Monthly Archives: May 2012

Password Protecting Order Entry Access for a Customer Account

Occasionally, you may want to limit Order Entry access to a particular customer account. Perhaps a very limited number of people should have the ability to enter orders for the account. You can password protect Order Entry access by adding a “Password” codes record. From the main CODIS menu, go to System Utilities.

From the System Utilities menu, go to Edit Codes File Records.

At the Code type > prompt, enter PASSWORD <enter>.

Type “A” <enter> to add a new codes record.

Add a record similar to the one in the following screen shot. Always enter “CUSACT” in the “Program name” field. Enter the account number of the account you want to limit access to in the “Password” field (I know, it’s not logical but do it anyway). Enter the password you want to use in the “Reference 1” field. Leave all other fields blank.

Order Entry access is now password protected for the account defined above.

Forcing Customer Number Entry in Product Stock Inquiry

When in Product Stock Inquiry, 10/10/10 from the main CODIS menu, you can force the entry of a customer number before prompting for a part number. This helps prevent giving a customer the wrong cost of an item. More over it helps prevent giving a customer price and availability of an item that they may not be allowed to purchase due to territorial restrictions. To force customer number prompting in Product Stock Inquiry from the Order Entry Functions menu, set field 60 to “Yes” in the Client Options codes record. This can ONLY be done by a user with System Utilities access.

Once the Client Options codes record has been modified Product Stock Inquiry will automatically prompt for a customer number BEFORE prompting for a part number. If you need to bypass entering a customer number you can type a period or backslash at the customer prompt and proceed to part number prompting.

Adding Multiple Customer Freight Accounts

When a customer has their own freight account with a carrier and wants you to bill his freight account instead of billing shipping charges on the invoice then you can define the customer’s freight account in the Customer file Maintenance program by flagging the customer as having a “Special shipping acct#”, screen #2, line #14. The program will prompt for you to enter the account number.

Often the customer will have multiple freight accounts with various carriers, I.e. UPS, FEDEX, and possibly various truck lines. You can define these additional customer freight accounts by associating the customer’s freight account with the ship-via code. Field 48 in the ship-via code allows for a 2 character code. You might choose to assign all UPS ship-via method (Ground, 2nd Day Air, Next Day Air, etc.) with a code of “UP”.

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Add a ‘GS’ (general string) , codes record to associate the ship-via method with the customer’s freight account as indicated in the following screen shot. The code key (value of field 2) is constructed by adding “3RD_” plus the two character value in field 48 of the ship-via codes record (UP in the example of a UPS ship-via method) plus “_” and the customer number for a resulting code key of 3RD_UP_102691 (whereas 102691 is the customer being defined). The value in field 3 (general string data) is customer 102691 UPS freight account number.

Once the additional customer freight account ‘GS’ codes records are defined and an order is being processed, the respective freight account number will be passed to the manifest system for processing with the carrier being used for the shipment.