Customer Record Center
Menu Path: Choose Billing & Receipts, then choose Miscellaneous Billing, then choose Customers. Select Customer Information.
The Customer Record Center is where you find, add, and update general customer account information, including services provided to each customer. You can also access a specific customer record, process an invoice, print a statement, and record certain financial transactions.
Menu Path
From the Billing & Receipts menu, select Miscellaneous Billing. From the Customers menu, select Customer Information.
There is a bar with three interaction lists:
Details
Links
Tools
Additional common actions appear in the action bar.
Details
The following options display on the Details menu after you run a search for records:
Option | Description |
|---|---|
Addresses | Display and update the customer's service addresses based on your security level. |
Customer Information | Display the customer record, including general and setup information. |
Entity Link | Displays information about any entity associated with the location, including records from other applications where that entity is present. |
Location Link | Displays the information about the customer service address including property, owner, map/lot, and sale assessment information. It also displays records from other applications that are linked to the selected location. |
Map All Locations | Links you to the mapping solution used by your organization if your browser is set up to display all locations returned in the search results list. |
Services | Display and update the customer's service records based on your security level. |
Supplemental Fields | Displays the Supplemental Fields page where you can enter additional information about the customer based on your setup of supplemental fields. |
View Billing Summary | Display a customer billing summary for the year including current and delinquent billing, write-offs, and year-to-date charges and payments. |
View Customer History | Display a summary list of the customer financial history including the invoice date, service, and amount. Select a summary listing to view its detail. |
View Map | Launches the default mapping application or the application you have set in your User Preferences. |
View Open Items | Display a list of the customer unpaid invoices including the invoice date, service, and amount. Select an open invoice to display its detail. |
View Receipts | Display a list of the customer receipts including the transaction date, service, and amount. Select a receipt summary to view its detail. |
Actions
The following options appear on the action bar after you run a search for records:
Option | Description |
|---|---|
Online Invoice | Displays the Online Invoices page where you can add an invoice and generate a summary list of the customer online invoices. Select a summary listing to view its detail. |
Recurrent Invoice | Displays the Recurrent Invoices page where you can add, remove, and update recurrent invoices and generate a recurrent invoice report for the customer. |
Print Statement | Displays the Print Statements page where you can print a statement for the selected customer or for all customers in the results list who have open balances. |
Payment Adjustment | Displays the Payment Receipt Listing page where you can add a payment adjustment for the customer and view their receipts. |
Write Off | Displays the Write Offs page where you can view and adjust write-offs and generate a write-off report. |
Apply Credit | Displays the Applied Credits page where you can apply a credit to a customer account. |
General | Displays the Change Customer page with the General tab selected. |
Setup | Displays the Change Customer page with the Setup tab selected. |
Add a Customer
You can add customer records into the Miscellaneous Billing system. Many of the values on a customer record default from data set up in your Customer Defaults record.
The Default Service Address section contains the same type of information as the billing address, but may differ if the bill is sent to an address other than the address where services are rendered. A customer record must have at least one service address.
Click Add New.
Complete the customer information fields. For details, refer to the Fields and Descriptions section of this page.
Complete the General tab, which contains the Billing Address and Default Service Address information.
Click the Setup tab. Enter the fields for the Setup, Statement, and Other sections. Values that default to these fields are those defined in your Customer Defaults record. You can change defaults on each customer record.
If your organization has supplemental fields that are required during the entry of a customer record, click Details, then select Supplemental Fields.
Click OK.
Update Customer Information
Enter criteria identifying the records to list, then click Search. To run an advanced search, click Advanced Search.
Select the desired record, and then click OK to display the Change Customer page.
Update the fields as needed.
Click OK.
Delete a Customer
Enter criteria identifying the records to list, then click Search. To run an advanced search, click Advanced Search.
Select the desired record, then click Delete.
Click Yes.
Generate Customer Information Reports
Enter criteria identifying the records to list, then click Search. To run an advanced search, click Advanced Search.
Click Print.
Specify how you want to generate the report, then click OK. The report's default file name is mrcstlst.prt.
Print Invoices
Enter criteria identifying the records to list, then click Search. To run an advanced search, click Advanced Search.
Select the desired record, then click Details on the action bar
Select View Open Items.
Click Print Invoice on the action bar.
If applicable, select the Invoice Message.
Select or clear Include Customer Message and Print Duplicate, as desired.
Select an option to print or email invoices:
P - Print
E - Email
B - Both
If you use Forms Manager, select the desired form. Options depend on use of Forms Manager and if Forms Manager Defaults are assigned.
Click OK.
Specify how you want to generate the report, then click OK. The default file name is invoices.rpt.
Print Statements
Enter criteria identifying the records to list, then click Find. To run an advanced search, click Advanced.
Select the desired record, then click Actions on the Action Bar
Select Print Statement.
Choose one of the following:
Selected Customer Only
All Displayed Customers
Select Print Dunning Messages if you want to include the dunning messages.
Change the Statement Date if needed. Otherwise, leave the default system date.
Select an option to print or email statements:
P - Print
E - Email
B - Both
If you use Forms Manager, select the desired form. Options depend on use of Forms Manager and if Forms Manager Defaults are assigned.
Click OK.
Specify how you want to generate the report, then click OK. The default file name is statements.rpt.
Fields and Descriptions
Add New or Change Customer Page Header
Field | Description |
|---|---|
Customer Number | Unique number identifying a customer. Your system administrator has determined how the system will assign numbers. If you cannot access the Customer Number field, the system is set up to assign numbers sequentially for customer records. |
Status | Select:
|
Name | A customer name is selected from an entity record in your system. If needed, click Lookup to display the Entity Search window and look up a customer name. Click the Name button to display the Edit Entity page if you need to change information about the entity record. |
Name 2 | Additional line for customer name if applicable. |
Use Default | Option to use the default information, such as address, phone number, and email, from the customer entity record. |
Sort | Sort name to order reports by. |
FIN | Federal identification number. |
PIN | Personal identification number. |
General
Field | Description |
|---|---|
Billing Address | Enter the billing address and contact information. |
Default Service Address | Enter information for a default service address. |
Setup
The Setup section defines the customer's invoicing setup, including the customer type, payment terms, tax, and dunning messages.
Field | Description |
|---|---|
Customer Type | Selection of codes to identify the customer type. These codes are set up in the Customer Types reference table. |
Sales Tax Code | Selection of codes identifying the sales tax for the customer. These codes are set up in the Tax Codes reference table. For details, refer to Tax Codes. |
Pay Terms | Select:
|
Dunning | Selection of dunning codes for messages to be printed on the invoices. For details on setting up these messages, refer to Dunning Messages. |
Statement Section
This section determines whether the customer receives statements and if so, the type of statement.
Field | Description |
|---|---|
Type | Select:
|
Other Section
The Other section defines miscellaneous information, such as the billing cycle, standard invoice message, cash register receipt message, and vendor number.
Field | Description |
|---|---|
Billing Cycle | One-character code identifying the customer as part of a particular billing group. |
Invoice Message | The message that will print on this customer's invoices. The message can be removed or replaced. The limit is 40 characters. |
Receipt Message | The receipt message will display in the Online Entry window for the customer, but the message can be removed or replaced. |
Vendor Number | The Vendor Number field will be greyed out unless a refund is done on the customer account in your Fund Accounting system. |