replacing options: 3911, 3940 · web viewmenu 6940, “pick invoice”, f5 menu 1950, “5” on...

#6640 CUSTOMER CREDIT INQUIRY:

The 6640 Customer Credit Inquiry screen will provide a comprehensive customer credit information. From this menu option, you can see: open invoices, view invoice details (including line items ordered), purchase order history and item details. A few options access Order Details (which is explained in document, #3924-Item Inquiry). Other options may access Order Entry (which is explained in document, #1110-Order Entry). Please refer to those documents for more instructions on those options. Please note that certain items in Customer Credit Inquiry are restricted by authority. You may or may not have access to all of these options. Please get with your local supervisor if you have any questions concerning your Menu Option authority level.

Most of the program options listed below can be accessed in more than one way. For example, Inquiry Inventory by Item Num -Menu Option 3910, can be accessed directly by menu option 3910. It can also be accessed through menu option 3924 and choosing option (5) on the item you want to get inventory information. This document follows the OUTLINE path at the end of this document.

This document is to serve as a guide to options available for this menu option. It will be periodically updated as program changes are made or new features are added. You can access the Navigation short cuts for this document by changing the VIEW at the top of the MSWORD menu bar and click NAVIGATION Pane. There is an Outline of available sub-options at the end of this document.

This document is stored on the BWI Help Desk page. Click the link for further instructions.

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CUSTOMER CREDIT INQUIRY- Main Screen (ARR184/SCREEN1) -Menu 6640From the main screen, you can search for customer# by pressing (F4)-Prompt SLCUSTOMER in the first open field, or simply type the desired customer# and press ENTER.

Prompt (SLCUSTOMER) -Menu 6640, F4On this screen, you can search by customer name, customer number, city/state/ZIP, Bill to account, Sls Man, division or Ship Loc.

Once you have a listing of available customers, you can enter your selection in the far left “option” field. You can choose: (1)-Select, (M)-Master or (C)-Credit (if entering from a menu option other than 6640). By selecting (1), this will transfer the selected customer number back to the main screen to complete the credit inquiry (as shown below). Selecting (M) will take you to the Customer Master Inquiry screen (ARR152/SCREEN1). Please refer to Documentation for Menu Option #6210, Customer Maintenance to access details on this and subsequent customer master options. The (‘C’) option only functions from a menu option other than #6640 since “C” would take you to 6640. The “C” option is accessible from Menu options: 1931, 1932, 6920, 6213, 6211, 6210 as well as many others.



If you select a customer using the lookup and press ENTER, you will see the screen below with “W” notes listed (if any exist in customer maintenance) and the notation that the system is “COMPUTING TOTALS”. Press ENTER to continue. If no pop up box appears (no “W” notes), the Credit Inquiry screen(ARR184/SFLCTL) will automatically appear.

If you enter a customer number, instead of using the lookup, you can choose which opening notes to choose from. The system default for Menu Option 6640 is “W” notes. You can choose: “A”-special ship/delivery instructions with invoices, “D”-discontinued list customer(can buy discontinued inv), “E”-exclude cust from being reported to credit agencies, “K”-Scotts key account, “S”-Pop up note displayed at Order Entry, “W”-Pop up note displayed on 6640 as default, “X”-trading partner number, & “Y”-Syngenta green trust program(Avendra/CCA). If no pop up box appears (because no selected notes exist), the Credit Inquiry screen(ARR184/SFLCTL) will automatically appear. Notes are maintained in Customer File Maintenance. Please refer to Documentation for Menu Option #6210, Customer File Maintenance to access details on this and subsequent options.



Credit Inquiry (ARR184/SFLCTL) Can be accessed by:

1. Menu 66402. Menu 1121, “C”3. Menu 6935, “C”

This is the completed Customer Credit Inquiry screen. This screen is full of credit information concerning the chosen customer. If this is not the correct customer, you do not have to exit this screen. You can simply type the correct customer# in the Active field at the top and press ENTER to get the new customer informaton.

From this screen you can choose: (F2)-Detail ARR108/CTL1 (F4)-Prompt (available on selected fields), (F6)- Ext Credit Prt, (F8)-Crd Pnts CREDIT01 and (F10)-Con A/R CRDSUM

The CRD field, at the bottom right side of the screen, has an (F1) lookup to show exactly what each RED letter stands for in the 24 month credit history displayed. Each single character stands for a month time frame beginning with the most recent month. You can press (F1) to see the translation of each character.



Credit Notes are displayed in WHITE at the bottom of the screen. The “+” field in the lower right hand corner will let you know if there are additional Credit Notes for this customer. Notes are listed by Most Recent first. Use the PAGE DOWN button to scroll through the remaining notes. These are entered by the Credit Department in Menu Option 6610. Please refer to Documentation for Menu Option #6210, Customer File Maintenance to access details on this and subsequent options

A/R Shortcuts While on the 6640 Customer Credit Inquiry screen, you can view A/R shortcuts. Each field with a red “*” beside it, contains a short cut. This option requires special authorization and setup. If you cannot access, please get with your local supervisor concerning your authority level. If you have appropriate authorization, you can double RIGHT click on the data beside the “*” and another screen will pop up with detailed information. Shortcut items are listed below, left side of screen first and then the right side of screen.

1. Net A/R Balance (BWI Credit or Seed Credit) – This displays the current credit limit and seed limit for this customer. If you double RIGHT click on the data beside this field header (either red highlighted box), you will be redirected to BWI Customer Credit Limit Information screen, AGCRDLIST.

BWI Customer Credit Limit Information screen, AGCRDLIST, is shown below. This shows available BWI Credit as well as available Seed Credit. This display is for viewing only. Pressing F12 or F3 will return you to the previous screen.

2. Current/Future – This displays the open, unpaid invoices for this customer. If you double RIGHT click on the data beside this field header (red highlighted box), you will be redirected to the Consolidate Invoice Inquiry screen, CRDINVINQ.



3. A/R Balance – This displays the total A/R balance with unpaid invoices and all current/future orders included for this customer. If you double RIGHT click on the data beside this field header (red highlighted box), you will be redirected to the Customer A/R Aging screen, ARAGEING.

Customer A/R Aging screen, ARAGEING, is shown below. This can give you last payment date and amount as well as a breakdown of open invoice aging. This display is for viewing only.

4. Total Seed Orders – This displays the current total of seed orders for this customer. If you double RIGHT click on the data beside this field header (red highlighted box), you will be redirected to the BWI Customer Credit Limit Information screen, AGCRDLIST.

5. Total Open Orders – This displays the current total of open orders for this customer. If you double RIGHT click on the data beside this field header (red highlighted box), you will be redirected to the Consolidated Order Inquiry screen, CRDSUMINQ or you can access by pressing (F10-Con A/R & F10-Display Orders) from the 6640 screen.



6. Ship To – This displays the default ship to address for this bill to customer. Although this field does not have the “*”, there is a hidden short cut here. If you double RIGHT click on the data below this field header (red highlighted box), you will be redirected to the Ship To Information screen.

Ship To Information screen is shown below. This will list all ship to locations that “roll up” (bill to) this customer. This display is for viewing only. Pressing F12 or F3 will return you to the previous screen.

7. Family – This displays the Family name for this account, if applicable. If you double RIGHT click on the data beside this field header (red highlighted box), you will be redirected to the Family Credit Inquiry screen, CRDSUMF.



The Family Credit Inquiry screen, CRDSUMF, is shown below. This screen shows the other accounts in this billing family. You can see A/R totals for each of the accounts. From here you can choose: (F8) Invoices CRDINVINQ, (F10) Display orders CRDSUMINQ, (F9) A/R Family invoices CRDINVINQF & (F11) A/R Family orders CRDSUMINQF.

A/R Family invoices screen, CRDINVINQF, is shown below. this screen will show all open invoices for the entire Family Group. From here, this screen functions exactly like the CRDINVINQ screen (except more accounts and invoices to choose from). Click on the link to view the options available from that screen.

A/R Family Orders screen, CRDSUMINQF, is shown below. this screen will show all open invoices for the entire Family Group. From here, this screen functions exactly like the CRDSUMINQ screen (except more accounts and invoices to choose from). Click on the link to view the options available from that screen.



8. AUTO – This is a shortcut to the Auto COD Notes screen. If you double RIGHT click on the field header(AUTO) (red highlighted box), you will be redirected to the Auto COD Notes screen.

This displays any Auto COD notes that are on file for this customer. This display is for viewing only. Pressing F12 or F3 will return you to the previous screen.

9. OwnerDt – This displays the date the current owner took over this customer account. If you double RIGHT click on the date beside this field header (red highlighted box), you will be redirected to the Customer Contact Information screen, CSTCONTACT.

The CSTCONTACT screen is shown below. From here you can view, add, change or delete contacts for this customer account.

10. Del Rt – This displays the default delivery route for this customer. If you double RIGHT click on the data beside this field header (red highlighted box), you will be redirected to the Customer Delivery Routes screen, CSTDLROUTE.



This displays the Customer Delivery Routes screen, CSTDLROUTE, for this customer. This screen is for viewing only. You cannot add, change or delete delivery routes from this screen. Those can only be changed in Customer File Maintenace (Menu Option 6210). Please refer to Documentation for Menu Option #6210, Customer File Maintenance to access details on this and subsequent options. When entering from the 6640 screen, your only option is the (F9) View Customer Notes, CSTMNTNOTE.

This displays the Customer Notes screen, CSTMNTNOTE. Notes are maintained in Customer File Maintenance but can be altered here also. You can add, change or delete customer notes from this screen. If you press (F4) while on the TYPE field, you will have a pop up box that explains what types of notes are allowed and their purpose. More details on this option can be seen on the Documentation for Menu Option #6210, Customer File Maintenance.

11. Tax – This will always display “?*-“ on the screen. If you double RIGHT click on the “?*-“ beside this field header (red highlighted box), you will be redirected to the Customer Sales Tax Information screen, CSTTAXEXP.



The Customer Sales Tax Information screen, CSTTAXEXP, is shown below. This is the place where sales tax certificate information should be viewed. This display is a view only screen. No updates can be made on this screen. Please refer to Documentation for Menu Option #6210, Customer File Maintenance to access details on this and subsequent options.

12. Mkt type – This displays the current market type for this customer. If you double RIGHT click on the data beside this field header (red highlighted box), you will be redirected to the Price Plan Sequence screen, PRPLNS.

The Price Plan Sequence screen, PRPLNS, is shown below. This is the place where sales tax certificate information should be viewed. This display is for viewing only. No updates can be made on this screen. Please refer to Documentation for Menu Option #6210, Customer File Maintenance to access details on this and subsequent options.



13. Message – This displays the default message class for this customer. If you double RIGHT click on the data beside this field header (red highlighted box), you will be redirected to the Customer Additional Information pop up screen.

The Customer Additional Information pop up box is much like the initial “W” message pop up box when you entered the 6640 screen. The only difference is this screen shows all available Customer notes stored for this particular customer. This display is for viewing only. Pressing any key will return you to the previous screen.

14. $SalesYTD – This displays the sales YTD amount. If you double RIGHT click on the amount beside this field header (red highlighted box), you will be redirected to the Customer Sales History (or Menu Option 57830) SAR925Q.

The Customer Sales History screen, SAR925Q, is shown below. From this screen, you can print a detail report or a summary report. If you do not wish to print, press (F12) or (F3) to exit.

15. LSTINV – This displays the last invoice date. If you double RIGHT click on the date beside this field (red highlighted area), you will be redirected to the A/R Item Inquiry by Customer screen (or Menu Option 6640 then F2 key) (ARR108/CTL1).



16. PMT – This displays the last payment date. If you double RIGHT click on the date beside this field (red highlighted area), you will be redirected to the Customer Payment History screen, PYMTHST.

Customer Payment History screen, PYMTHST, is shown below. This shows all payments made by the customer. From here you can enter “5” on any given payment to view more details about the selected payment on the Customer Payment Detail screen, PYDTHST.

The Customer Payment Detail screen, PYDTHST, is shown below. This gives you the specifics on the payment made, invoice applied to, check number and date applied for the selected payment. This is a display only screen.



A/R Item Inquiry by Customer (ARR108/CTL1) Can be accessed by:

1. Menu 6640, F2This will take you to the A/R Item Inquiry by Customer screen shown below. This screen will show all invoices for this particular customer. It defaults to show open invoices, but you can also view the closed invoices as well. You can also choose a date range to view the invoices for this customer. Invoice notes will automatically be displayed on screen. From here you can: (F5) -Invoice Inquiry ARR106/CTL1, (F9) -Credit Inquiry (if you accessed this screen from the Credit Inquiry Menu(6640), you will receive a message that says “this option is no longer available, use 6640 or 6645 instead”. This message is meant for people using old options), (F13) -Add Invoice Notes when cursor is on selected invoice, (F20) -Totals Off/On (on screen display to toggle bottom totals).



Customer Invoice Inquiry (ARR106/CTL1) Can be accessed by:

1. Menu 6640, F2, “pick invoice”, F52. Menu 69103. Menu 6940, “pick invoice”, F54. Menu 1950, “5” on particular invoice5. Menu 6640, F10, F8, “5” on a particular invoice

To use this option from A/R Item Inquiry by customer screen, you must first use the mouse to click on the particular invoice you wish to inquire upon (or list INVOICE# in the appropriate field) and then press (F5).

The customer invoice inquiry screen (ARR106/CTL1) now appears. This screen gives details about the chosen invoice. From here you can: (F5)-Order Detail OER120/CTL2, or (F11)-View. Pressing (F11) will toggle the existing screen to show more details about the chosen invoice.



Customer Order Inquiry (OER120/CTL2) – Menu 6640, F2, “pick invoice”, F5, F2Please refer to Documentation for Menu Option #3924, Customer Order Inquiry Detail (OER120/CTL2) to access details on this and subsequent order inquiry options. This can be found on the BWI Help Desk Menu. See last page of this document for details.

Ext Crd Prt - Menu 6640, F6This option will print out (hard copy to printer or PDF to email) a BWI letter of credit for the customer you selected. This option has limited authorization. Please see your office manager for usage. This can be used when the customer requests a credit reference to be send to another facility. You will receive the below screen to choose a printout hard copy or emailed report. If you chose this option by mistake, you can leave these both blank and press ENTER to leave this screen. A sample report is shown below.



Credit Points Inquiry (CREDIT01) - Menu 6640, F8This option will display the credit points calculated for this customer using our points system. It will also show current credit line, AR balance and financial details about this customer. This is a display only screen. Pressing ENTER or F3 will exit this screen.



Consolidated Credit Inquiry (CRDSUM) - Menu 6640, F10This option will display the consolidated credit for the selected customer. It will also show in RED if the customer is still active. From this screen, you can choose: (F8) Invoices CRDINVINQ, or (F10) Display orders (CRDSUMINQ).

Consolidated Invoice Inquiry (CRDINVINQ) – Can be accessed by:

1. Menu 6640, F10, F82. Menu 19323. Menu 6645 (for salesmen)4. Menu 6646 (for sales managers)

This option will display all open invoices sorted by date for the selected customer. From this screen you can choose: (5) Order detail ARR106/CTL1, (X) select/deselect invoice for email (see F9 option), (F6) Print (hard copy), (F8) Email statement ECUSTOMERB, (F9) Email selected invoices EINVSALE, (F10) Change sequence SEQ.



Email Statement (ECUSTOMERB) - Menu 6640, F10, F8, F8This option will email the current statement by email. You can select multiple emails to send this statement for delivery. Once you enter all the emails for delivery, press (ENTER). You will see a last screen showing that the email was sent. Press (ENTER) to return to the previous screen. A sample of the email attachment is shown below.

ECUSTOMERB Printout



Email Multi Invoices in one PDF (EINVSALE) – Can be accessed by:

1. Menu 6640, F10, F8, F92. Menu 6640, F10, F10, F9

Select the invoices you want included in this email with the “X” option and press (ENTER). This option requires special authorization and setup. If you cannot access, please get with your local supervisor concerning your authority level.

This will place a “Y” beside the invoice in the EMAIL column. If you select an invoice by mistake, a second “X” option (and press ENTER) on that same invoice will remove the “Y” email status. Once all requested invoices are selected, press (F9) to send them via email.

You will receive another screen to enter the email addresses (as shown below). You can select multiple emails for delivery of these invoices. Once you enter all the emails for delivery, press (ENTER). You will see a last screen showing that the email was sent. The selected invoices will be sent in one PDF file to the addresses specified. Press (ENTER) to return to the previous screen.



Change Sequence (SEQ) - Menu 6640, F10, F8, F10This option creates a pop up box to choose the display order sequence of the invoices. Select the items in the order you wish to use as sort criteria. You do not have to select them all. Once you make all of your choices, press ENTER. The screen will re-display, sorted in the order you chose.

Consolidated Order Inquiry (CRDSUMINQ) – Can be accessed by:

1. Menu 6640, F10, F102. Menu 1115, “8” on customer# (VMI Customers)3. Menu 1931 4. Menu 6645 (for salesmen)5. Menu 6646, “5” (for sales managers)

This option displays the current open order listing for the selected customer. If you enter this screen from any menu other than 6640, your menu options are limited. If you enter this screen from 6640, you can choose: (2)Retest credit -tests selected open order for credit approval, (5)Display order OER120/CTL2, (6)Credit approval CREDIT, (8)PO Inquiry DS POR141/SCREEN2, (9)Hold Reason, (R)Remove credit approval CREDIT, (7)Change Order OER810/CTL1 , (X)Select/deselect for email (see F9 option below), (M)Maintain Header OER870/DETAIL, (F10)Change sequence CHNGSEQ, (F6)Retest all -tests all open orders for credit approval, (F9)Email selected invoices EINVSALE.



Credit Approval (CREDIT) Can be accessed by:

1. Menu 6640, F10, F10, “6” on particular invoice2. Menu 6640, F10, F10, “R” on particular invoice

This option displays a pop up box for entering the Branch and Corporate authority to approve credit (or remove credit approval) for this customer & order. Enter the required authorization information and press (ENTER).

PO Inquiry (POR141/SCREEN2) –Menu 6640, F10, F10, “8” on a particular invoice Please refer to Documentation for Menu Option #3924, Item Inquiry (POR141/SCREEN2) to access details on this and subsequent item inquiry options. This can be found on the BWI Help Desk Menu. See last page of this document for details.

Change Order (OER810/CTL1) -Menu 6640, Enter, F10, F10, “7” on a particular invoicePlease refer to Documentation for Menu Option #1110, Order Entry (OER810/CTL1) to access details on this and subsequent order entry options. This can be found on the BWI Help Desk Menu. See last page of this document for details.



Sales Order Maintenance (OER870/DETAIL)- Menu 6640, F10, F10, “M” on a particular invoiceThis option displays the bill-to header information for this particular order. From here you can change the PO#, Payment terms, Cancel date or Request date. This is for simple changes to an order’s overall details (not specific line items) without pulling the entire order up in Menu Option 1110-OER810/CTL1. This option is only available to those with specific security priviledges. Please see your immediate supervisor if you have questions about this option. Once you make the desired change(s), press (ENTER) to see the changes and (F5) to update the order. If you need to make changes to the line item details of an order, you must use Menu Option 1110-OER810/CTL1 .

Change Sequence (CHNGSEQ) - Menu 6640, F10, F10, F10This option creates a pop up box to choose the display order sequence of the invoices. Select the items in the order you wish to use as sort criteria. You do not have to select them all. Once you make all of your choices, press ENTER. The screen will re-display, sorted in the order you chose.



OUTLINE OF CREDIT INQUIRY (option #6640):CUSTOMER CREDIT INQUIRY (ARR184/SCREEN1):Insert Customer# & Press ENTER(F4)-PROMPT (only on select fields) (SLCUSTOMER)

(1)-SELECT(M)-MASTER(C)-CREDIT

CREDIT INQUIRY (ARR184/SFLCTL)(* Hidden Shortcuts)

1. Net A/R Balance (BWI Credit or Seed Credit)2. Current/Future 3. A/R Balance 4. Total Seed Orders 5. Total Open Orders 6. Ship To 7. Family

(F8) – Invoices (CRDINVINQ)(F10) – Display orders (CRDSUMINQ)(F9) – A/R Family Invoices (CRDINVINQF)(F11) – A/R Family Orders (CRDSUMINQF)

8. Auto 9. OwnerDt 10. Del Rt 11. Tax 12. Mkt type 13. Message 14. $SalesYTD 15. LSTINV 16. PMT

(F2) -DETAIL (ARR108/CTL1)



(F5) – INVOICE INQUIRY (ARR106/CTL1)(F5) -ORDER DETAIL (OER120/CTL2)

See Documentation for Menu Option 3924 (Item Inquiry) for complete Order Inquiry options and details.

(F11) – View (toggle to expand view)(F9) – Credit Inquiry(F13) - Invoice Notes (display update)(F20) - Totals Off (display update)

(F4) -Prompt (only on select fields)(F6) -Ext Credit Prt -printout(F8) -Crd Pnts (Credit Points Inquiry CREDIT01)(F10) -Con A/R (Consolidated Credit Inquiry CRDSUM)

(F8) Invoices (Consolidated Invoice inquiry CRDINVINQ)(5) Order Detail (Customer Invoice Inquiry ARR106/CTL1)

(F5) -order detail OER120/CTL2See Documentation for Menu Option 3924 (Item Inquiry) for options and details.

(F11) -view (toggle to expand view)(X) select/deselect invoice for email (display update)(F6) Print (hard copy)(F8) Email Stmt (ECUSTOMERB)(F9) Email Selected Invoices (EINVSALE)(F10) Change Sequence (SEQ)

(F10)- Display orders (CRDSUMINQ)(2) Retest credit (display update)(5) Display order (OER120/CTL2)

See Documentation for Menu Option 3924 (Item Inquiry) for options and details.(6) Credit approval (CREDIT)(8) PO Inquiry DS (POR141/SCREEN2)

See Documentation for Menu Option 3924 (Item Inquiry) for options and details.(9) Hold Reason (R) Remove credit approval (CREDIT)(7) Change Order (OER810/CTL1)

See Documentation for Menu Option 1110 (Order Entry) for options and details.(X) Select/deselect for email (display update)(M) Maintain header (OER870/DETAIL)(F10) Change sequence (CHNGSEQ)(F6) Retest all (display update)(F9) Email selected invoices (EINVSALE)



This document, along with other user documentation, will be stored on the Help Desk page. This is accessible by clicking on BWI HELPDESK icon from your desktop screen.

Just click on the appropriate menu option in the PROMOTED ARTICLES section.

And clicking on the DOCX file to view.

To Report Documentation Issues: To report any missing items/options or make any suggestions for this user guide, please email Belinda Richnow. This guide will be updated as need arises or substantial changes made to the program.


mailto:[email protected]?subject=6640%20Documentation

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