Table of Contents

Configuration Package Customer

General

The functionality Configuration Package Customer supports users in migrating customer-data to Boltrics 3PL Dynamics.

Functionality

Creating customers is normaly the second step in migrating customers, vendors and/or addresses. A customer must be linked to the contact which has been made in de Configuration Package Contact. Through this link, changes in the name and addressdetails are always synchronized across tables.

Step 1. Preperation

  1. Check no. series on manual entry

    1. Open the page: Sales & Receivables Setup, Tab: Numbering and click on the look-up button in the field: Customer Nos.
    2. Click on: Select from full list in the selection page.
    3. Scroll to the right side in the screen: Select No. Series and check if the field: Manual Nos. is activited.
    4. If not Click on the button: Edit List and activate the field: Manual Nos.

  2. Check/update related tables Check if the following pages/tables for which values to use in the migation sheets.

    Table Remarks
    Country Check the page: Countries/Regions and note the codes required for the customers to be imported.
    Currency Check the page: Currencies and note the codes required for the customers to be imported. If necessary add new currencycodes.
    Customer Posting Groups Check the page: Customer Posting Groups and note the codes required for the customers to be imported.
    Gen. Business Posting Groups Check the page: Gen. Business Posting Groups and note the codes required for the customers to be imported.
    Language Check the page: Languages and note the codes required for the customers to be imported.
    Payment Methodes Check the page: Payment Methodes and note the codes required for the customers to be imported.
    Payment Terms Check te page: Payment Terms and note the codes required for the customers to be imported. If necessary add new payment terms.
    SalesPerson Check the page: SalesPeople/Purchasers and note the codes required for the customers to be imported. If necessary add new salespersons
    VAT Business Posting Groups Check te page: VAT Business Posting Groups and note the codes required for the customers to be imported.
    ZIP code It is possible to record the ZIP code, Country and City in a table. Migration a ZIPP code table is not included in the migration-activities performed by Botlrics.
    Note

    Do not record a currency when customer is invoiced in the default currency of the company.

Step 2. Create file with contact-data

  1. Create Excel-file for migrating customers The following steps have to be perfomed to create an Exel-file for migrating contacs.

    1. Open page: Configuration Packages
    2. Go to the line with code: CUSTOMER and open the page.
    3. Click on the button: Export to Excel and confirm with Yes
    4. The file will be available in the download-folder and contains 2 worksheets; Customer and Contact Business Relation.

  2. General guidlines entering data into the Excel-file

    1. Do not change the names of worksheets and/or colums.
    2. Do not delete/change the first 3 rows in a worksheet.
    3. Click on the title of a column to see the format of a field. Some examples of formating:
    Value Remarks
    Boolean 0=False, 1=True
    Code20 Field may contain, characters, numbers and punctuations, maximum length of value in the field: 20.
    Date Values have to be entered as DD/MM/YYYY
    Decimal A number with decimal places
    Option The comment will contain a list of values which can be used.
    Text100 Field may contain all type of characters, maximum length of value in the field: 100
    Time Values have to be entered as HH:MM:SS

  3. Enter customer data into the Excel-file Start with the worksheet: Customer. For entering data the following guidelines:

    Field Mandatory Remarks
    No. Yes The first number available in the No-serie of Customer
    Name Yes The full name of the customer. Data can be copied from the Excel-file used for importing Contacts.
    Address Yes Streetname and housenumber of the customer. Data can be copied from the Excel-file used for importing Contacts.
    Address2 No Additional address information of the customer. Data can be copied from the Excel-file used for importing Contacts.
    City Yes The name of the city in which the customer is situated. Data can be copied from the Excel-file used for importing Contacts.
    Phone No. No The phone number of the customer. Data can be copied from the Excel-file used for importing Contacts.
    Customer Posting Group Yes The number applicable to the customer.
    Currency Code No The currency used on salesinvoices for the customer. Data can be copied from the Excel-file used for importing Contacts. Do not record a currency when the contact uses the same currency as the basic administration.
    Language Code No The language used to communicate with the customer. Data can be copied from the Excel-file used for importing Contacts.
    Payment Terms Code Yes The payment terms used on salesinvoices for the customer. Data can be copied from the Excel-file used for importing Contacts.
    Salesperson Code No The code of the internal person responsable for the customer. Data can be copied from the Excel-file used for importing Contacts.
    Country/Region Code Yes The code of the country in which the customer is situated. Data can be copied from the Excel-file used for importing Contacts.
    Payment Method Code Yes The payment methode used for the customer. Data can be copied from the Excel-file used for importing Contacts.
    TAX Registration No. No The VAT Registation No. of the customer.
    Gen. Bus. Posting Group Yes The General Business Posting Group to be used for the customer.
    ZIP Code No The ZIP code of the address/city in which the customer is situated. Data can be copied from the Excel-file used for importing Contacts.
    Email No The emailaddress of the customer. Data can be copied from the Excel-file used for importing Contacts.
    Home Page No The website of the customer. Data can be copied from the Excel-file used for importing Contacts.
    VAT Bus. Posting Group No The VAT Bus. Posting Group to be used for the customer.
    Contact Type No The type of customer, 0=Company 1=Person
    Mobile Phone No. No The number of the mobile phone of the customer. Data can be copied from the Excel-file used for importing Contacts.
    E-Mail 2-Invoice No The email address when sending invoices to the customer.
    Bill-to Contact No. No The contactperson to which the invoice has to be e-mailed.
    Postal Address No The address of the postbox used by the customer.
    Postal City No The city in which the postbox is situated, used by the customer.
    Postal Country/Region Code No The country code of the country in which the postbox is situated, used by the customer.
    Postal Post Code No The postal code of the postbox used by the customer.
    Postal Address 2 No The additional address of the postbox used by the customer.
    Status Template Code Yes Fixex value: CUSTOMER
    Status Code Yes Fixed value: 10-NEW
    POD Mandatory for Invoicing Yes Does the customer require a Proof of Delivery attached to the sales inovice, 0=False, 1=True.

  4. Enter Contact Business Relation data into the Excel-file When completed the worksheet: Customer the worksheet Contact Business Relation can be completed. For each customer a line has to be entered.

    Field Mandatory Remarks
    Contact No. Yes The value of the field: No. in the Excel-file: Contacts.
    Business Relation Code Yes Fixed value: Copy from field: Customers on the page: Marketing Setup, Tab: Interactions
    Link to Table Yes Fixed value: Customer.
    No. Yes The value of the field: No in the Excel-file, worksheet: Customer.

Step 3. Importing the data into Boltrics 3PL Dynamics

The following steps have to be perfomed to import the data from the Exel-file.

  1. Open page: Configuration Packages
  2. Go to the line with code: CUSTOMER and open the page.
  3. Click on the button: Import from Excel.
  4. A window will appear in which the Excel-file can be dropped.
  5. A new page will be opened: View - Config Package Import Preview. Click on the button: Import
  6. The page: Config. Package Card wil be opened. Click on the button: Apply Package and confirm with Yes.
  7. A window will apear to show the processing. When completed the number of errors, inserts and modifications will be shown.
  8. When errors are reported click on the line with the corresponding table in the field: No. of Packages Errors.
  9. The page Config. Package Records - (Tablename) will open and show the data of the records with errors. Select a line and click on th button: Show Error to read the error. Adjust the data and click on Apply data.

When the import is completed the contact card will show a link in the field: Customer No.

Step 4. Finish import

As a final step, the manual assignment of numbers should be disabled.

Disbale manual entry on no. series

  1. Open the page: Sales & Receivables Setup, Tab: Numbering and click on the look-up button in the field: Customer Nos.
  2. Click on: Select from full list in the selection page.
  3. Scroll to the right side in the screen: Select No. Series.
  4. Click on the button: Edit List and disable the field: Manual Nos.
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