Enter One-Time Customer Information

Explanation

 This activity is used to enter, modify and view information which is specific to a selected one-time customer. This activity can be performed after an invoice for a one-time customer has been entered or loaded.  You can reuse previously created one-time specific information if the same address is needed a second time, e.g. for a credit invoice or a difference item.

Prerequisites

 In order to perform this activity:

• A customer with the One-Time Customer check box selected in the General tab of the Customer window should exist.
• An invoice or a new difference item should have been entered for a the one-time customer.
• The Used in Application check box should be selected in the ISO Code Usage| Country Code tab for the country specified in the address of the one-time customer.
• The payment method should have been entered in the Payment tab of the Customer window as a possible payment method for the one-time customer.

System Effects

As a result of this activity:

• An address ID with the name and address information is created or updated for the one-time customer.
• The address ID connected to the invoice as the invoice and delivery address will be printed on documents sent to the one-time customer (e.g. instant invoice, reminder, payment advice, difference notice, statement of account and balance confirmation). The customer name specified will also be printed in the invoices.
• The entered/modified tax information is stored as document tax information of the address ID and printed in the invoice. It will be fetched to the tax ledger and used for tax reporting.
• The entered/modified communication information (i.e. the name of the AR customer contact, communication method and address, and output media) is updated to the customer communication information and used in the correspondence with this one-time address.
• The entered/modified payment method is used as the payment method for all the installments of the invoice.
• The address ID is connected as payment address ID to all installments of the invoice (except for manual payment methods).
• The entered/modified electronic payment address information is saved as a new electronic payment address of the one-time customer for the payment method used.
• The information created in this activity can be viewed and modified in the One-Time Specific Information dialog box as well as in Address, Comm Method and Payment tabs of the Customer window.

Windows

Instant Invoice
Manual Customer Invoice
Customer Analysis
Customer Payment Proposals
External Customer Invoices

Related Window Descriptions

Instant Invoice
Manual Customer Invoice
Customer Analysis
Customer Payment Proposals
Customer Payment Proposal Details
One-Time Specific Information
External Customer Invoices
External One-Time Customer Specific Information
 

Procedure

To enter new one-time specific information for a new invoice at invoice entry:

1. Open the Instant Invoice window or the Manual Customer Invoice window and create a new record.
2. Enter the ID of a one-time customer in the Customer ID field. The List of Values can be used to select the customer ID.
3. Enter the required information for the invoice. Note: You cannot enter payment method and payment address ID for a one-time customer invoice in the Instant Invoice, Manual Customer Invoice or the Installment Plan and Discount window.
4. Save the information. The One-Time Specific Information dialog box will open.
5. Enter the name of the one-time customer to whom the invoice belongs in the Customer Name field.
6. Enter values in the  Address 1, Address 2, Zip Code, City, County and State fields in order to specify the address.
7. Select a value for the Country field.
8. Enter a value in the Tax ID Type field if you want to enter document tax information when tax ID types are defined for the country in the customer address. The List of Values can be used to select the required tax ID type.
9. In the Tax ID Number field, enter the tax ID number of the one time customer.
10. If the tax ID number is an existing tax number, the system date will appear in the Validated Date field. If not, an error message will appear. Note: Only EU tax numbers can be validated.
11. Click Save. The next numeric address ID of the customer will automatically appear in the Address ID field. Note: If the default payment method of the customer is a document payment method, it is updated to the installments with the one time address ID as the document payment address ID. If the default payment method of the customer is not a document payment method and the payment terms ID used for the invoice has a payment method assigned to it, that payment method should be already updated to the invoice and to the installments when the invoice was saved. To modify the default values fetched from the payment terms, the payment terms in one-time specific information should be modified.
12. To enter the AR customer contact and payment information, click the Payment Information tab.
13. Enter the name of the customer contact person or department in the Name field of the AR Customer Contact group box.
14. Select the appropriate communication method for the Comm. Method field. If E-Mail or Mail to Fax output media is used to communicate with this one-time address, it is required to select the corresponding communication method.
15. Enter the address (e.g. the e-mail address or the fax number) for the selected communication method in the Value field.
16. Select a value for the Output Media field to specify which output medium should be used to send documents to the one-time address. Note that E-Mail or Mail to Fax can be selected only when the same value is selected as the communication method.
17. Modify the value in the Payment Method field if required. The List of Values can be used to select the required payment method.  The one-time address ID will automatically appear in the Payment Address ID field
18. If an electronic payment method was selected, enter the electronic payment address information (e.g. IBAN) in the electronic payment address fields.  The fields are presented as defined in the client mapping of the payment format.
19. Click OK to save the information and to return to the Instant Invoice window or the Manual Customer Invoice window.

To connect existing one-time specific information to a new invoice at invoice entry using the One-Time Specific Information dialog box:

1. Open the Instant Invoice window or the Manual Customer Invoice window and create a new record.
2. Enter the customer ID of a one-time customer in the Customer ID field. The List of Values can be used to select the customer ID.
3. Enter the required information for the invoice. Note: You cannot enter payment method and payment address ID for a one-time customer invoice in the Instant Invoice, Manual Customer Invoice or Installment Plan and Discount window.
4. Save the information. The One-Time Specific Information dialog box will open.
5. Click List in the Customer Name field. The list of address IDs of the one-time customer will appear.
6. Select the address ID which you want to connect to the invoice. Customer name, address and tax information as well as AR customer contact information of the selected one-time address ID will be fetched into the One-Time Specific Information dialog box.
7. Save the information. The address ID with all information will be connected to the invoice as the invoice address ID, delivery address ID, and one-time address ID.
8. Click on the Payment Information tab. AR customer contact information will be displayed.
9. Modify the value in the Payment Method field if required. The List of Values can be used to select the required payment method. The one-time address ID will automatically appear in the Payment Address ID field (except for manual payment methods without payment addresses).
10. If an electronic payment method was selected and the electronic payment address ID does not yet exist, enter the electronic payment address information (e.g. IBAN) in the electronic payment address fields. The fields are presented as defined in the client mapping of the payment format.
11. Click OK to save the information and to return to the Instant Invoice window or the Manual Customer Invoice window.

To connect an existing one-time address ID and communication information to a new invoice at instant invoice entry using invoice address ID:

1. Open the Instant Invoice window and create a new record.
2. Enter the customer ID of a one-time customer in the Customer ID field. The List of Values can be used to select the customer ID.
3. Select the one-time address ID you want to connect to this invoice from the list in the Inv Address field. Note: For one-time customers, the invoice address ID is automatically used as delivery address ID and vice versa.
4. Enter all information which is needed for the invoice. Note: You cannot enter payment method and payment address ID for a one-time customer invoice in the Instant Invoice, Manual Customer Invoice or Installment Plan and Discount window.
5. Save the information. The One-Time Specific Information dialog box will open and one-time specific information (name, address, tax information, AR customer contact info) of the selected invoice address ID (i.e. one-time address ID) will be displayed.
6. Click the Payment Information tab if you want to connect a payment method and payment address ID to this invoice, or click Cancel to close the dialog box and to return to the  Instant Invoice window.

To modify existing one-time specific information in the invoice entry windows:

1. Open the Instant Invoice window or the Manual Customer Invoice window and search for an invoice of a one-time customer. 
2. Right-click and click One-Time Specific Information to open the One-Time Specific Information dialog box.
3. Modify the customer name, address or tax information. Save the information. The existing address ID will be updated with the new information.
4. Click the Payment Information tab if you want to modify AR customer contact or payment information, or click Cancel to close the dialog box and to return to the invoice entry window. 
5. In the Payment Information tab, modify AR customer contact information in Name, Comm. Method and Value fields.
6. Save the information. A new communication ID will be created and connected to the one-time address ID.
7. To modify output media, select the new value for the Output Media field and save. The new output medium will be updated to the one-time address of this customer.
8. Modify the payment method which should be used for this invoice in the Payment Method field, or select a payment method from the List. The address ID will automatically appear in the Payment Address ID field (except for manual payment methods without payment addresses). 
9. If an electronic payment method was selected and the electronic payment address ID does not yet exist, enter the electronic payment address information (e.g. IBAN) in the electronic payment address fields. The fields are presented as defined in the client mapping of the payment format.
10. Click OK to save the information and to return to the Instant Invoice window or the Manual Customer Invoice window.

To modify existing one-time specific information from the Customer Analysis window:

1. Open the Customer Analysis window and search for a one-time customer with invoices.
2. Select the Auto Populate check box if you want  to automatically populate the window. If not, search for one or more specific ledger items.
3. Select the invoice or difference item for which you want to view or modify one-time specific information. Note: One-time specific information can only be connected to invoices, not to payments on account.
4. Right-click and click One-Time Specific Information to open the One-Time Specific Information dialog box.
5. Modify the customer name, address or tax information. Save the information. The existing address ID will be updated with the new information.
6. Click the Payment Information tab if you want to modify the AR customer contact or payment information, or click Cancel to close the dialog box and to return to the Customer Analysis window.
7. Modify AR customer contact information in the Name, Comm. Method and Value fields. Save the information. A new communication ID will be created and connected to the one-time address.
8. To modify output media, select the new value for the Output Media field and save. The new output medium will be updated to the one-time address of this customer.
9. Modify the payment method which shall be used for this invoice in the Payment Method field, or select a payment method from the List. The address ID will automatically appear in the Payment Address ID field (except for manual payment methods without payment addresses). 
10. If an electronic payment method was selected and the electronic payment address ID does not yet exist, enter the electronic payment address information (e.g. IBAN) in the electronic payment address fields. The fields are presented as defined in the client mapping of the payment format.
11. Click OK to save the information and to return to the Customer Analysis window.

To modify existing one-time specific information in the Customer Payment Proposal Details window:

1. Open the Customer Payment Proposals window and populate.
2. Select the proposal you want to modify, right-click and then click Details to open the Customer Payment Proposal Details window.
3. Select an item with an invoice of a one-time customer, or create a new record with an open invoice of a one-time customer and save it as a new item. (Note: One-time specific information can only be connected to invoices, not to payments on account.)
4. Right-click on the item and then click One-Time Specific Information to open the One-Time Specific Information dialog box.
5. Modify the customer name, address or tax information as appropriate and save. The existing address ID will be updated with the new information.
6. Click the Payment Information tab if you want to modify AR customer contact or payment information. If not, click Cancel to close the dialog box.
7. Modify AR customer contact information in the Name, Comm. Method and Value fields and save. A new communication ID will be created and connected to the one-time address.
8. To modify output media, select the new value for the Output Media field and save. The new output medium will be updated to the one-time address of this customer.
9. Modify the payment method which shall be used for this invoice in the Payment Method field, or select a payment method from the List. The address ID will automatically appear in the Payment Address ID field (except for payment methods without payment addresses like manual payment methods).
10. If an electronic payment method was selected and the electronic payment address ID does not yet exist, enter the electronic payment address information (e.g. IBAN) in the electronic payment address fields. The fields are presented as defined in the client mapping of the payment format.
11. Click OK to save the information and to return to the Customer Payment Proposal Details window. The modified payment method and payment address ID will automatically be updated to the payment proposal item. 

To enter or modify one-time specific information after loading an external customer invoice:

1. Open the External Customer Invoices window and populate or search for a one-time customer invoice which is not yet in Created status.
2. Select the one-time customer invoice, right-click and click One-Time Specific Information to open the External One-Time Customer Specific Information window.
3. Enter or modify the customer specific information for this invoice. Note that at least the name, city and the country should be specified in order to create a new one-time address ID when the external invoice is created.
4. Enter or modify the value for the Tax ID Number field. The List of Values can be used to select the required tax ID number.
5. Modify other fields if required.
6. Enter or modify the name of the customer contact person or department in the AR Contact Name field, select the appropriate communication method for the AR Comm. Method field, and enter the corresponding contact address (e.g. an email address, a mobile number) in the AP Contact Value field. The communication method should correspond to the selected Output Media. If the output media is E-Mail, the communication method also should be E-Mail.)
7. If an electronic payment method is connected to the invoice, electronic payment address information (e.g. IBAN)should be entered in the electronic payment address fields . Note: The payment address ID will automatically be created for one-time customer invoices with a connected payment method. A payment address ID loaded or entered in the invoice header will be ignored.
8. Save the information and return to the External Customer Invoices window.

Note: It is possible to enter and modify one-time specific information after the invoice is created using the One-Time Specific Information dialog box either in the Manual Customer Invoice window and in the Customer Analysis window.