Epicor ERP

Customers Course
10.0.700.2

Disclaimer
This document is for informational purposes only and is subject to change without notice. This document and its
contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its
date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with
regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a
particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is
likely to be unique in their requirements in the use of such software and their business processes, users of this document
are always advised to discuss the content of this document with their Epicor account manager. All information contained
herein is subject to change without notice and changes to this document since printing and other important information
about the software product are made or published in release notes, and you are urged to obtain the current release
notes for the software product. We welcome user comments and reserve the right to revise this publication and/or
make improvements or changes to the products or programs described in this publication at any time, without notice.
The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of
any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage
of the solution(s) described in this document with other Epicor software or third party products may require the purchase
of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements
in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws
and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly
Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of
platform and product compatibility in this document shall be considered individually in relation to the products referred
to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also
stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible
with both of the products running at the same time on the same platform or environment. Additionally platform or
product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and
Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs
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trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other
trademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation 2014.
All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of
Epicor Software Corporation.

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Customers Course

Contents

Contents
Customers Course...................................................................................................................5
Before You Begin....................................................................................................................6
Audience.........................................................................................................................................................6
Prerequisites....................................................................................................................................................6
Environment Setup..........................................................................................................................................7

Overview.................................................................................................................................8
Customer Integration.............................................................................................................9
Application Setup.................................................................................................................10
Country Maintenance....................................................................................................................................10
Detail......................................................................................................................................................11
Address..................................................................................................................................................11
Port........................................................................................................................................................11
Compliance............................................................................................................................................11
Tax Liability Maintenance...............................................................................................................................11
Workshop - Configure a Tax Liability.......................................................................................................12
Tax Authority Maintenance............................................................................................................................13
Sales Category Maintenance..........................................................................................................................13
Workshop - Create a Sales Category.......................................................................................................14
Customer Group Maintenance.......................................................................................................................15
Workshop - Create a Customer Group....................................................................................................15
Terms Maintenance.......................................................................................................................................16
Workshop - Create a Terms Record for Multiple Payments......................................................................17
Workshop - Create a Term with Multiple Discounts.................................................................................17
Create a Terms ID............................................................................................................................17
Add Discounts to the Terms ID........................................................................................................18
FOB Maintenance..........................................................................................................................................18
Workshop - Create an FOB Code............................................................................................................19
Ship Via Maintenance....................................................................................................................................20
Workshop - Create a Ship Via Code........................................................................................................20
Sales Territory Maintenance...........................................................................................................................21
Detail......................................................................................................................................................21
Salespersons...........................................................................................................................................21
Workshop - Review Sales Territory Codes and Assign New Boundaries....................................................22
Attribute Maintenance...................................................................................................................................23
Workshop - Create Attribute Codes........................................................................................................23

Daily Customer Processing...................................................................................................24

Customer Maintenance..................................................................................................................................25
Workshop - Create Customer Master Records.........................................................................................26
Enter Customer Details....................................................................................................................26
Update Customer Terms and Tax Liability.........................................................................................27

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Customers Course

Enter Bill To Information..................................................................................................................28

Enter Credit Detail...........................................................................................................................28
Enter Alternate Bill To Information...................................................................................................29
Enter Ship To Information................................................................................................................29
Enter Alternate Ship To Information.................................................................................................30
Enter Contact Information...............................................................................................................31
Select Customer Attributes..............................................................................................................31
Workshop - Create Additional Customer Records....................................................................................32
Use of Sold To, Bill To and Ship To Functions.................................................................................................32
Opportunity/Quote Entry................................................................................................................................33
Workshop - Enter a Quote......................................................................................................................33
Create the Quote Header................................................................................................................33
Create a Quote Line........................................................................................................................34
Create Orders from Quotes............................................................................................................................35
Quote to Order.......................................................................................................................................35
Workshop - Pull the Quote into a Sales Order..................................................................................35
Review Customer Record.................................................................................................................36
AR Invoice Entry.............................................................................................................................................36
Deposit Billing Invoices............................................................................................................................37
Workshop - Enter a Deposit Billing Invoice..............................................................................................37
Enter a Deposit Billing Invoice Header..............................................................................................37
Add Deposit Information.................................................................................................................37
Post the Invoice Group....................................................................................................................38
Customer Tracker..........................................................................................................................................38
Workshop - Review Sales Orders and Invoices.........................................................................................39

Conclusion.............................................................................................................................40

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Customers Course

Customers Course

Customers Course
This course introduces fundamental concepts pertaining to the creation of customer records. This course also
covers various maintenance programs necessary to define a customer in the Epicor application.
This course explains the process of establishing maintenance programs, as well as the creation of the customer
master file.
Upon successful completion of this course, you will be able to:
Identify the three milestones in the life cycle of a customer.
Describe the relationship between various customer record entities.
Identify core modules that interact with which customer records interact.
List subsidiary master files that contribute to the makeup of a customer record.
Describe the attributes of a customer record.
Understand how sold to, bill to and ship to information created in customer records are used in daily quotation,
sales order and AR invoice processing.

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Before You Begin

Customers Course

Before You Begin

Read this topic for information you should know in order to successfully complete this course.

Audience
Specific audiences will benefit from this course.
All users

Prerequisites
To complete the workshops in this course, the necessary modules must be licensed and operating in your training
environment. For more information on the modules available, contact your Epicor Customer Account Manager
at EpicorCAM@epicor.com. It is also important you understand the prerequisite knowledge contained in other
valuable courses.
Navigation Course - This course introduces navigational aspects of the Epicor application's user interface.
Designed for a hands-on environment, general navigation principles and techniques available in two user
interface modes - Classic Menu and Modern Shell Menu. Workshops focus on each of these modes and
guide you through each navigational principle introduced.
Knowledge Camp Course - This course provides a high level overview of the quote to cash flow through
the Epicor application. You begin with how to create a quote, process it as an order, and fill the order across
production planning and purchasing. The course also covers the manufacturing plan and shipment of parts
to a customer, as well as how to process invoices, enter cash receipts, and generate supplier payments.
Financial Foundations Course - This course introduces you to the maintenance modules and programs in
the Epicor application that set the basis for the financial activities within your company.

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Customers Course

Before You Begin

Environment Setup
The environment setup steps and potential workshop constraints must be reviewed in order to successfully
complete the workshops in this course.
Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience
Epicor functionality in action but does not affect data in your live, production environment.
The following steps must be taken to successfully complete the workshops in this course.
1.

Verify the following or ask your system administrator to verify for you:
Your Epicor training icon (or web address if you are using Epicor Web Access) points to your
Epicor training environment with the Epicor demonstration database installed. Do not complete
the course workshops in your live, production environment.
Note It is recommended that multiple Epicor demonstration databases are installed. Contact
Support or Systems Consulting for billable assistance.
The Epicor demonstration database is at the same service pack and patch as the Epicor
application. Epicor's education team updates the Epicor demonstration database for each service pack
and patch. If your system administrator upgrades your Epicor application to a new service pack or patch,
he or she must also download the corresponding Epicor demonstration database from EPICweb > Support
> Epicor > Downloads and install it. If this is not performed, unexpected results can occur when completing
the course workshops.
Your system administrator restored (refreshed) the Epicor demonstration database prior to
starting this course. The Epicor demonstration database comes standard with parts, customers, sales
orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users
(that is, the database is located on a server and users access the same data, much like your live, production
environment) and is not periodically refreshed, unexpected results can occur. For example, if a course
workshop requires you to ship a sales order that came standard in the Epicor demonstration database,
but a different user already completed this workshop and the Epicor demonstration database was not
restored (refreshed), then you will not be able to ship the sales order. Epicor's education team has written
the course workshops to minimize situations like this from occurring, but Epicor cannot prevent users
from manipulating the data in your installation of the Epicor demonstration database.

2.

Log in to the training environment using the credentials manager/manager. If you are logged into your
training environment as a different user, from the Options menu, select Change User.

3.

From the Main menu, select the company Epicor Education (EPIC06).

4.

From the Main menu, select the Main site.

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Overview

Customers Course

Overview
Customers are the individuals or companies who purchase goods or services from the manufacturer. To capture
an opportunity, detail a quote, or process a sales order, you must add a customer record to the customer master.
Customer Life Cycle
The Epicor application identifies three milestones in the life cycle of a customer:
1.

Suspect - A business with whom the manufacturer could do business in the future.

2.

Prospect - A business that has not made a purchase, but an opportunity exists and a quotation can be
issued.

3.

Customer - A business that purchases goods or services from the manufacturer.

Key Customer Types

You use three main types of customer records in the Epicor application:
Sold To - Purchases goods and receives invoices for goods purchased.
Bill To - The bill to address for a customer.
Ship To - The location where customer goods are being shipped. The Epicor application allows you to add
multiple ship to locations to the customer master file for a single customer.
The Bill To, Sold To and Ship To functions in Customer Maintenance provide for great flexibility when you specify
the customer to which specific transactions are being sold, billed and shipped. Using this functionality, you can
do the following:
Define Sold To, Bill To and Ship To Usage Rules - You can designate if a customer account is a valid
payer who can remit cash receipts, a valid sold to that can be entered as a sold to customer for AR invoices
or sales orders, or a valid third-party ship to that can be entered as a third-party ship to customer for
customer shipments. These allow you to easily define usage rules in Customer Maintenance such as "this
customer can only be a bill to and never a third-party ship to".
Define an Alternate Bill To - You can perform third party billing through the use of alternate bill to customers
in situations in which the end-customer may be a customer of the distributor customer (a VAR or distributor)
that actually orders the item. Multiple billing addresses can also be defined that are associated with the
sold to customer itself, and not associated with an external third party.
Define a Third Party Ship To / Alternate Ship To - You can use the Allow Ship To Third Party check
box in the Customer Maintenance > Customer > Detail sheet to designate if alternate ship to addresses can
be entered or selected for a specified sold to customer in the Ship To field; when transactions (sales orders,
service contracts, service calls, AR invoices and shipments) are entered into the Epicor application. The alternate
ship to name and address you define then becomes a valid ship address to for this customer, based on the
ship to information associated with the linked external customer.
You can create valid alternate ship to records for a sold to customer that is linked to an external third-party
customer or ship to ID by selecting the Alternate Ship To check box. An alternate ship to is one that is a
valid ship to address for a sold to customer, based on the ship to information that has been defined for
another external third party customer.
Use a One Time Ship To - You can enter on-the-fly One Time Shipment (OTS) addresses that are stored
at the transaction order release level and printed on packing slips. In some transactional programs, OTS
addresses can (optionally) be converted to actual customer, prospect, suspect or ship to customers for use at

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Customers Course

Customer Integration

a later time. The ability to enter OTS addresses, and convert them to actual records for reuse, can be enabled
for specific customers in Customer Maintenance.

Customer Integration
It is important to identify where the details of the customer record display throughout the Epicor application.
The main modules in which the customer plays the key role include:
Customer Relationship Management
Quote Management
Order Management
Shipping
Accounts Receivable
The following graphic illustrates the general dependencies between the Sold To, Bill To and Ship To functions
and the programs that use them.

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Application Setup

Customers Course

Application Setup
Prior to creating customer records in the Epicor application, you should define related parameters in a series of
maintenance programs. While most of these programs are not essential for the creation of a customer record,
these programs define specific attributes of the customer record. When you create the customer master file, the
records from these programs are available for selection. They also facilitate the processes involved in quotes,
orders, shipping, and invoicing.
Business Scenario
Dalton Manufacturing has regional sales representatives located throughout the United States. One of their sales
representatives, who is located in the Northwest sales region, has heard rumors that a major aerospace
fabricator/assembler located in Kirkland Washington is throwing open the bidding for metal O-rings that Dalton
manufactures. This is a potential source of an ongoing, and very significant amount of business for several years
in the future. Dalton wishes to verify the rumors of the open bidding, and if true, have their sales representative
present the prospective customer with a detailed quotation. Should the prospect accept the quote, Dalton will
be able to convert this company to an actual customer, and convert their accepted quotation into an actual sales
order that will drive manufacturing activities.

Country Maintenance
Use Country Maintenance to enter country records. A country record includes the ISO code, currency, language,
tax region, default sales taxes, and other country-specific settings.
If your company does business with customers and suppliers in other countries, define country-specific information
in Country Maintenance. This information defaults to all customers and suppliers in the country. It also defaults
to customer ship-to addresses and supplier purchase points.
The country record determines default options for currency, language, and printed address formats. For European
countries, it also configures international border crossing requirements.
The country record is optional if you primarily conduct business within one country.
When a country is not selected, the customer Sold To and Ship To records use the default country setup for
the company.
Menu Path
Navigate to this program from the Main Menu:
Financial Management > Accounts Payable > Setup > Country
Financial Management > Accounts Receivable > Setup > Country
Material Management > Purchase Management > Setup > Country
Sales Management > Customer Relationship Management > Setup > Country
Sales Management > Order Management > Setup > Country
Sales Management > Quote Management > Setup > Country
For CRM users, the Main Menu appears as:
Customer Relationship Management > Sales and Marketing Management > Setup > Country
Customer Relationship Management > Order Management > Setup > Country

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Application Setup

Customer Relationship Management > Quote Management > Setup > Country

Detail
Use the Detail sheet to enter country records and set the country code and default currency, language, default
tax liability, and other country-specific settings.

Address
Use the Address sheet to specify the address appearance for a supplier or customer when it prints on a form.
This also applies to customer ship-to and supplier purchase point addresses.
When the Epicor application cannot find an address format for either a sold-to or ship-to address in Customer
Maintenance, it searches for an address format for the customer's country.
Note The Address sheet is optional.

Port
Use the Port sheet to add a port to a country. You can also designate one port per country as a default. Ports
are available in Container Landed Cost Entry.

Compliance
Use the Compliance sheet to select the restriction types specific for the country's products.

Tax Liability Maintenance

Use Tax Liability Maintenance to enter tax liability records. A tax liability represents taxes a company handles
when they trade with customers and suppliers. This can be taxes liable due to both your company's tax status or
the tax status of the customer or supplier.
The Epicor ERP application allows you to assign a list of tax types to each tax liability code. A tax type can contain
rules that control which level to calculate the tax (line or total) and can apply exemptions available for the tax.
Define what location controls the liability. Use Customer Maintenance or Supplier Maintenance to attach a
default tax liability code to the customer or supplier bill to and ship to addresses. The tax liability and the product
tax category (which represents what has been sold or purchased) combination determines the final taxes and
rates for the transaction.
Note Tax liability is optional in the Epicor ERP application. If used, records in Customer Maintenance can
be associated with the appropriate tax region.
Tax Connect
For those who have purchased Epicor Tax Connect Use Tax (UT), use Tax liability Maintenance to create Use
Tax calculation-capable Tax Liability codes for assignment to your suppliers to automatically enable Use Tax
calculations for AP invoices. Epicor Tax Connect UT allows self-assessed consumer use taxes to be calculated for
AP invoices. Tax Liability codes are optional for Epicor Tax Connect Sales Tax (ST), which calculates sales taxes
for your customers' sales orders and for their AR invoices and credit memos.

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Note Although Tax Liability codes are not needed for Epicor Tax Connect ST to calculate sales taxes for
customer transactions, they can be used to prevent non-US and non-Canadian transactions from being
communicated to AvaTax, such as for international transactions for which taxes should not be calculated
and which do not need to be included on sales tax returns.
Menu Path
Navigate to this program from the Main Menu:
Financial Management > Accounts Payable > Setup > Tax Liability
Financial Management > Accounts Receivable > Setup > Tax Liability
Material Management > Purchase Management > Setup > Tax Liability
Sales Management > Order Management > Setup > Tax Liability
For CRM users, the Main Menu appears as:
Customer Relationship Management > Order Management > Setup > Tax Liability

Workshop - Configure a Tax Liability

In this workshop, configure a tax liability record that you will assign to a Customer record.
Navigate to Tax Liability Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Tax Liability
1. From the New menu, select New Liability.
2. In the Tax Liability field, enter XXX (where XXX are your initials).
3. In the Description field, enter XXX Region (where XXX are your initials).
4. Select or verify the following check boxes are selected:
Field

Data

Use in AP

Select

Use in AR

Select

5. Click Save and exit Tax Liability Maintenance.

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Application Setup

Tax Authority Maintenance

Use Tax Authority Maintenance to add, edit, and delete the codes that define taxes for external companies.
This program is available if your company links to an external financial system.
Tax Authority Maintenance is a component of the taxation matrix within the Epicor application. Use Tax Authority
Maintenance to organize data during accounts receivable (AR) invoice entry for tax reporting purposes.
Use Customer Maintenance or Supplier Maintenance to assign tax authority codes to a customer or supplier
record.
Note Some countries require additional separation for tax reporting within areas of their country. This is
based on a table of tax authorities. This field is then compared against customer, ship to, and supplier
records for transfer to external tax packages.
Tip Use tax authority codes only when financial integration with other applications is necessary.
Tax authorities are optional within the Epicor ERP application. If used, records in Customer Maintenance can be
associated with the appropriate tax authority.
Menu Path
Navigate to this program from the Main Menu:
Financial Management > Accounts Payable > Setup > Tax Authority
Financial Management > Accounts Receivable > Setup > Tax Authority
Material Management > Purchase Management > Setup > Tax Authority
Sales Management > Order Management > Setup > Tax Authority
For CRM users, the Main Menu appears as:
Customer Relationship Management > Order Management > Setup > Tax Authority

Sales Category Maintenance

Use Sales Category Maintenance to set up sales categories. These categories serve as means by which you
can group orders later on.
Menu Path
Navigate to this program from the Main Menu:
Sales Management > Order Management > Setup > Sales Category
For CRM users, the Main Menu appears as:
Customer Relationship Management > Order Management > Setup > Sales Category

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Workshop - Create a Sales Category

In this workshop, create a sales category code.
Navigate to Sales Category Maintenance.
Menu Path: Sales Management > Order Management > Setup > Sales Category
Tip The CRM menu path is: Customer Relationship Management > Order Management > Setup > Sales
Category
1. From the New menu, select New Category.
2. In the Category field, enter XXX (where XXX are your initials).
3. In the Description field, enter XXX Assemblers (where XXX are your initials).
4. Click Save and exit Sales Category Maintenance.

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Application Setup

Customer Group Maintenance

Use Customer Group Maintenance to divide the customer base into groups using criteria.
A customer group is a number of customers considered together as being related in some way. In many cases,
organizations create customer groups based on the different verticals represented by their customer.
A price list or discount price list attached to a customer group applies to all customers within that group.
Example Set up Aerospace and Automotive groups and attach price lists to the group. This allows you
to apply quantity-based discounts for products sold to these customers.
Customer groups can also be an important tool in developing reports and analyzing sales data for customers.
Use customer groups to sort the Sales Order Backlog Report, Sales Analysis Report, and the Sales Gross
Margin Report.
Use Customer Maintenance to add customers to customer groups.
Customer groups are optional within the Epicor application. If used, they can be useful in pricing and sales
analysis.
Menu Path
Navigate to this program from the Main Menu:
Financial Management > Accounts Receivable > Setup > Customer Group
Production Management > Material Requirements Planning > Setup > Customer Group
Sales Management > Customer Relationship Management > Setup > Customer Group
Sales Management > Order Management > Setup > Customer Group
Sales Management > Quote Management > Setup > Customer Group
For CRM users, the Main Menu appears as:
Customer Relationship Management > Sales and Marketing Management > Setup > Customer Group
Customer Relationship Management > Order Management > Setup > Customer Group
Customer Relationship Management > Quote Management > Setup > Customer Group

Workshop - Create a Customer Group

In this workshop, create a customer group to assign to customer records you will create.
Navigate to Customer Group Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Customer Group
1. From the New menu, select New Customer Group.
2. In the Group field, enter XXX (where XXX are your initials).
3. In the Description field, enter Fabricator/Assembly.
4. In the Sales Category field, select the sales category code you created in the previous workshop.
5. Click Save and exit Customer Group Maintenance.

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Terms Maintenance
Use Terms Maintenance to establish conditions that define how customers pay their invoices (for example,
discounts, number of payments, and payment frequency).
Terms define the due dates, payment frequency, applicable discounts, and number of payment installments.
Each accounts receivable (AR) code defines a time period and a discount percentage period schedule.
To begin setting up the selling terms, select one of the following term code types:
Days
Day Of Month
End of X Month(s) On Y Day(s)
Determine whether the discount percentages for a term code calculate against partial or full payments.
Each terms code can have either one discount period or multiple discount periods. Each discount period has a
specific percentage which is valid for a specific period. Together, the discounts gradually reduce the percentages
based on the passed period (months, days) within the overall terms period.
Enter as many discount percentage periods as you need.
Note that the discounts have the same types as the term codes:
Days
Day Of Month
End of X Month(s) On Y Day(s)
You do not need to select the same type for a term code and a discount assigned to this term code.
When a payment is received, the percentage active on the payment date is used to calculate the discount amount.
AR terms display on sales orders and AR invoices. Select default payment terms for customers and on AR invoices.
A terms record is required for each customer. When creating a customer record, a default terms record displays
in the new record, but you can override this selection.
Menu Path
Navigate to this program from the Main Menu:
Financial Management > Accounts Receivable > Setup > Terms
Sales Management > Demand Management > Setup > Terms
Sales Management > Order Management > Setup > Terms
For CRM users, the Main Menu appears as:
Customer Relationship Management > Order Management > Setup > Terms

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Application Setup

Workshop - Create a Terms Record for Multiple Payments

Your company decides to lease an unoccupied portion of their site to another business. Create a terms record
to establish a payment schedule for the new tenant.
Navigate to Terms Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Terms
1. From the New menu, select New Terms ID.
2. In the Code field, enter XXX1 (where XXX are your initials).
3. In the Description field, enter XXX12 Month Payment Schedule (where XXX are your initials).
4. In the Number of Payments field, enter 12.
5. In the Terms Type field, select Day Of Month.
6. In the Due on Day field, enter 15.
7. In the Minimum Days field, enter 5.
8. Click Save and remain in Terms Maintenance.

Workshop - Create a Term with Multiple Discounts

A long-time customer of your company (Colorado Metals) has negotiated a 2% discount on each invoice if they
pay within 15 days of the invoice date, and a 4% discount if they pay within 10 days of the invoice date. Create
a customer terms record with multiple discounts and assign it to Colorado Metals' customer record.

Create a Terms ID
1. From the New menu, select New Terms ID.
2. In the Code field, enter XXX2 (where XXX are your initials).
3. In the Description field, enter XXX Multiple Discounts (where XXX are your initials).
4. In the Number of Payments field, accept the default value of 1.
5. In the Terms Type field, accept the default value of Days.
6. In the Number of Days field, enter 30.
7. In the Discount Type field, accept the default value of Days.
8. Click Save.

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Add Discounts to the Terms ID

1. Navigate to the Discounts > Detail sheet.
2. From the New menu, select New Discount.
3. In the Number Of Days field, enter 15.
4. In the Discount Percent field, enter 2.
5. Click Save.
6. From the New menu, select New Discount.
7. In the Number Of Days field, enter 10.
8. In the Discount Percent field, enter 4.
9. Click Save and exit Terms Maintenance.

FOB Maintenance
Use FOB Maintenance to set up FOB term descriptions and delivery term codes. Free-on-board (FOB) is the point
where legal title of goods passes from your company to a customer or from a supplier to your company.
Use Customer Maintenance, Supplier Maintenance, Sales Order Entry, and Purchase Order Entry to select FOB
codes. The selected FOB code defaults in AP Invoice Entry and AR Invoice Entry.
Use the FOB table to validate descriptions and delivery term codes.
Delivery terms can be associated with an FOB code only if Internationalization is set up in Company Configuration.
Non-Intrastat Customers
Important Free-on-board (FOB) codes are not required in the United States but can still be useful. FOB is
required setup for European countries.
Common practice in the United States is to interpret FOB as the point where legal title passes from you to the
customer or from the supplier to you. You can enter a generic FOB description such as My Sites City, Origin,
or Destination. Select this description during a transaction. Since the term FOB prints on Epicor application
forms, including FOB in the description can be redundant.
FOB codes have a different and more restrictive meaning in Europe than in the United States. European countries
use this program to organize delivery terms data used for Intrastat declaration.
Tip Note that if you use Intrastat, the FOB description and corresponding delivery code is not required for
legal reporting. Because of this, you can leave the FOB value blank.
External Coding System
If your industry has a recognized external coding system, enter these external codes in FOB Maintenance. Use
these codes for your reference only; they do not activate additional functionality in the Epicor application.

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Menu Path
Navigate to this program from the Main Menu:
Financial Management > Accounts Payable > Setup > FOB
Financial Management > Accounts Receivable > Setup > FOB
Material Management > Purchase Management > Setup > FOB
Sales Management > Demand Management > Setup > FOB
Sales Management > Order Management > Setup > FOB
For CRM users, the Main Menu appears as:
Customer Relationship Management > Order Management > Setup > FOB

Workshop - Create an FOB Code

In this workshop, create an FOB code you will assign to customer records.
Navigate to FOB Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > FOB
1. Click the New button.
2. In the FOB field, enter XXX (where XXX are your initials).
3. In the Description field, enter FOB - Dallas.
4. Leave the Delivery Terms field blank.
Delivery terms can be associated with an FOB code only if Internationalization is set up in Company
Configuration.
5. Click Save and exit FOB Maintenance.

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Ship Via Maintenance

Use Ship Via Maintenance to identify the different methods you use to ship products to subcontractors or
customers. These shipping methods are known as Ship Via Codes.
Note Ship Via Codes are mandatory at the point of sales order entry.

Menu Path
Navigate to this program from the Main Menu:
Financial Management > Accounts Payable > Setup > Ship Via
Financial Management > Accounts Receivable > Setup > Ship Via
Material Management > Purchase Management > Setup > Ship Via
Material Management > Shipping / Receiving > Setup > Ship Via
Sales Management > Customer Relationship Management > Setup > Ship Via
Sales Management > Demand Management > Setup > Ship Via
Sales Management > Order Management > Setup > Ship Via
For CRM users, the Main Menu appears as:
Customer Relationship Management > Sales and Marketing Management > Setup > Ship Via
Customer Relationship Management > Order Management > Setup > Ship Via

Workshop - Create a Ship Via Code

In this workshop, create a ship via code you will assign to customer records.
Navigate to Ship Via Maintenance.
Menu Path: Sales Management > Order Management > Setup > Ship Via
Tip The CRM menu path is: Customer Relationship Management > Order Management > Setup > Ship
Via
1. Click the New button.
2. In the Code field, enter XXX (where XXX are your initials).
3. In the Description field, enter XXX Freight Carrier (where XXX are your initials).
4. Click Save and exit Ship Via Maintenance.

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Sales Territory Maintenance

Use Sales Territory Maintenance to set up sales territories. This program is valuable when you want to assign
salespeople to a territory and have them respond quickly to applicable leads and opportunities.
If the Customer Relationship Management (CRM) module is installed, sales territory is mandatory.
Menu Path
Navigate to this program from the Main Menu:
Financial Management > Accounts Receivable > Setup > Sales Territory
Sales Management > Customer Relationship Management > Setup > Sales Territory
Sales Management > Order Management > Setup > Sales Territory
Sales Management > Quote Management > Setup > Sales Territory
For CRM users, the Main Menu appears as:
Customer Relationship Management > Sales and Marketing Management > Setup > Sales Territory
Customer Relationship Management > Order Management > Setup > Sales Territory
Customer Relationship Management > Quote Management > Setup > Sales Territory

Detail
Use the Detail sheet to set up new sales territory records and update the main details of existing territories.

Salespersons
Use the Salesperson > Detail sheet to assign or update information about a salesperson for the territory.
You can use the Reassign button to launch the Reassign Opportunities/Quotes process. Use this process to
select a new salesperson to take over any open quotes and tasks from a current salesperson. This process is
valuable when your salesperson situation changes, and you want to reflect the change in your current and new
assignments.

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Workshop - Review Sales Territory Codes and Assign New Boundaries

In this workshop, review the sales territory codes that have already been created, and assign the states of Idaho
and Washington as a portion of the United States - North West territory.
Navigate to Sales Territory Maintenance.
Menu Path: Sales Management > Order Management > Setup > Sales Territory
Tip The CRM menu path is: Customer Relationship Management > Order Management > Setup > Sales
Territory
1. Click the Territory ID field to access Sales Territory Search.
2. Click Search.
3. Select United States - North West, and then click OK.
4. From the New menu, select New Boundary.
The Sales Territory Maintenance > Boundaries > Detail sheet appears.
5. In the Country field, select USA.
6. In the State/Province field, enter ID.
7. Click Save.
8. Repeat steps 4 through 7, but enter WA into the State/Province field.
You have added Idaho and Washington as new sections of the sales territory, in addition to the previous
entry of the state of Oregon.
9. Exit Sales Territory Maintenance.

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Attribute Maintenance
Use Attribute Maintenance to set up attributes you can link to customers and suppliers.
You can consider attributes as qualities that belong to a customer or a supplier. You can create and assign as
many attributes as you like. Attributes are especially valuable when a particular combination of details are required
before you do your business with your customers or suppliers.
Example Define attribute ISO9000 and assign the attribute to customers and suppliers who are ISO9000
certified.
Menu Path
Navigate to this program from the Main Menu:
Material Management > Supplier Relationship Management > Setup > Attribute
Sales Management > Case Management > Setup > Attribute
Sales Management > Customer Relationship Management > Setup > Attribute
For CRM users, the Main Menu appears as:
Customer Relationship Management > Case Management > Setup > Attribute
Customer Relationship Management > Sales and Marketing Management > Setup > Attribute

Workshop - Create Attribute Codes

In this workshop, create attribute codes you will assign to customer records.
Navigate to Attribute Maintenance.
Menu Path: Sales Management > Customer Relationship Management > Setup > Attribute
Tip The CRM menu path is: Customer Relationship Management > Sales and Marketing Management >
Setup > Attribute
1. Click Attribute to access Attribute Search.
2. Click the Search button.
Make note of the attributes that have already been defined but do not select any of them.
3. Close the Attribute Search window.
4. Click the New button.
5. In the Attribute field, enter XXX (where XXX are your initials).
6. In the Description field, enter a description that is relevant to your own operations; this is a code you can
assign to customer records for categorization purposes.
7. Click Save.
8. Repeat steps 4 through 6 and add two more attribute codes.
9. Exit Attribute Maintenance.

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Daily Customer Processing

This section of the course describes basic customer maintenance processing that takes place during a typical
work day. This includes creating customer master records, entering quotations, sales orders, generating sales
orders from quotes, entering deposit invoices and viewing transactional activity for a customer.
The basic sales order process consists of three steps:
Enter the sales order
Ship the goods to the customer
Invoice the customer
Optionally, you can also create quotations and then convert them to sales orders. As you perform these tasks,
the Epicor application automatically updates the customer record and records the effect of the transactional
activity.
Note Refer to the Application Help and the following courses for detailed information about the use of
customer records in daily business processing:
Accounts Receivable
Customer Pricing
Demand Management
Order Management
Quotation Management
Shipping and Receiving

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Customer Maintenance
Customers are businesses or individuals to whom you sell products and services. Use Customer Maintenance
to enter customer records. Use customer records to create quotes, sales orders, and accounts receivable (AR)
invoices. Customer records are also used during the Customer Relationship Management (CRM) process.
You can designate a customer as a Suspect, Prospect, or Customer. This allows you to create customer records
for companies that may do business with you in the future.
This section of the course focuses on the following functionality in Customer Maintenance:
Entering general customer details
Updating customer terms and tax liability information
Entering bill to and credit information
Creating alternate billing to addresses
Entering ship to information
Creating alternate ship to addresses
Entering contact information
Establishing customer attributes
Note Customer Maintenance also contains sheets that allow you to establish or view information for
national account, price list, GL control, mailing list, WebLink, RoHS, industry class, manifest, demand
management, banking and industry class processing in the Epicor application. These advanced functions
are beyond the scope of this course. Refer to the Application Help and the following courses for detailed
information about the use of these functions:
Accounts Receivable
Customer Pricing
Demand Management
Order Management
Quotation Management
Shipping and Receiving
Menu Path
Navigate to this program from the Main Menu:
Financial Management > Accounts Receivable > Setup > Customer
Financial Management > Deferred Revenue Accounting > Setup > Customer
Financial Management > Multi-Site > Setup > Customer
Production Management > Material Requirements Planning > Setup > Customer
Sales Management > Customer Relationship Management > Setup > Customer
Sales Management > EDI > Setup > Customer
Sales Management > Order Management > Setup > Customer
Sales Management > Quote Management > Setup > Customer
Service Management > Field Service > Setup > Customer
For CRM users, the Main Menu appears as:
Customer Relationship Management > Sales and Marketing Management > Setup > Customer

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Customer Relationship Management > EDI > Setup > Customer

Customer Relationship Management > Order Management > Setup > Customer
Customer Relationship Management > Quote Management > Setup > Customer

Workshop - Create Customer Master Records

The Northwest regional sales representative for Dalton Manufacturing is in the process of contacting the large
aerospace company in Kirkland, WA to verify the rumors of the open bidding. If true, he will present the prospective
customer with a detailed quotation.
In anticipation of this activity, Dalton Manufacturing will be establishing a new customer record for this potential
customer. Business procedures require that for pre-sales contacts, the Marketing department is responsible for
initial creation of a customer record. Once the prospect has accepted the quote, additional credit and billing
information is later added by their Accounts Receivable department. For these workshops, we will enter all relevant
customer information at one time.

Enter Customer Details

Navigate to Customer Maintenance.
Menu Path: Sales Management > Order Management > Setup > Customer
Tip The CRM menu path is: Customer Relationship Management > Order Management > Setup > Customer

1. From the New menu, select New Customer.

2. In the Customer field, enter XXX (where XXX are your initials).
3. In the Name field, enter XXX Aerospace (where XXX are your initials).
4. In the Type field, verify the default of Suspect.
This denotes the type of account for this customer record; if the Customer Relationship Management (CRM)
module is installed, the default type for a new customer is Suspect. If a customer record displays as a suspect,
it indicates that the record is for a potential customer that has not yet been contacted by your sales team.
A default of Prospect appears if the CRM module is not enabled. When a sales order is created for the new
customer, the type automatically updates to Customer.
5. Select the check box to the right of the Allow One Time Ship To check box.
The Allow One Time Ship To indicator appears as highlighted. This denotes that alternate one-time ship
to addresses can be entered for this customer account on sales orders, service contracts, service calls, AR
invoices, and at the time of shipment.
6. Select the check box to the right of the Allow Ship To Third Party check box.
The Allow Ship To Third Party indicator appears as highlighted. This denotes that alternate third party
ship to addresses can be entered or selected when this customer number is entered as the sold to customer
for sales orders, service contracts, service calls, AR invoices, and at the time of shipment.
7. In the Address fields, enter the following address:

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Field

Data

Address

1500 Aerospace Way

City

Kirkland

State

WA

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Field

Data

Zip

98033

Country

USA

8. Because the Customer Relationship Management (CRM) module is installed, click the Get Territory button
to link the customer to a sales territory. When the CRM module is not licensed, adding a territory to a
customer record is optional.
In this workshop, because the customer is located in the state of Washington, United States - North West
populates the Territory field. This is because the United States - North West sales territory was previously
defined in Sales Territory Maintenance with the state of WA as one of its boundaries.
9. Select the Territory Locked check box to lock the sales territory for this customer.
10. In the One Time Ship To Options section, in the Save OTS as field, select ShipTo.
This designates that One Time Ship To Address records associated with this customer record will be saved
in the Epicor application as a new ship to record.
11. In the Salesperson field, verify or select Beverly Joseph.
12. Click Save.

Update Customer Terms and Tax Liability

Use the Billing > Detail sheet to enter billing information for the selected customer. This sheet allows you to
define the selected customer's AR account, currency, tax options, billing terms, shipping terms, payment methods,
and other default transaction information. These default settings are used on all sales orders and AR invoices
unless otherwise specified.
1. Navigate to the Billing > Detail sheet.
2. In the Terms field, select XXX12 Month Payment Schedule (where XXX are your initials).
3. In the Tax Liability field, search for and select the tax liability code you defined in the Workshop - Configure
a Tax Liability.
4. In the Ship Via field, select the ship via code you defined in the Workshop - Create a Ship Via Code.
5. Click Save.

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Enter Bill To Information

Use the Billing > Bill To sheet to enter a bill to address for this customer. The Accounts Payable department for
the aerospace company is located at a different address than their sold to address.
1. Navigate to the Billing > Bill To sheet.
2. Click Copy Customer Address to copy the customer's address from the Customer > Detail sheet.
3. Modify the bill to name and address as follows:
Field

Data

Name

XXX Aerospace Accounts Payable (where XXX are your initials).

Address

1525 Aerospace Way

Address

Building 1525-B

City

Kirkland

State

WA

Zip

98033

Country

USA

4. Click Save.

Enter Credit Detail

Use the Billing > Credit > Credit Detail sheet to enter and update credit information (such as defining credit
limits) for the current customer. You can also define other credit options such as whether you receive non-traditional
payment instruments from them. The accompanying Billing > Credit > National Account Credit sheet allows
you to check credit for customers in national account relationships.
1. Navigate to the Billing > Credit > Credit Detail sheet.
2. In the Credit Limit field, enter 5,000,000.
3. Clear the Credit Hold check box to release your customer from credit hold.
The Epicor application initially selects this check box; it should usually be manually cleared for a new customer.
4. Click Save.

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Enter Alternate Bill To Information

Every customer record has at least one bill to address which can be the main customer address, or it can be
different one. There are times when the bill to address is not a different billing address but an entirely different
customer or entity than the customer ordering and receiving the goods. Use the Billing > Alternates sheet to
define alternate bill to customers.
1. Navigate to the Billing > Alternates sheet.
2. From the New menu, select New Alternate Bill To.
3. Click the Customer button and select a customer in Customer Search.
4. Select the Invoice Address check box.
5. Click Save.

Enter Ship To Information

Each customer may have additional locations that purchase your products. You enter these additional locations,
or ship to locations, in the Ship To > Detail sheet. You also define the ship to locations address, tax information,
language, and shipping method. Each customer can have multiple ship to locations. You can also assign ship to
contacts for this location. The primary shipping address for the manufacturing division of the aerospace company
is located in a different building on their Kirkland campus, and they also have a manufacturing site located in
Wichita, Kansas.
1. Navigate to the Ship To > Detail sheet.
2. From the New menu, select New Ship To.
3. In the Ship To ID field, enter MAIN.
4. Select the Primary Ship To check box.
5. In the Name field, enter XXX Aerospace Manufacturing (where XXX are your initials).
6. Verify that the Ship Via field populates with the ship via code you defined in the Workshop - Create a Ship
Via Code. If not, select the code from the drop-down menu
7. In the Ship To Address fields, enter the following address:
Field

Data

Address

1530 Aerospace Way

Address

Building 1530-A

City

Kirkland

State

WA

Zip

98033

Country

USA

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8. Click the Get Territory button.

United States - North West populates the Territory field. This is because the United States - Mid West
sales territory was previously defined in Sales Territory Maintenance with the state of WA as one of its
boundaries.
9. Click Save.
10. From the New menu, select New Ship To.
11. In the Ship To ID field, enter KS.
12. Select the Name field, enter XXX Aerospace Manufacturing - Wichita (where XXX are your initials).
13. In the Ship Via field, select the ship via code you defined in the Workshop - Create a Ship Via Code.
14. In the Ship To Address fields, enter the following address:
Field

Data

Address

2530 Wichita Central

Address

Building 2530-B

City

Wichita

State

KS

Zip

67021

Country

USA

15. Click the Get Territory button.

Because the customer's ship to address is in the state of Kansas, a previously entered territory, United States
- Mid West populates the Territory field. This is because the United States - Mid West sales territory was
previously defined in Sales Territory Maintenance with the state of KS as one of its boundaries.
16. Click Save.

Enter Alternate Ship To Information

You can use the Ship To > Detail sheet to create valid alternate ship to records for this customer that are linked
to an external third-party customer or ship to ID. For certain metal items, the aerospace customer sometimes
directs their suppliers to ship metal items to third parties to perform additional plating and glazing operations
before they are used in their manufacturing activities.
1. From the New menu, select New Alternate Ship To.
The Ship To > Detail sheet opens. Note that the Alternate Ship To Address is selected and disabled. This
denotes that you are entering an alternate, rather than primary ship to address.
2. In the Ship To ID field, enter KCD.
3. In the Customer field (in the Alternate Ship To section), click the Customer button and search for Kansas
City Mold in Customer Search.
4. Click Save.

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5. From the New menu, select New Alternate Ship To.

6. In the Ship To ID field, enter COD.
7. In the Customer field (in the Alternate Ship To section), click the Customer button and search for Colorado
Metals in Customer Search.
8. Click Save.

Enter Contact Information

Use the Detail sheet to define multiple contacts for the customers main location and the customers ship to
locations. You can add as many contacts as you need for the customers main location, as well as the customers
alternate ship to locations.
1. Navigate to the Contacts > Detail sheet.
2. From the New menu, select New Contact.
3. In the Name field, enter a friend's full name.
4. Select the Billing check box to mark your new contact as the primary billing contact.
5. Click Save.
The Person / Contact ID field populates.
6. Repeatteps two through five and create another contact for this customer, but select the Shipping check
box.
7. Remain in Customer Maintenance to complete the next workshop.

Select Customer Attributes

Use the Attributes sheet to track customers or customer contact activity. Attributes are user-definable traits you
assign to each customer or contact. These details help you to follow activities a specific cross section of your
customers or contacts are doing. You can assign as many attributes as you want to each customer or contact.
1. Navigate to the Attributes sheet.
2. In the Available Choices field, select the attributes you wish to assign to this customer. To select multiple
attributes, press the Ctrl key as you select each one. Be sure to include the attributes you defined in the
Workshop - Create Attribute Codes.
3. After selecting the attributes the Available Choices field, click the right arrow key. To select all attributes,
click the double right arrow key.
The selected attributes appear in the Selected Choices field.
4. Click Save.
5. Remain in Customer Maintenance to complete the next workshop.

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Workshop - Create Additional Customer Records

For those who would like further practice using Customer Maintenance, create two more customer accounts
using each of the workshops you just completed.
1. For the first of the two new customer accounts, assign a customer number of XXX1 (where XXX are your
initials).
2. For the first of the two new customer accounts, assign a customer number of XXX2 (where XXX are your
initials).
3. When finished, exit Customer Maintenance.

Use of Sold To, Bill To and Ship To Functions

To use Bill To, Sold To and Ship To Customer functions in the Epicor application, you generally perform the
following operational activities in transactional programs, such as Opportunity/Quote Entry and Sales Order Entry.
Sold To - Enter or select the sold to customer for the transaction in the Customer (Sold To) field.
Bill To / Alternate Bill To - In the Bill To field, specify the bill to address for the transaction by doing the
following:
Select Same as Sold To field if the billing address of the account is the same as the sold to account, or if you
are using the billing address specified as the primary bill to address in customer entry.
Select one of the listed alternates if are using an alternate third party bill to address for this transaction.
Ship To / Alternate Ship To - In the Customer (Ship To) field, select the alternate third-party shipping customer
(if any) for the transaction. If this transaction is not being shipped to an alternate third-party customer, skip this
field. It cannot be accessed if an alternate third party ship to customer is not associated with the specified sold
to customer.
In the Ship To field, select the shipping address (if any) for the transaction. This list includes direct ship to addresses
associated with the sold to customer, or ship to addresses associated with the specified alternate third party
customer. Select One Time Ship To enter an OTS address for the transaction.
Note For more information on setting up and using Bill To, Sold To and Ship To functions, refer to the
Bill To Sold To Ship To Functions Overview topic, located in the Working With section in the Order
Management Application Help.

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Opportunity/Quote Entry
Use Opportunity/Quote Entry to enter and maintain leads, opportunities, or quotes in the Epicor application.
This program is valuable when you want to enter and track communications with a potential customer.
A quote is a document you use to track price quotations for manufactured parts. You send these documents to
the customer or prospect, and retain them for follow-up. You can copy quotes to sales orders and jobs, to
minimize data entry if you receive an order.
Quotes consist of heading information and one or more line items that contain the parts and quantities to quote.
You enter manufacturing details for each line to calculate the estimated material, subcontract, labor, and burden
cost required to make the part. You can also enter miscellaneous costs and commission expenses.
You enter and maintain quotes through Opportunity/Quote Entry.
Menu Path
Navigate to this program from the Main Menu:
Sales Management > Customer Relationship Management > General Operations > Opportunity / Quote
Sales Management > Quote Management > General Operations > Opportunity / Quote
Service Management > Field Service > General Operations > Service Quote
For CRM users, the Main Menu appears as:
Customer Relationship Management > Sales and Marketing Management > General Operations > Opportunity
/ Quote
Customer Relationship Management > Quote Management > General Operations > Opportunity / Quote

Workshop - Enter a Quote

Dalton Manufacturing has established a customer record, and the sales representative in Washington state has
verified that the bidding has been opened by the large aerospace company for the metal products Dalton
manufactures. The prospective customer has requested that Dalton prepare a quotation for one of Dalton's metal
O-ring products. In this workshop, you will create a basic quote for the stocked item using standard pricing.

Create the Quote Header

Navigate to Opportunity/Quote Entry.
Menu Path: Sales Management > Quote Management > General Operations > Opportunity / Quote
Tip The CRM menu path is: Customer Relationship Management > Quote Management > General
Operations > Opportunity / Quote
1. From the New menu, select New Quote.
2. In the Customer field, enter XXX (where XXX are your initials) and press Tab.
3. Click the down arrow next to the Customer field in the Bill To section. Note that drop down list displays
the alternate bill to customer you established for this customer in Customer Maintenance. However, select
Same as Sold To to use the primary bill to address associated with the customer.
Even though it does not display, the Epicor application uses the XXX Aerospace Accounts Payable address
you established in the Workshop - Enter Bill To Information as the primary billing address; it can be changed
as needed when the quotation is converted into a sales order.

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4. Click Customer in the Ship To section and note that Customer Search can be used to select third party
customer addresses. However, close the Customer Search window and do not select a third party customer.
This functionality is disabled if the Allow Ship To Third Party check box has not been selected in the
Customer Maintenance > Customer > Detail sheet.
5. Click Ship To to access Customer Ship To Search. Select the Wichita Kansas ship to record and click OK.
The Wichita Kansas shipping address appears in the Name/Address field.
6. Click Save.

Create a Quote Line

1. From the New menu, select New Line.
2. Navigate to the Summary > Lines > Quote Lines grid.
3. In the Part field, enter DCD-300-OR.
4. In the Expected Quantity field, enter 10,000.
5. Scroll to the right. In the Unit Price field, the price 20.80 defaults.
This price defaults from the Sales Unit Price for the Part in Part Maintenance.
6. On the Summary sheet, select the Quoted check box.
7. Record the quote number________________.
8. Click Save.
9. Exit Opportunity/Quote Entry.

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Create Orders from Quotes

Sales Order Entry contains functionality that allows you to pull an entire quote directly into a sales order or
select individual lines from a quote to convert.
If the Customer Relationship Module (CRM) is installed, the quote must be accepted before the order line can
be created from the quote. If the quote is accepted and used to create an order line, the quote is marked as a
win. The tasks are also closed and the quote is marked as ordered.

Quote to Order
The Get Opportunity/Quote functionality provides the ability to search for and select a quote from the database
to convert into a sales order. This function takes the entire quote and converts all the lines onto the sales order.

Workshop - Pull the Quote into a Sales Order

The Kirkland Washington-based aerospace company has accepted Dalton's quotation but has requested that
Dalton ship the completed O-rings to Colorado Metal for additional processing instead of to their Wichita, Kansas
manufacturing site. In this workshop, use the Get Opportunity/Quote functionality to convert the quote into an
actual sales order.
Navigate to Sales Order Entry.
Menu Path: Sales Management > Order Management > General Operations > Order Entry
Tip The CRM menu path is: Customer Relationship Management > Order Management > General
Operations > Order Entry
1. From the New menu, select New Order.
2. In the Customer field, enter XXX (where XXX are your initials) and press Tab.
The sold to address for your customer displays below.
3. From the Actions menu, select Get Opportunity/Quote.
The Create Order From Quote window displays.
4. In the Quote field, enter the number for the quotation you created in the Workshop - Enter a Quote.
5. Click the Create Order button.
In Sales Order Entry, the associated quotation information populates.
6. Iin the Ship To section, click the Ship To button to access Customer Search.
Customer Ship To Search displays.
7. Search for and select Colorado Metal.
The Bolder Colorado address displays in place of the previous Wichita Kansas address.
8. In the Need By field, enter the date two weeks from today.
9. In the Ship By field, enter the date two days before the Need By date.
10. Click Save.
The Do you want to refresh the lines and releases with the changes? message displays.

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11. To the message, click Yes to refresh changes.

This refreshes the changes.
12. Record the sales order number ____________.
13. Exit Sales Order Entry.
If the Order has made direct releases without a job link, return to order? message displays, click No.

Review Customer Record

Now that Dalton's quotation has been accepted by the aerospace customer and converted to a sales order, review
the customer record.
Navigate to Customer Maintenance.
Menu Path: Sales Management > Order Management > Setup > Customer
Tip The CRM menu path is: Customer Relationship Management > Order Management > Setup > Customer

1. In the Customer field, enter XXX (where XXX are your initials) and press Tab.
2. In the Type field, notice that it is now set to Customer.
When the quotation was converted to a sales order, the Epicor application automatically updated the value
displayed in this field to Customer. Previously, when the customer record was first created, it was set to
Suspect (if the Customer Relationship Management (CRM) module is installed) or Prospect (if the CRM
module is not installed).
3. Exit Customer Maintenance.

AR Invoice Entry
Use AR Invoice Entry to bill customers for products and services a company sells. Revenue and the corresponding
AR values for shipped products do not update the general ledger (GL) until an invoice is created and posted.
A group methodology is used to collect invoices and post them as a group (batch) to the GL in the same fiscal
period. Until a group posts, the GL does not update. The actual group ID is immaterial and can be used again as
soon as the original posts.
Note Reports and trackers used throughout the invoicing process are illustrated in this section of the
course.
Menu Path
Navigate to this program from the Main Menu:
Financial Management > Accounts Receivable > General Operations > Invoice Entry

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Deposit Billing Invoices

A deposit billing invoice is a customer down-payment or pre-payment that must be linked to an order but not
to a specific order line or release. The Prepayment account defined in the default GL control code (Type - AR
Account) offsets the Receivables account in this transaction type.
Sales order deposits can also be created directly in Cash Receipt Entry. The difference between creating a deposit
invoice and creating a deposit through cash receipts is mainly that a physical invoice can be printed if a deposit
billing invoice is created. Also, if you do not choose to create a deposit billing invoice, the Receivables account
is never affected by the deposit amount. Only when a deposit invoice posts, is the Receivables account debited.
Once an invoice payment posts, the Receivables account is credited.

Workshop - Enter a Deposit Billing Invoice

Dalton Manufacturing's policy states that a 10% down payment must be received prior to the shipment of goods.
Because it does not matter which line the down payment is applied to, a deposit invoice can be used to bill their
aerospace customer for the down payment. In this workshop, create a deposit billing invoice for 10% of Dalton's
initial sale to the aerospace company.

Enter a Deposit Billing Invoice Header

Navigate to Invoice Entry.
Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Entry
1. From the New menu, select New Group.
2. In the Group field, enter XXX2 (where XXX are your initials).
3. From the New menu, select New Deposit Billing.
The Header > Detail sheet displays.
4. Click Sales Order to access Sales Order Search.
5. Search for and select the sales order you created in the Workshop - Pull the Quote into a Sales Order, and
then click OK.
6. In the Sold To Customer field, note the sold to customer default that comes from the sales order.
7. In the Bill To Customer field, note the bill to customer default that comes from the sales order.
The bill to address you established for XXX Aerospace Account Payable (where XXX are your initials)
appears in this field.
8. Click Save.

Add Deposit Information

1. Navigate to the Line > Deposit sheet.
2. In the Extended Price field, enter 20,000.00.
3. Click Save.

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Daily Customer Processing

Customers Course

Post the Invoice Group

1. From the Actions menu, select Group > Post.
The AR Invoice Post Process window displays.
2. Click Submit.
3. Close the AR Invoice Post Process window.
4. Exit AR Invoice Entry.

Customer Tracker
Use the Customer Tracker to display a complete overview of customer activity within your database. It displays
information about each customer record, then displays all quotes, AR invoices, orders, jobs, and other records
linked to this specific customer.
The Customer Tracker can only display one customer at a time. To display two or more customers at the same
time, use Salesperson Workbench.
The Customer, Contacts, and Ship To sheets contain the read only versions of sheets that display within Customer
Maintenance. An additional sheet is available that does not display within Customer Maintenance. The Contacts
> By Ship To sheet displays contacts located at the customer's ship to locations.
Each tracker can contain sheets from the primary entry program and supplemental sheets unique to the tracker.
Information on primary sheets and fields is included in the Application Help for the entry program. Supplemental
sheet information is included in the Application Help for the specific tracker.
Menu Path
Navigate to this program from the Main Menu:
Executive Analysis > Trackers > Customer Tracker
Financial Management > Accounts Receivable > General Operations > Customer Tracker
Material Management > Shipping / Receiving > General Operations > Customer Tracker
Production Management > Scheduling > General Operations > Customer Tracker
Sales Management > Customer Relationship Management > General Operations > Customer Tracker
Sales Management > Order Management > General Operations > Customer Tracker
Sales Management > Quote Management > General Operations > Customer Tracker
Service Management > Field Service > General Operations > Customer Tracker
For CRM users, the Main Menu appears as:
Customer Relationship Management > Sales and Marketing Management > General Operations > Customer
Tracker
Customer Relationship Management > Order Management > General Operations > Customer Tracker
Customer Relationship Management > Quote Management > General Operations > Customer Tracker

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Daily Customer Processing

Workshop - Review Sales Orders and Invoices

In this workshop, use the Customer Tracker to review the sales order and invoice transactions you created for
Dalton Manufacturing's aerospace customer.
Navigate to Customer Tracker.
Menu Path: Financial Management > Accounts Receivable > General Operations > Customer Tracker
1. In the Customer field, enter XXX (where XXX are your initials) and press Tab.
2. Navigate to the Financial > Invoices > Open sheet.
3. Click Retrieve to retrieve all open invoices for Dalton Manufacturing's aerospace customer.
Review the displayed information for the deposit invoice you created in the Workshop - Enter a Deposit
Billing Invoice.
4. Navigate to the Orders > All sheet.
5. Click Retrieve to retrieve all orders for Dalton Manufacturing's aerospace customer.
Review the displayed information for the sales order you created in the Workshop - Pull the Quote into a
Sales Order.
6. Exit the Customer Tracker.

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Conclusion

Customers Course

Conclusion
Congratulations! You have completed the Customers course.

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Customers Course

Index

Index
T
terms maintenance 16

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Additional information is available at the Education and

Documentation areas of the EPICweb Customer Portal. To access
this site, you need a Site ID and an EPICweb account. To create an
account, go to http://support.epicor.com.