Changing Customer Statuses

As you add customers to the system, you need a way to distinguish between billing addresses and shipping addresses. You will also want to keep track of prospective customer information, so that when a prospect places an order, you can enter additional information in their record. Use the Customer Maintenance screen to store this information.

When a customer status changes from ship-to to bill-to, you may need to change the status of other customers, vendors, or branches that are linked to that customer record.

To change a customer's status:

From the Files menu, select Customer to display the Customer Maintenance screen.

In the Customer/New field, enter a customer ID to display the customer record.
In the upper right section of the screen, remove the asterisk (*) from any status that no longer applies.
Enter an asterisk next to one or more of the following:

Bill To – See the following table for more information.
Job or Ship To – See the following table for more information.
Prospect – You need the CONVERT.PROSPECT authorization key to change a status of Prospect. When you enter an order or bid for a prospect, the flag is removed from the Prospect field in the customer record, and the Bill To and Job or Ship To fields are automatically flagged.

The following table describes the results of changing a customer's status.

If you...	then...
change a prospect to a customer,	flag the Bill To or Job or Ship To field, or both on the customer record with an asterisk.
change a customer back to a prospect,	ensure the customer has no history, open orders, or open bids, remove the asterisk from the Bill To or Job or Ship To field, and then flag the Prospect field.
change a bill-to and ship-to customer record to a bill-to only	the system displays a list of ship-tos pointing to that bill-to.
change a bill-to and ship-to customer record to a bill-to only, and there is only one ship-to pointing to that bill-to	you cannot remove the last ship-to.
move any A/R records from one ship-to to another, in order to correct the above changes	run the Overnight Maintenance Report (System/ System Programming/ System Maintenance) to locate duplicate entries.

Press Esc to save the settings and exit the screen.