Difference between revisions of "Address Book Setup Guide"

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The following rule maintenance records control options and settings for the Organization and Contact applications directly.  There are several other rule maintenance records that are required for integrating Address Book with Order Entry, Task Management and Time Billing, Shipping, and others.  Setup for the other rule maintenance records is covered in their respective guides.  
 
The following rule maintenance records control options and settings for the Organization and Contact applications directly.  There are several other rule maintenance records that are required for integrating Address Book with Order Entry, Task Management and Time Billing, Shipping, and others.  Setup for the other rule maintenance records is covered in their respective guides.  
  
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===Organization Attributes  (ATT_ENT)===
  
 +
This rule controls the attributes available for Organizations.
  
 +
*The common, system-required attributes should all exist in the MASTER CID rule
 +
*Custom attributes and UDF forms can be added as needed
 +
*Use the ‘Import Prg’ (LOG3) option for any attributes that should be assignable during import
  
  
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===Contact Attributes  (ATT_CON)===  
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*Customers with multiple state tax responsibilities should be encouraged to subscribe to our tax update service.
 
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*The service requires a contract agreement, and there are two subscription levels
 
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**Per State Subscription – A monthly flat dollar amount charged per state requested
 
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**All States Subscription – An all-inclusive monthly charge that covers updates for all states
 
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*See your manager for current pricing
 
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==County/Zip Code Data Setup Process==
 
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===Locate the Current Zip Code Data File===
 
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*First, locate a current copy of the ‘ZIP IMPORT MASTER.XLS’ file and save it somewhere in the RDP folder structure where Adjutant can find it.  The current file can be found in the Implementation Files folder on the FTP site.
 
 
   
 
   
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This rule controls the attributes available for Contact records.
  
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===Process the Zip Code Data Import===
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*The common, system-required attributes should all exist in the MASTER CID rule
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*Customize the default RFQTYPE and SOTYPE rule details for each customer
  
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http://www.abiscorp.com/adjwiki/rule-att_con.ashx
  
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*From the County/Zip Code Maintenance (COUNTYMAINT) screen, click the ‘Imp’ort button and follow the prompts. The import is a complete delete and replace process, so make sure you have the latest, correct data before proceeding.
 
  
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[[File:ZIPIMPORT.png]]
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===Contact Phone Type Codes  (PHONECODE)===
  
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*You will be prompted to locate and select the ZIP IMPORT MASTER.XLS source file. Once you have verified the correct file, select ‘Yes’ to proceed with deleting the previous data (if any) and importing the new data.
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This rule controls the available phone type labels in the contact record. The order and default flags control which labels are set as the first four default phone types.
  
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[[File:ZIPIMPORT2.png]]
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*The default rule values in the MASTER CID rule are generally acceptable
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*The process can take several minutes, depending on the server resources.  Adjutant will display the zip codes being imported in the top right corner. If you click out of Adjutant, or interrupt the process, this status display may not update. 
 
  
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*If something interferes with the status display, wait for 5 minutes and confirm whether it completes normally. You should see the following message when it completes normally.
 
  
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[[File:ZIPIMPORT3.png]]
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===Customer Business Type (BUSTYPE)===
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*If there are any issues, it is generally safe to retry the same process again.
 
  
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*Once the process is complete, you will be able to see county and zip code details in the lower grid area of the screen.  
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This rule allows users to specify business types they wish to track for credit reporting.  The Business Type drop-down is in the BillTo record. Business Type may be available for custom reporting.  
  
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*Business Type is not widely used.
  
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Note – The imported data is stored in the ZIPMBMA table.
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===Customer Class  (CUSTCLASS)===
  
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This rule allows users to specify different customer classes for organization reporting.  Customer Class is optional and may be used for specifying customer specific information to print on some forms or for custom reporting. 
  
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*Customer Class is not widely used.
  
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===County/Zip Maintenance Final Steps===
 
  
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===Customer Territory Codes  (TERR)===
  
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*If Organization records were added prior to the county/zip code data import, you should run the ‘Update Blank County Records’ (UPDATECOUNTY) which will update any empty County values in the ENT table. There is no screen, it just launches a process, shown below.
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This rule controls the valid sales territories used for certain sales reports.  
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[[File:BLANKCOUNTIES.png]]
 
  
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*Optional setup, mainly used for customers with specialized sales teams, or a need to report on customers by territory
  
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==Sales Tax Data Setup Process==
 
  
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===Sales Tax Setup – Rule Maintenance===
 
  
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==Add or Import Employee Contact Records==
  
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*Review and update the Tax Table Import Path (TAXPATH) rule.
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For smaller customers with a few employees, it may be simpler to add the employee contact records manually.
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**This rule controls the default path in the Tax File Import (TAXIMPORT) screen.  The default file location can be overridden when performing the import. Set this rule to the ‘taxfiles’ folder in the customer’s Adjutant folder. This is the correct default location for customers that subscribe to tax updates.  
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For larger customers with many employees, get an employee list with job title, and all contact information and create a contact import file.
  
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Use the '''CONTACTIMPORT TEMPLATE FILE.XLS'''''Italic text'' template and gather the following details for each employee:
  
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*Review and update the States – Sales Tax (STATE) rule.
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*Full Name (First, Middle, Last)
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**The NEXUS flag should be checked for all states where the CID company needs to calculate and collect sales tax. The NEXUS flag should be cleared for all other states.
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*Job Title/Role
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***States with NEXUS=N can be skipped during the Tax File Import process, which can greatly speed up the process, as well as save database space.
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*Salutation (optional)
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***States with NEXUS=N will not limit the Tax Table options on Ship To records in that state to either EXEMPT-ST or NONEXUS-ST (where ST is the state code).
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*Phone numbers 1 through 4 (it is not required to have 4 numbers per employee)
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**The Tax Freight flag works with the TAXFREIGHTSTATE Setup Option to control which states calculate sales tax on freight-type items.
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*Email Address 1 and 2 (email address 2 is optional, but can be reported on, or used as a reference)
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**The GL Account field can be used to specify the sales tax account by state for customers that want to route accounting to separate accounts per state.
 
  
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===Locate the Most Current Complete+ Tax File===
 
  
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===Assign Additional Attributes as Needed===
  
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*All customers should be using the ‘AS_Complete+’ file format.  The tax files for the current year can be found on the FTP site in the Tax Files folder.  Each current year tax file will have a folder named ‘AS-completeplus_YYMM’. Look inside the folder for the most current month and copy the ‘AS_Complete+_YYMM.TXT’ file to the RDP you are setting up.
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Account Managers, Salespersons, and Buyers must be set up, at a minimum, if customer is using Order Entry and Purchase Orders.
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**Tax files for the upcoming month are generally available after the 25th of the previous month. If you are setting up a new customer toward the end of the month, try to use the next month’s file.
 
  
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*Resource (any customer can benefit from tracking Supervisor, hire dates, and work schedule details, even if they aren’t using tasks)
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*Note Owner (allows notes to be assigned to users for follow-up)
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*'''Account Manager''' (defines the employee as an Acct Mgr for Quotes, Sales Orders, and Projects)
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*'''Salesperson''' (defines the employee as a Salesperson for Quotes, Sales Orders, and Projects)
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*'''Buyer''' (defines the employee as a Buyer for Purchasing)
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*Project Manager (defines the employee as a Project Mgr for Projects)
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*Project Extra 1,2,3 (these labels are usually redefined per customer, sets the employee as these roles for Projects)
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*Contract Manager (defines the employee as the internal contact for Contract Master)
  
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===Process the Complete+ File===
 
  
  
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*Open the Tax File Import (TAXIMPORT) screen and confirm that the desired Complete+ file is in the target directory. 
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==Prepare for Data Imports==
  
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*Set the Effective Date to an appropriate date (generally the first of the month for the month you are performing setup).
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The following rule maintenance records control how other applications integrate with Address Book.  Setup for the following rules should be covered in their respective applications.  However, in order to import many of these details into Organization records correctly, the corresponding rules must be set up first with valid details and default settings.
  
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*The ‘Diff File’ checkbox will process the target file as a difference update to just the tables that have changed (rather than a complete tax file update). 
 
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**New customer installations should ALWAYS process a full file (not a Diff File).
 
  
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*The ‘Skip No-NEXUS States' checkbox will skip processing data from the file for any state that does not have the NEXUS box checked in the STATE rule.
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===Terms of Payment Codes  (TERMS)===
  
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*Once you have confirmed that all settings are correct, and the correct file(s) is in place, click Import.
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The TERMS rule is used for Accounts Receivable (BillTo) and Accounts Payable (RemitTo).  
  
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[[File:TAXIMPORT1.png]]
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===Customer Comment Codes (CUSTCOMM)===
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*For a complete file (first-time) update, the process can take anywhere from half an hour to well over an hour depending on server resources.  Be prepared to let the process run to completion.  Your session will be unavailable while the process runs. You will see progress bars update as it processes.
 
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[[File:TAXIMPORT2.png]]
 
  
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*As soon as the import completes, you should see an ‘Import Complete’ pop-up message. Hit OK.
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The CUSTCOMM rule defines pre-set comments that can be used in Order Entry and AR Invoice Master. A default customer comment can be set in the BillTo attribute.  
  
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[[File:TAXIMPORT3.png]]
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===Customer Transaction Codes (CUSTCAT)===
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*You will be asked if you want to print the ‘Tax Table Import Report’. This does not need to be printed, but can be saved as a PDF for documentation.
 
  
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[[File:TAXIMPORT4.png]]
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The CUSTCAT rule controls G/L Transaction Categories. A DEF category must exist, but additional codes can be added if the customer’s accounting schema requires it.  
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*As soon as you answer this pop-up, another screen should pop up to process the tax table swap process. This process takes the imported data and makes it the live tax file. Hit Update. This process usually only takes a second or two.
 
  
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[[File:TAXIMPORT5.png]]
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===Customer Price Groups (ENTGRP)===
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*Once the file has been swapped, close that screen and the New/Omitted Tax Tables Report should be displayed if you asked to print the Tax Table Import Report. Print or save this report if needed.
 
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[[File:TAXIMPORT6.png]]
 
  
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The ENTGRP rule controls valid pricing control schemes for Order Entry. A customer’s price code is set in the SoldTo attribute.
  
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===Ship Via Codes  (SHIPVIA)===
  
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Note – The imported data is stored in the STAXTABLE (for tax table codes) and STAXRATE (for individual tax rates) tables.
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The SHIPVIA rule controls valid shipping methods in Order Entry and Shipping. The default Ship Via can be set for a customer in the ShipTo attribute and the SoldFrom attribute for a vendor.  
  
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===Free On Board (FOB) Codes  (FOB)===
  
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The FOB rule controls the valid FOB options in Order Entry and Purchasing. The default FOB entry can be set for a customer in the ShipTo attribute and the SoldFrom attribute for a vendor.
  
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===Sales Tax Process Final Steps===
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===Freight Terms  (FREIGHT)===
  
 +
The FREIGHT rule controls the valid freight terms in Order entry. The default FREIGHT entry can be set for a customer in the ShipTo attribute and the SoldFrom attribute for a vendor.
  
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===Update Tax Table Master and Ship To displayed rates===
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===1099 Types  (TYPE1099)===
  
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*Tax Table Master lookups show the last calculated rate for each table.  In order to display the latest rate for all tables, run the Ship To/Tax Table Update program to recalculate the displayed total rates.
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The TYPE1099 rule controls the 1099 types that can be tracked in the RemitTo attribute for vendors.
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**Selecting 'All' can take a significant amount of time (over an hour).  
 
  
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[[File:TAXIMPORT7.png]]
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===Task Work Categories  (WORKCAT)===
  
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The WORKCAT rule controls valid work categories for the Task Management application. The default WORKCAT can be set for a customer in the ShipTo attribute.
  
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====Update Blank Ship To Tax Tables====
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===Task Zone Codes  (LZONE)===
  
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*Run the Update Blank Ship To Tax Tables program to update any missing tax table fields in Ship To records with the latest complete tax table information.  
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The LZONE rule controls valid zones for service orders. The customer zone can be set on the Org record.  
  
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*This program can be run at any time to catch partially set up Ship To records.
 
  
  
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====Locate any remaining Ship To records with empty tax tables====
 
  
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*Perform the SQL QRY below and export the results to share with the customer.  This QRY will surface any SHIP TO records that could not automatically determine a correct tax table.  This could be due to incorrect or incomplete address data, or the Ship To tax table may need to be manually set.
 
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**select ent.custno, ent.company, ent.address1, ent.city, ent.state, ent.zipcode, shipto.taxtable, shipto.taxrate from ent, shipto where ent.entid = shipto.custid and shipto.taxtable = <nowiki>''</nowiki>
 
  
  

Revision as of 15:42, 20 February 2018

Address Book Setup Guide

Overview

This guide covers the setup and configuration of the Organization (ENT) and the Contacts applications. Data conversions are referenced in this guide, but will not be covered in detail.

Each implementation is unique, and there may be additional setup or configuration needed beyond what is covered in this guide.


Provide Customer with Address Book Import Templates

A current version of each template file should be exported from their respective import screen. Re-using an existing file can lead to sending and working with an outdated format.

  • Customer Import File – CUSTIMP TEMPLATE FILE.XLS
  • Vendor Import File – VENDIMP TEMPLATE FILE.XLS
  • Contact Import File – CONTACTIMPORT TEMPLATE FILE.XLS


Review and Update Rule Maintenance Records

The following rule maintenance records control options and settings for the Organization and Contact applications directly. There are several other rule maintenance records that are required for integrating Address Book with Order Entry, Task Management and Time Billing, Shipping, and others. Setup for the other rule maintenance records is covered in their respective guides.

Organization Attributes (ATT_ENT)

This rule controls the attributes available for Organizations.

  • The common, system-required attributes should all exist in the MASTER CID rule
  • Custom attributes and UDF forms can be added as needed
  • Use the ‘Import Prg’ (LOG3) option for any attributes that should be assignable during import


Contact Attributes (ATT_CON)

This rule controls the attributes available for Contact records.

  • The common, system-required attributes should all exist in the MASTER CID rule
  • Customize the default RFQTYPE and SOTYPE rule details for each customer
http://www.abiscorp.com/adjwiki/rule-att_con.ashx


Contact Phone Type Codes (PHONECODE)

This rule controls the available phone type labels in the contact record. The order and default flags control which labels are set as the first four default phone types.

  • The default rule values in the MASTER CID rule are generally acceptable


Customer Business Type (BUSTYPE)

This rule allows users to specify business types they wish to track for credit reporting. The Business Type drop-down is in the BillTo record. Business Type may be available for custom reporting.

  • Business Type is not widely used.


Customer Class (CUSTCLASS)

This rule allows users to specify different customer classes for organization reporting. Customer Class is optional and may be used for specifying customer specific information to print on some forms or for custom reporting.

  • Customer Class is not widely used.


Customer Territory Codes (TERR)

This rule controls the valid sales territories used for certain sales reports.

  • Optional setup, mainly used for customers with specialized sales teams, or a need to report on customers by territory


Add or Import Employee Contact Records

For smaller customers with a few employees, it may be simpler to add the employee contact records manually. For larger customers with many employees, get an employee list with job title, and all contact information and create a contact import file.

Use the CONTACTIMPORT TEMPLATE FILE.XLSItalic text template and gather the following details for each employee:

  • Full Name (First, Middle, Last)
  • Job Title/Role
  • Salutation (optional)
  • Phone numbers 1 through 4 (it is not required to have 4 numbers per employee)
  • Email Address 1 and 2 (email address 2 is optional, but can be reported on, or used as a reference)


Assign Additional Attributes as Needed

Account Managers, Salespersons, and Buyers must be set up, at a minimum, if customer is using Order Entry and Purchase Orders.

  • Resource (any customer can benefit from tracking Supervisor, hire dates, and work schedule details, even if they aren’t using tasks)
  • Note Owner (allows notes to be assigned to users for follow-up)
  • Account Manager (defines the employee as an Acct Mgr for Quotes, Sales Orders, and Projects)
  • Salesperson (defines the employee as a Salesperson for Quotes, Sales Orders, and Projects)
  • Buyer (defines the employee as a Buyer for Purchasing)
  • Project Manager (defines the employee as a Project Mgr for Projects)
  • Project Extra 1,2,3 (these labels are usually redefined per customer, sets the employee as these roles for Projects)
  • Contract Manager (defines the employee as the internal contact for Contract Master)


Prepare for Data Imports

The following rule maintenance records control how other applications integrate with Address Book. Setup for the following rules should be covered in their respective applications. However, in order to import many of these details into Organization records correctly, the corresponding rules must be set up first with valid details and default settings.


Terms of Payment Codes (TERMS)

The TERMS rule is used for Accounts Receivable (BillTo) and Accounts Payable (RemitTo).

Customer Comment Codes (CUSTCOMM)

The CUSTCOMM rule defines pre-set comments that can be used in Order Entry and AR Invoice Master. A default customer comment can be set in the BillTo attribute.

Customer Transaction Codes (CUSTCAT)

The CUSTCAT rule controls G/L Transaction Categories. A DEF category must exist, but additional codes can be added if the customer’s accounting schema requires it.

Customer Price Groups (ENTGRP)

The ENTGRP rule controls valid pricing control schemes for Order Entry. A customer’s price code is set in the SoldTo attribute.

Ship Via Codes (SHIPVIA)

The SHIPVIA rule controls valid shipping methods in Order Entry and Shipping. The default Ship Via can be set for a customer in the ShipTo attribute and the SoldFrom attribute for a vendor.

Free On Board (FOB) Codes (FOB)

The FOB rule controls the valid FOB options in Order Entry and Purchasing. The default FOB entry can be set for a customer in the ShipTo attribute and the SoldFrom attribute for a vendor.

Freight Terms (FREIGHT)

The FREIGHT rule controls the valid freight terms in Order entry. The default FREIGHT entry can be set for a customer in the ShipTo attribute and the SoldFrom attribute for a vendor.

1099 Types (TYPE1099)

The TYPE1099 rule controls the 1099 types that can be tracked in the RemitTo attribute for vendors.

Task Work Categories (WORKCAT)

The WORKCAT rule controls valid work categories for the Task Management application. The default WORKCAT can be set for a customer in the ShipTo attribute.

Task Zone Codes (LZONE)

The LZONE rule controls valid zones for service orders. The customer zone can be set on the Org record.




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