After creating a service Location, the next step is to create a Location Customer. This ties customers from Accounts Receivable to the locations in the Service Management module. Once these are tied together, a customer and location can be tied to a service order. A Location is where the work is performed, and the Customer is who pays the bill. NOTE: In order to create a location customer, a company must have already been created, and it must be set up as a customer in Accounts Receivable.
In the tree menu to the left of the screen, navigate to the Service Management module. Click on Locations. Also, it is important to be sure you are on the “By Location this Company” tab. After a location is added to the system from the “Locations” tab, it is advised to search for locations based on the specific Kco from the “By Location this Company” tab.
Figure 1: Service Location Screen
Search for the location name using the filter in the bottom of the screen. Click the Location name hyperlink.
Figure 2: Search for Service Location Name
Once you enter the location, Click the Customers tab. Click the ADD button near the bottom of the screen.
Figure 3: Service Location Customers Tab
Click the ellipse “…” and add the customer account that needs to be linked to the customer location. Click all four tabs and complete all required information. Each section is explained in detail in the following screen shots.
Figure 4: Beginning of Entering Location Customer
On the first tab, “Main”, it is mandatory to put in a Customer Account. This will pull over the Main Address information from the customer that was already created. The other mandatory fields are “Invoice Consolidation” and “Invoice Bill To Address Source”.
Figure 5: Customer General Information
Location Phone: Is the number that will prepopulate when you choose this customer account for a service order.
Invoice Consolidation: If sending multiple invoices to a customer, you may have them sent Separate (S-Separate) or together (C-Customer).
Affiliation Type: Is how the customer account relates to the service location, examples may include LANDLORD or OWNER.
Primary Customer: Denotes this is the main customer account at the location. If there are multiple customers linked to the location, the primary customer will automatically be pulled over when creating a service order for the location.
From and To: Represents how long and for how long the customer will be associated with the location. These fields can remain blank until ending a customer relationship at the location.
Figure 6: Customer Terms and Credit
On Hold: Signifies if the customer is on hold for the location.
Due Type: Determines how long of a time period it is before money is due after the service happens.
Retention %: Determines whether a percentage will be held and billed at a later date.
Credit Limit and Credit Status: Are pulled over from the Accounts Receivable file.
The next tab is PO & Misc. The required items in this section are “Require PO” in the purchase order section, “Revenue Taxable Tax Code” and “Revenue Exempt Tax Code” in the SE Revenue Tax Defaults, and finally the “Taxable Tax Code” in JS section Tax Defaults.
Figure 7: Customer Purchase Order Information
Requires PO: Determines if the system will give a warning for a service order where a PO is needed before an invoice is created for the customer. Options in this section include N-Not required, S-Prior to saving service order, D-Prior to dispatching, B-Prior to billing.
Allowable PO Type: The type of service order that can be referenced for the customer.
Authorization Limit Default: The limit to default a service order that does not refer to a blanket purchase order.
Figure 8: Customer Miscellaneous Information
Service Department: Select appropriate service department for the customer.
Service Order Group: Select appropriate service order group.
Response Type: Enter the code for the response type; this can also be chosen at Service Order screen.
Invoice Delivery Method: The invoice can be Printed or Emailed.
Figure 9: Customer Quoted Rates
Quoted Rate: Whether or not to include quoted rate categories for quoted rates.
Allowable categories: Only optional when quoted rate box is checked.
Figure 10: SE Revenue Tax Defaults
SE Revenue Tax Defaults: Determines if the customer will pay tax on any items on a Service Invoice.
Revenue Taxable Tax Code: Select the appropriate tax code.
Revenue Exempt Tax Code: Select the appropriate non-taxable tax code.
Revenue Taxable: Check off any of the following boxes if the associated item is taxable.
Figure 11: JS Section Tax Defaults
JS section Tax Defaults: Whether or not tax will be paid on a material order or purchase order.
Taxable Tax Code: The tax code for the transaction.
Taxable: Check this box if any of the associated items are taxable.
Select the appropriate invoice tax forms.
Figure 12: Customer Invoice Forms
Enter the information associated with the payroll information for the tax localities.
Figure 13: Customer USA Tax Information
Figure 14: Customer Canadian Tax Information
Enter the information associated with the payroll information for the tax localities.
Figure 15: Customer General Information
Typically, clients will fill out the State and Workers Comp State in the fields above. The other fields are not required unless otherwise instructed by the Payroll department.
Click the SAVE button in the bottom right of the screen.