View source for Setting up an account status

== Summary ==
Account Status denote the status of a customer or supplier account e.g. NEW - New Customer, STO - On Stop or CRD - Credit Terms Apply etc.

== More Information ==
An account status can be used as a guide to users e.g. CRD to remind them Credit Terms are in place. It can also be used to restrict users from being able to invoice a customer who have exceeded their terms so have been placed On Stop.

The steps in this article refer to applying a status to a customer account but the same principles apply to supplier records.

== Creating and Applying a Status ==
A status can be created and assigned to a customer from the {{Tab|Invoicing}} tab of their account properties.

* Go to {{Menu|{{SL}}|Customer File Maintenance|Add or Edit Customers}}.
* Find the customer and click {{Button|Edit}}.
* Click on the {{Tab|Invoicing}} tab.
* At the {{DataPrompt|Status}} field click the dropdown and select the status to apply.
** To add a new status click {{Button|Add}}.
** Enter a 3 Character code in capitals e.g. CWO.
** Enter a Description for the status e.g. Cash With Order.

{{Tip|text=If you want your staff to refer to someone such as the Accounts department before they go any further, you can add text such as {{DataValue|Speak to Acc Dept}} to the end of the status and this will appear on the warning box that comes up.}}

** You may wish to set the {{DataPrompt|Background}} colour for your status to make them stand out.
** If this status is for information only click {{Button|Done}} and {{Button|Accept}}.
** If this status is to restrict users form being able to process an invoice e.g. STO - Account On Stop, you are advised to click the {{Tab|Settings}} tab and set the {{DataPrompt|Override Level}} to {{DataValue|9}}.
** Click {{Button|Done}} and {{Button|Accept}}.
* Select the status to apply to the customer then click {{Button|Done}} and {{Button|Accept}}.

{{Tip|text=To remove a status from a customer account simply return to this field and blank it out.}}

== Security Settings ==
This section explains how to configure your system to prevent specific users being able to override a status such as STO - Account On Stop.

Go to {{PlatinumSettings}}.
* Enter {{DataValue|Mask}} at {{DataPrompt|Search on}} and click {{Button|Search}}.
* Select {{DataPrompt|Security mask 9}} and click {{Button|Edit}}.
* Enter {{DataValue|Acc Status}} and click {{Button|OK}}.
* Click {{Button|Done}} and {{Button|Accept}} the changes.

Go to {{PlatinumSettings|Security & Print configuration}}
* Use your down arrow key to move down the screen. If you see an entry for {{DataValue|SXPGR38}} (Account Status) check the {{DataPrompt|Mask No.}} has been set to 9 and the {{DataPrompt|Security}} to {{DataValue|9}}.
* If this entry does not already exist when you reach the bottom of the list you will be placed on the left of the screen.
* Enter {{DataValue|GR38}} and set the {{DataPrompt|Mask No.}} to 9 and {{DataPrompt|Security}} to {{DataValue|9}}.

=== Module Settings ===
To prevent users being able to invoice a customer with a high security status set you will need to add the relevant entries into the Security & Print Configuration for the programs you use.

* Following the previous steps, arrow key down the screen to the last row.
* Depending on the modules you use enter the following programs and set their {{DataPrompt|Mask No.}} to {{DataValue|9}} but leave {{DataPrompt|Security}} to {{DataValue|0}}.
** Invoicing & Customer Orders - {{DataPrompt|ST09}}
** Point of Sale - {{DataPrompt|ST08}}
** Unit Sales Ordering/Invoicing - {{DataPrompt|VS88}}
** Workshop Jobcard Creation - {{DataPrompt|WS99}}
** Sales Order Creation - {{DataPrompt|OP72}}
** Sales Order Invoicing - {{DataPrompt|SO03}}
* Press {{KeyPress|ESC}}.

=== User Settings ===
To prevent specific users being able to override the status e.g. to prevent them being able to raise a Unit Order or Parts sale for a customer who has been placed On Stop:

Go to {{UserSettings}}.
* Find the user to amend and click {{Button|Edit}}.
* Select the {{Tab|Security}} tab.
* At {{DataPrompt|Acc Status}} set the security level to 8.
* Click {{Button|Done}} and {{Button|Accept}}.

This settings allows users access to the programs but prevents them being able to override the status message so are unable to continue creating a Unit Sales Order or Parts Sale until the accounts team remove the status from the customer account.

They will also be unable to amend the status field on customer records.

== See also ==
* [[Creating a new customer or supplier]]
* [[Creating a new account analysis code]]
* [[How do I view customers by account status?]]
* [[How do I put a customer on stop?]]

{{KB_Tags|account, status, security, stat, sec, on stop}}
{{KB_PL}}{{KB_SL}}{{ZN_Admin}}