Customer documents such as Contracts, Quotes, Orders, Reservations, Orders, Estimates and Work Orders, allow for two addresses, the Bill To Address and the Ship To Address.
For construction or heavy equipment rental firms, the job number or site number may be put on to the contract or invoice so that the customer can do his internal job costing. At the SITE # prompt, type in the job number, so that it will print on the contract and invoice.
The job/site # can also store special instructions and a P.O. number, so that counter staff does not have to type this in each time.
WHERE THE JOB/SITE # IS USED
Note: A flag in the Additional Information for each customer can be set, forcing the operator to enter a valid site code on each document for that customer, with the exception of Point Of Sale Invoices.
To prompts in the Site file include:
Sites cannot be created for BLANK customer number.
For a Global site, enter * (asterisk) in the Customer#
field.
A window is provided to view and select from existing sites, as outlined in Site Search.
For a new Global Site, use a unique code or prefix the site
number with a letter, because if the customer has the same site
number, the customer site will always take precedent.
e.g. MALL, G1
Note: If any changes are made to the Name, Address, or Phone
number for an existing Site, then when the Site Information
screen is accepted the option is provided to also update matching
'Shipping Information' on any Open documents.
This feature is explained in more detail at the end of the Site
Information page.
This is a mandatory address field if your firm has activated the Texada Mobile service in the Logistics configuration.
A flag in the Required Document Information in the
Company Contract Parameters can be set to
ensure that this Ship To City and also the Site City,
are valid cities registered in City Tax
Codes.
When the Ship To City is mandatory on documents, if there is
a 'Prov' and/or a 'Postal' code associated with the city in the
City Tax Codes table then these
Province/Postal values will default to the Site address when the
city is entered on the address.
Taxable / Nontaxable Invoice Report can
be sorted by Ship To City range. This report is necessary in
the United States if your firm must remit taxes by Ship To
City.
i.e. The city where the equipment was used/sold.
A flag in the Required Document Information in the
Company Contract Parameters can be set to
force the operator to enter a Valid Postal or Zip code as
determined by the format mask in Currency
Codes.
This value defaults from City Tax Codes if
Ship To City is mandatory and the City has a Postal
code defined.
VERTEX Validation
When Vertex tax processing is activated in the Company Taxing Parameters this address of Street,
City, Prov/State, and Postal/Zip is validated against the Vertex
database.
If there is a discrepancy in the address information, a Vertex
error is triggered, and the address must be corrected.
If only a partial address is entered (e.g. no Postal/ZIP ), Vertex
attempts to find the tax area for the information that is supplied,
but if multiple tax areas could apply a Vertex error is triggered,
and more specific address information must be entered.
SITE ADDRESS Validation
When the Site Address validation processing is activated in the
Address Tools the Confirm
Shipping Address window is triggered after the Postal/ZIP is
entered to ensure an accurate shipping address has been captured
and to append the zip+4.
Standard Tax Defaults for Site:
The tax codes default from Customer
Information and if the operator has Security
Role Permissions, the tax codes can be over-typed for this site
as required.
Site tax codes can be left blank, but if a Site tax code is
entered for Tax 1, a Site tax code for Tax 2 should also be
entered.
When BOTH the tax code fields for the Site are left blank, then the
Ship To City tax codes apply.
If there are no tax codes for the city setup in City Tax Codes the customer/division tax codes
apply.
Enhanced Tax Exemptions for Site:
If your firm uses the Enhanced Taxing Method as set in the Company Taxing Parameters then the Tax Exemptions window is provided.
The Print Site Instructions flag in the Divisional Delivery/Pickup Parameters can be set to cause these 2 lines of site instructions to print on all Delivery tickets after the products.
If the Purchase Order changes for every rental, leave this field blank.
When this processing is activated and a Contract, Worksheet,
Reservation, or Rental Quote is entered, the operator will be
prompted for an optional job location and event. If an event code
and location are entered, the document dates default from the event
date range, and all rental products entered on the document are
assigned a flat rate code of "E" for Event.
The flat rate charged is the product's regular rate for the rate
code determined by the Global Job Event "Rental Rate Code"
multiplied by the designated "Factor" for the event.
If the regular product rate structure does NOT include that Rate
code, it uses the Event rate amount from the product rate structure
and the Factor is not applied.
If the regular product rate structure does NOT include either that
Rate code or "E" for Event, then the regular rate processing
applies and Event processing does not apply.
If the document detail dates are changed then the regular rate processing applies unless the rate is over-typed with "E" for Event.
Setup the Job Locations for this site in the window as outlined in Job Locations.
General customer discounts can also be specified in Customer Information.
The site discount can either replace the customer's discount or be
added-to the customer's discount according to the company setting
in the Company Billing Parameters.
Any Loyalty Plan discount over-rides both the customer and site rental discount on the document header.
Note: Contract Customer discounts for a Customer Site can be set by Product Class,
in Contract Customer Discount.
These job site discounts take precedent over other product and
customer discounts on the contract.
General customer discounts can also be specified in Customer Information.
The site discount can either replace the customer's discount or be
added-to the customer's discount according to the company setting
in the Company Billing Parameters.
Note: Any conflicting price discount setup in the "Rental Rates & Pricing" parameters on the Operations tab of Configure System Settings in Price Codes, over-rules the customer discount.
This field is disabled if there is no attachment directory defined in Company Miscellaneous Parameters.
This field is disabled for Global Sites, however a supervisor can still be assigned on a document for a Global Site, in the Document Superintendent Notification Levels window.
Budget amounts per job can be defined in the window for this site as outlined in Estimated Billing.
Job Cost Reporting:
Note: Prorating does not apply to equipment out for less
than one day.
It applies to time out past a day, and also partial days past the
weekly or past the monthly period.
Select one of the following prorate options:
Click Yes to always use the alternate prorating for this site, over-riding any Customer or Product Class prorating.
Click No to never use the any prorating for this
site.
This deactivates the standard Product Class and alternate
prorating.
Check this box if the address for this Site should be used as
the customer's physical address.
This address is respected on reports such as the Customer Lists.
Uncheck this box if this Site is not to be used for the customer's physical address.
Note: Only 1 site per customer can be designated as the customer's physical address.
Enter the Salesman code if this Site has a specific Salesman associated with it or select the Salesman from the drop-down list.
Setting up a Salesman at the Site level provides the ability to
generate the Salesman Commissions Report
by Invoice based on the Site Salesman.
The Site Salesman code has also been added to the Customer Site Report, and to the add new Site
screen triggered from the Customer Job Site
Search window.
Note: The Export/Import Site Delivery - Descartes utility can be used to update this required information in bulk for active sites.
Note: Only documents with name, address, phone information that
exactly matches the original field values in the Site
Information prior to the change, will be updated.
This protects the document shipping information from being changed,
if it had been deliberately over-typed on a document.
Global sites can also be used to track the combined activity of
several customers at one job. This would be the case if one company
has several branches, each with their own Customer Number, but a
site cost total for the customer is required.
(Each branch would have its own customer number ONLY if each branch
was individually responsible for paying its own invoices.)
To identify a Global site, enter an * in the
Customer# field.
Then fill in the job/site number (e.g. MALL), address (e.g. STONE
ROAD MALL) and phone number information.
Leave the fields that do not apply to the general site blank.
Note: When entering a new Global Site, use a unique code in the
Site # field, or prefix the site number with a letter,
because if the customer has the same site number, the customer site
will always take precedent.
e.g. MALL, G1
Customer Sites can always be added "on-the-fly" in the Site
window on any the document header.
The Allow Add Global Sites in Docs flag in the Divisional Miscellaneous Parameters controls whether
new Global Sites to also be created from the document
header.
Set this up as follows:
Note: Several programs show the Ship To Name only, or sort by
Ship to Name.
If SAME is used, instead of the actual customer address, these
inquiries and reports will all read SAME, instead of a useful
name.
ACTIONS:
Additional actions provided by buttons on
the Site Information screen include:
When a site is deleted, an audit record is generated tracking the operator and the date when the site was deleted. This can be viewed in Delete Log for function ARST.
Note: If a Site is deleted, the Contacts setup by Site in the Contact Information window are not deleted as they remain linked as Contacts in the Customer Information.
Create a Global Site from Customer Information:
Before selecting a site record, click the CREATE
button to generate a new Global site from a Customer record, as
outlined in Create Global Site from
Customer#.
Print a List of Sites:
Before selecting a site record, click the REPORT
button to generate a list of sites with addresses, phone numbers
and taxing information as outlined in Customer
Site Report.
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