No.” above.
Base Currency	This field displays the currency used as base currency in the company specified in the field “Company No.” above. See the field “Base Currency” in the window Company Information in the G/L module for a detailed description of the concepts of company base currency and enterprise currency.

Payment Control Island

Field	Description
Customer Payment Mode	In this field you select the mode in which the customer will normally be paying. The customer payment mode is used for selecting the customer payment mode and the payment agent and is transferred when you create invoices and credit memos. The customer payment mode can, however, be changed on the individual invoice or credit memo or in the window Change Payment Selection in the Banking module. The customer payment mode is furthermore used for calculating the customer’s payer ID. Payment modes are maintained in the window Payment Modes in the Banking module.
Collection Agreement	In this field, you can enter the agreement number that the current customer has been assigned at the payment agent who is connected to the selected customer payment mode. The field is only used for electronic customer payment modes.
Collection Group No.	In this field, you can specify the collection group number to which the current customer belongs. The collection group number is supplied by the payment agent. If the payment mode of the customer is electronic, you must specify a collection group number in this field.
Global Location No.	If the customer has requested that you use a specific global location number on invoices, you can specify the location number in question here. The number specified here will be suggested on all sales orders, jobs, and so on, assigned to the customer, and thus in turn flow to the resultant invoices. However, the global location number can be changed on the individual sales orders, jobs, and so on, if another location number is to be used in a specific context. For further information about the concept of global location numbers, see the introduction to the window Company Locations.
Control Account	Here you can select a posting reference to a G/L account. All entries to the customer are posted to the General Ledger to the A/R control account specified here. Accounts Receivable is thus an aggregation of the A/R control accounts in the General Ledger. For example, you can group your customers in domestic and foreign customers in the General Ledger. References to control accounts are maintained in the pop-up field “A/R Control Accounts” in the window Popup Fields in the Set-Up module.
Aut. Reconciliation	Mark this field if you want Maconomy to automatically reconcile accounts receivable entries (payments, invoices, credit memos) during posting. If marked, Maconomy will always reconcile against the oldest open entry or entries that can be reconciled totally or partially by the amount being posted. This means that a customer with a debit balance will never have open credit entries, and the customer’s open debit entries will always be their most recent. Similarly, a customer with a credit balance will never have open debit entries, and this customer’s open credit entries will also be their most recent. If this field is not marked, all entries to the customer will be registered as open entries. The user must then manually reconcile each entry in the window Customer Payments in the Accounts Receivable module. Payments can also be reconciled in the General Journal by entering the number of the invoice the payment covers.
Status	Active or Inactive. If the customer is active, then they can be used in all areas stipulated by the Allow fields. If inactive, the customer cannot be used for anything.
First Activation Date / Active Period	When the Status field is set to Active, this field name is First Activation Date and it displays the date that the customer was first made active. When the Status field is set to Inactive, this field name is Active Period and it displays the date interval that the customer was active.
Payment Terms	Here you select the payment terms that will normally apply to the customer. These terms are used to calculate the date an invoice becomes due for payment. Payment Terms are maintained in the pop-up field “Payment Terms” in the window Popup Fields in the Set-Up module.
Expected Days to Payment	Use this field to enter the expected number of days to payment (the expected number of days from the invoice date to the date of payment). If the expected days to payment is set to zero days, then the expected payment date will be the same as the due date. The expected days to payment is currently used only for calculating expected payment date on job invoicing plans.
Cash Discount	Here you can select a code to specify the maximum cash discount given to the customer when entries are reconciled. Maconomy verifies that the discount limit is not exceeded upon reconciliation of payments. A cash discount code is a reference to a discount percentage. The codes are maintained in the pop-up field “Cash Discount Codes” in the window Popup Fields in the Set-Up module. The cash discount is automatically posted to a G/L account for cash discounts. The reference to this account and any other dimension values used in connection with cash discounts is maintained by means of a dimension combination in the window Posting References in the G/L module. This allows you to sort cash discounts by department in the General Ledger.
Credit Card No.	If the customer wants to pay by credit card, you can enter the number of the credit card in this field. Information in this field will automatically be transferred to new quotes and sales orders. Please note that the field is for information only, as Maconomy’s Banking module does not support payment by credit card. If you enter a credit card number, you must also specify an expiry date.
Expiry Date	In this field, you enter the expiration date of the credit card specified in the field “Credit Card No.” above.

Bill to Customer Island

Field	Description
Bill to Customer	In this field, enter a customer name number if items are delivered to one customer, but billed to another. The bill-to customer thus represents the customer to whom invoices are to be sent. The bill-to customer can be changed here or in the window Customer Information Card.

Balance Island

Field	Description
Balance, Currency	This field displays the customer’s balance in the standard currency of the customer. If one or more company-specific customers are assigned to the customer in question, this field displays the balance of all entries registered on the assigned company-specific customers and the parent customer in question. However, you should note that if one or more of the assigned company-specific customers use a currency which is different from the standard currency of the parent customer, Maconomy sums the balance of the entries irrespective of the assigned currencies, and the amount in this field will not be a valid figure. The balance in this field is updated when you post journals with customer entries.
Balance, Enterprise	This field displays the customer’s balance in the enterprise currency of the system. Maconomy automatically updates the balance when you post journals with customer entries. See also the description of the above field “Balance, Currency.”
Order Volume, Enterprise	This field displays the customer’s current order volume, expressed in the enterprise currency of the system. It is updated when you approve sales and credit orders for which the customer is invoiced. The order sum is also updated when you enter and delete lines in previously approved sales and credit orders. After invoices and credit memos have been posted, the amount is transferred to the customer’s balance. The order volume is included in the credit limit calculation. If the order volume and balance add up to more than the customer’s credit limit, the limit is exceeded. Note that sales and credit orders which have been transferred to a job are not included in the calculation of the order volume. As the order volume only represents information on the total amount on approved sales and credit orders, this field does not show the amount registered on jobs to which the current customer has been assigned. Non-invoiced job cost registrations are therefore not included in the calculation of the customer’s credit limit.

Field

Description

Balance, Currency

This field displays the customer’s balance in the standard currency of the customer. If one or more company-specific customers are assigned to the customer in question, this field displays the balance of all entries registered on the assigned company-specific customers and the parent customer in question. However, you should note that if one or more of the assigned company-specific customers use a currency which is different from the standard currency of the parent customer, Maconomy sums the balance of the entries irrespective of the assigned currencies, and the amount in this field will not be a valid figure. The balance in this field is updated when you post journals with customer entries.

Balance, Enterprise

This field displays the customer’s balance in the enterprise currency of the system. Maconomy automatically updates the balance when you post journals with customer entries. See also the description of the above field “Balance, Currency.”

Order Volume, Enterprise

This field displays the customer’s current order volume, expressed in the enterprise currency of the system. It is updated when you approve sales and credit orders for which the customer is invoiced. The order sum is also updated when you enter and delete lines in previously approved sales and credit orders. After invoices and credit memos have been posted, the amount is transferred to the customer’s balance.

The order volume is included in the credit limit calculation. If the order volume and balance add up to more than the customer’s credit limit, the limit is exceeded.

Note that sales and credit orders which have been transferred to a job are not included in the calculation of the order volume. As the order volume only represents information on the total amount on approved sales and credit orders, this field does not show the amount registered on jobs to which the current customer has been assigned. Non-invoiced job cost registrations are therefore not included in the calculation of the customer’s credit limit.

Credit Limit Island

Field	Description
Enterprise Level, Enterprise	In this field, you enter a credit limit amount in the enterprise currency of the system. This amount represents the credit limit of the current customer across all companies in the organization. If the total of the customer’s balance owing and amounts on order exceed this amount, Maconomy displays a warning upon the creation of invoices, orders and quotes in the Sales Orders module. Maconomy also verifies that the customer’s credit limit is not exceeded as you enter items in a quote, sales order or invoice. However, you are always allowed the option of continuing the sale. A similar warning is displayed in the Job Cost module when you create a job where the bill-to customer’s credit limit has been exceeded. Note that the warning does not appear when registering entries on or invoicing the job. If company-specific customers have been assigned to the current customer and you try to create invoices, sales orders and quotes to these company-specific customers, Maconomy will verify that the credit limit of both each company-specific customer and the parent customer is not exceeded. If either credit limit is exceeded, Maconomy displays an error message. In this context it should be noted that the amount specified in this field need not correspond to the combined total of the assigned company-specific customer’s credit limits. It is therefore possible for a customer to have a credit limit of, for example, USD 25,000 and at the same time have four assigned company-specific customers each having a credit limit of USD 10,000. When creating an invoice for one of these four company-specific customers, Maconomy will first verify that the company-specific customer’s individual credit limit of USD 10,000 has not been exceeded, and if not, the system will then verify that the parent customer’s credit limit of USD 25,000 has not been exceeded. If you wish to block the customer, to prevent the processing of quotes, sales orders or invoices, you must mark the “Blocked” field. If you have marked the “Credit Blocked” field in the window System Information, sales orders will automatically be blocked at approval, if the Bill to Customer’s credit maximum has been exceeded. If the customer is blocked, it will not be possible to print order documents for the order. See also the sections on Sales Orders and Unblocking in the Sales Orders module.
Company Level, Enterprise	In this field, you enter an amount in the enterprise currency of the system. This amount corresponds to the credit limit of company-specific customers that may have been created manually or automatically on the basis of the current customer. Upon creation of a company-specific customer, the amount specified in this field will be copied to the company-specific customer’s payment information card (after possible currency conversion). Note that the set-up of the linking rule assigned to the current customer decides whether or not you can change the amount in this field. In this context, you should also consider that if this field has been assigned to a linking rule using the linking method “Partial” between a customer and a company-specific customer, and if the enterprise currency corresponds to the company-specific customer’s base currency, Maconomy will use the linking method “Partial” as normal. However, if the enterprise currency and the base currency do not correspond, Maconomy will automatically convert the amount specified in this field to the company-specific customer’s base currency and copy it to the field “Company Level, Base” in the window Company Specific Payment Information. Maconomy performs this currency conversion considering that the user has decided the contents of this field, meaning that the amount specified in base currency will not be changed when the amount in enterprise currency is changed in this window. When creating invoices, sales orders and quotes to company-specific customers, Maconomy verifies that the credit limit of both each company-specific customer and the parent customer is not exceeded. If either credit limit is exceeded, Maconomy displays an error message.

Field

Description

Enterprise Level, Enterprise

In this field, you enter a credit limit amount in the enterprise currency of the system. This amount represents the credit limit of the current customer across all companies in the organization. If the total of the customer’s balance owing and amounts on order exceed this amount, Maconomy displays a warning upon the creation of invoices, orders and quotes in the Sales Orders module. Maconomy also verifies that the customer’s credit limit is not exceeded as you enter items in a quote, sales order or invoice. However, you are always allowed the option of continuing the sale.

A similar warning is displayed in the Job Cost module when you create a job where the bill-to customer’s credit limit has been exceeded. Note that the warning does not appear when registering entries on or invoicing the job.

If company-specific customers have been assigned to the current customer and you try to create invoices, sales orders and quotes to these company-specific customers, Maconomy will verify that the credit limit of both each company-specific customer and the parent customer is not exceeded. If either credit limit is exceeded, Maconomy displays an error message.

In this context it should be noted that the amount specified in this field need not correspond to the combined total of the assigned company-specific customer’s credit limits. It is therefore possible for a customer to have a credit limit of, for example, USD 25,000 and at the same time have four assigned company-specific customers each having a credit limit of USD 10,000. When creating an invoice for one of these four company-specific customers, Maconomy will first verify that the company-specific customer’s individual credit limit of USD 10,000 has not been exceeded, and if not, the system will then verify that the parent customer’s credit limit of USD 25,000 has not been exceeded.

If you wish to block the customer, to prevent the processing of quotes, sales orders or invoices, you must mark the “Blocked” field.

If you have marked the “Credit Blocked” field in the window System Information, sales orders will automatically be blocked at approval, if the Bill to Customer’s credit maximum has been exceeded. If the customer is blocked, it will not be possible to print order documents for the order. See also the sections on Sales Orders and Unblocking in the Sales Orders module.

Company Level, Enterprise

In this field, you enter an amount in the enterprise currency of the system. This amount corresponds to the credit limit of company-specific customers that may have been created manually or automatically on the basis of the current customer. Upon creation of a company-specific customer, the amount specified in this field will be copied to the company-specific customer’s payment information card (after possible currency conversion). Note that the set-up of the linking rule assigned to the current customer decides whether or not you can change the amount in this field.

In this context, you should also consider that if this field has been assigned to a linking rule using the linking method “Partial” between a customer and a company-specific customer, and if the enterprise currency corresponds to the company-specific customer’s base currency, Maconomy will use the linking method “Partial” as normal. However, if the enterprise currency and the base currency do not correspond, Maconomy will automatically convert the amount specified in this field to the company-specific customer’s base currency and copy it to the field “Company Level, Base” in the window Company Specific Payment Information. Maconomy performs this currency conversion considering that the user has decided the contents of this field, meaning that the amount specified in base currency will not be changed when the amount in enterprise currency is changed in this window.

When creating invoices, sales orders and quotes to company-specific customers, Maconomy verifies that the credit limit of both each company-specific customer and the parent customer is not exceeded. If either credit limit is exceeded, Maconomy displays an error message.

Interest Charge/Reminder Control Island

Field	Description
Interest Charge/Reminder Principle	In this field, you specify the interest charge/reminder principle to be used for the current customer. Interest charge/reminder principles are maintained in the window Interest Charge/Reminder Principles. For further information about interest charge/reminder principles, see the description of this window.
Reminder Text Group	In this field, you can specify the name of a reminder text group that you want to associate with the dispatch of reminder letters to the current customer. For further information about reminder texts, see the description of the windows Reminder Texts and Reminder Text Groups.
Last Interest Date	This field displays the last interest charge date of the current customer. The date in this field is set on the basis of the date in the corresponding field on the assigned company-specific customers’ payment information cards. The customer’s last interest charge is therefore the last of the company-specific customers’ registered interest charge dates.
Current Reminder Level	This field displays the reminder level of the customer. The customer’s reminder level equals the highest reminder level specified on an entry for the current customer. The reminder level is raised by 1 for each time a reminder is sent to the customer. The field is automatically updated by Maconomy and cannot be changed in this window. The reminder level is calculated on the basis of the contents of the corresponding field on the assigned company-specific customers’ payment information cards. The customer’s current reminder level is therefore the highest among the assigned company-specific customers’ reminder levels.
Date of Last Reminder	This field displays the last reminder date of the current customer. The date in this field is set on the basis of the date in the corresponding field on the assigned company-specific customers’ payment information cards. The customer’s last reminder date is therefore the last of the assigned company-specific customers’ registered reminder dates.

Electronic Collection Island

Field	Description
Selected for Collection	This field shows whether the current customer has been selected for collection. If the field is completed, the customer is either selected or being selected for collection. Collection selections can be created in the window Collection Selection in the Banking module. The field cannot be changed.
No. Entries Selected	This field shows the number of entries that have been selected for collection on the current customer. The number in this field is the collective total of all assigned company-specific customer’s selected entries.

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