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 [Invoicing] tab of their account properties.

• Go to " Sales Ledger Customer File Maintenance Add or Edit Customers".
• Find the customer and click [Edit].
• Click on the [Invoicing] tab.
• At the "Status" field click the dropdown and select the status to apply.
  • To add a new status click [Add].
  • Enter a 3 Character code in capitals e.g. CWO.
  • Enter a Description for the status e.g. Cash With Order.

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 '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 "Background" colour for your status to make them stand out.
  • If this status is for information only click [Done] and [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 [Settings] tab and set the "Override Level" to '9'.
  • Click [Done] and [Accept].
• Select the status to apply to the customer then click [Done] and [Accept].

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 " Reports & Settings Maintenance Options System Administrator Platinum Settings".

• Enter 'Mask' at "Search on" and click [Search].
• Select "Security mask 9" and click [Edit].
• Enter 'Acc Status' and click [OK].
• Click [Done] and [Accept] the changes.

Go to " Reports & Settings Maintenance Options System Administrator Platinum Settings Security & Print configuration"

• Use your down arrow key to move down the screen. If you see an entry for 'SXPGR38' (Account Status) check the "Mask No." has been set to 9 and the "Security" to '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 'GR38' and set the "Mask No." to 9 and "Security" to '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 "Mask No." to '9' but leave "Security" to '0'.
  • Invoicing & Customer Orders - "ST09"
  • Point of Sale - "ST08"
  • Unit Sales Ordering/Invoicing - "VS88"
  • Workshop Jobcard Creation - "WS99"
  • Sales Order Creation - "OP72"
  • Sales Order Invoicing - "SO03"
• Press <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 " Reports & Settings Maintenance Options System Administrator Add or Edit Users".

• Find the user to amend and click [Edit].
• Select the [Security] tab.
• At "Acc Status" set the security level to 8.
• Click [Done] and [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?

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Keywords AND Misspellings

account, status, security, stat, sec, on stop