Thursday, June 7, 2007

Customer Maintenance Process

Customer Maintenance Process

Overview

Oracle Receivables lets you enter new and modify existing information about your customers. You can enter multiple addresses for a customer and assign a businesspurpose for each address. You can also define contact people, bank accounts, payment methods, telephone numbers, and relationships for each customer. The system also lets you change a customer’s status from Active to Inactive and specify variable tax information. You can enter as much or as little information about your customers as you want. The only information that is required for a new customer is a customer name, number, and address. If you do not assign a profile class, the system assigns the profile class ‘DEFAULT’ to each new customer you enter.

Pre-requisite
1. Customer Profile Classes have been setup.
2. Tax Codes have been defined.
3. Customer Quick Codes have been defined (i.e., Define Customer Class).
4. Allow Payment of Unrelated Invoices option has been set to NO.

Process Flowchart


Description of Process Steps

Step 1.0 Is this a New Customer?
To avoid entering duplicate customers into Oracle, it is suggested that you first query the Customer Master prior to entering a new Customer. You may perform this query in the Customers > Standard or in the Customers > Customers Summary form.

Step 1.1 Update Customer Information
If this is not a new customer, then you may update the information related tothis existing customer. This information may touch upon all of the steps below, beginning with Step 5.0.

Step 2.0 Enter New Customer Name
Be sure to follow the naming standards when entering names, addresses, etc.
Among the things to consider in naming conventions is Abbreviations etc. Oracle will assign a Customer Number as long as the System Options Automatic Customer Numbering is set to “Yes”. If not, then you will need to assign a Customer Number manually.

Step 3.0 Assign Profile Class
The Profile Class will default in information at the Customer Level related to
Credit Checking, Payment Terms, Receipts, Finance Charges, Statements,
Invoicing, and Dunning Letters. Receivables assigns the profile class ‘DEFAULT’ to new customers, but you can choose any profile class that you have defined. After saving this customer for the first time, you may not change the Profile Class assigned to the customer. However, you may still make changes to the values in the individual fields from what had been defaulted earlier.
Note: The remainder of this process is organized in the order of the alternate regions in the Customer Master. However, you may enter and update this information in any order you choose.

Step 4.0 Enter Classification Information
Various information may be set at the Customer Level in the Customer Master, some of which may be used as defaults on sales order entered in Oracle Order Management.

* Customer can be assigned to a predefined customer ‘Class’ to classify your customer by the type of trade (eg. Government, Hotel, School etc). Please note that this customer ‘Class’ does not cater for analysis purpose (standard reports are NOT available). It is strictly used to capture information only.

* Customer can be assigned to a predefined customer ‘Category’ to classify your customer (eg. InterCo, IntraCo, RelatedCo and NA). Please note that this customer ‘Category’ does not cater for analysis purpose (standard reports are NOT available). It is strictly used to capture information only.

Step 5.0 Enter Marketing Information (Optional)
You may enter marketing-related information in the Customer Master, such as the Number of Employees, the Year Established for the Company, the Current and Next Year’s Revenue, and a Mission Statement.

Step 6.0 Create Address
Oracle Receivables allows you to enter, add, change, or deactivate customer address information. You can enter multiple addresses for each of your customers and specify one or more business purposes for each address (such as Ship-To, Bill- To, Statements, etc.).

Step 6.1 Create Site Usage(s)
Each address must be assigned one or more site usages.
Site usages consist of the following:

Bill To: Send invoices to this address.
Ship To: Send your goods or services to this address.
Statements: Send your customer’s statements to this address.
Dunning: Send your customer’s dunning letters to this address.
Legal: Use this address as the customer’s legal site.
Marketing: Send marketing collateral to this address.

Step 6.2 Assign Site Level Attributes
At the Site level you may enter data specific to the business usage for a customer site. For example, you may enter a Tax Code at the Ship To site level which will override all other default tax information for orders which are shipped to that site. Moreover, it is at the Ship To or Bill To site level where you should enter the default Salesperson.

The following hierarchy is used to determine the order of default values during transaction entry:

* Ship–To address
* Bill–To address
* Information at the customer level

Thus, information that you enter at a customer site level overrides information that you enter at the customer level.

Note:
When you create an invoice for a particular customer, the system will debit a default Trade Debtor GL Account defined in Customer master (Bill-To Address). However, you can override this default Trade Debtor Account to other Debtor Account at invoice entry stage.

Step 6.3 Additional Addresses?
If you have additional addresses to enter for this customer, return to Step 6.0. If all addresses for this customer have been entered, then proceed to Step 7.0.

Step 7.0 Create Contacts (Roles and Telephone Numbers) (Optional)
Before you will be able to select Contacts in various forms throughout the applications, those Contacts must first be set-up in the Customer Master. After entering the Contact, you will be able to enter various information about the Contact including telephone numbers and Contact roles. For a Contact to be used as the default in the invoice and sales order for a particular site, assign that contact to the site, as described in Step 6.2.

Step 8.0 Enter Company Telephone Data (Optional)
This allows for telephone information at the company level (as opposed to the telephones associated with specific Contacts, which was covered in Step 7.0).
Step 9.0 Enter Bank Account Information (Optional)
This allows for the identification of the Banks which will be used by the Customer, including Bank Name and Number, Branch Name and Number, Account Name and Number, and whether or not the Account is the Primary Bank Account. This information is only required if you have automated your transactions with the Customer’s Bank(s).

Step 10.0 Enter Payment Methods (Optional)
This allows for the identification of the Payment Methods which will be used by the Customer, such as Checks and/or Wires, and which of these methods will be the Primary Method of Payment.

Step 11.0 Update Profile: Transactions, Documents, and Amounts (Optional)
The Profile Class assigned to this Customer will default in most of the information found in these alternate regions. While you cannot update the Profile Class at the Customer Header level once it has been saved, you may navigate to any of these screens to update individual pieces of information, including information related to Credit, Payment Terms, Receipts, Statements, Dunning Letters, Finance Charges, Invoicing, and various Rates and Limits.

Step 12.0 Create Relationships (Optional)
Oracle Receivables uses Relationships primarily to allow one customer to pay the bills of another customer. You can create relationships between any customers and indicate that the relationship is either one–way or reciprocal.

When you apply receipts to an invoice in a one–way relationship, the parent customer can apply receipts to the related customer’s invoices, but the related customer’s receipts cannot be applied to the parent customer’s invoices. Reciprocal customer relationships allow customers to pay each other’s debit items and enter invoices against each other’s commitments.

If you want to let any customer pay another customer’s transactions, you do not
have to define relationships for all customers. You can simply set the System Option Allow Payment of Unrelated Invoices to Yes.

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