Account

The Account form holds all the data necessary to define and service vending and OCS/ORS customers. Because of the volume of data it is split out into a series of tabs. Two fields are viewable are not in tabs and are viewable all the time:

Account Number

Can be alphanumeric. (Can be changed at a later date as all references to an Account within the database use a hidden and fixed internal reference id, although this is not encouraged). See below for the Auto-generate feature.

Account Name

The name of the Account. It must be unique - two Accounts can not have the same name. When there is an Account that is physically split over two separate sites and you need two separate Accounts then add some location information to the name eg "ABC Company- Wash. Str"

The tabs used to maintain the rest of the data are:

General - other general information

Product sales - Details of where and how Product will be sold to this Account in OCS/ORS operations

Products - the products that will be sold to this Account in OCS/ORS operations

Closed day - what days this Account is closed and when the vending machines will not be used (used in pre-kitting forecasting)

Assets - what assets are located at this Account

Linked Accounts - which accounts are linked to this Account

Vend Prices- a summary of the product vend pricing at that Account

The detail to these tabs is defined below:

General

Address1, Address2, City Zip, State

Address information for the Account. Note that there should be one Account setup for each physical Account site. So Accounts split across physical sites should have one Account entry for each site. They can be linked together by defining which Account Address is regarded as the "Parent" Account. The Parent Account will be the main or primary Account address and is used as the aggregating Account for Commission calculations ie all Commissions for linked accounts will be summed together under the parent Account.

Verify Address [button]

Clicking on this button will validate the address against the Microsoft MapPoint software. You must have MapPoint loaded on your PC for this to operate. Verification will load specific longitude and latitude points so that route mapping functions can work accurately.

Region

The region of the Account. Refer to Region for usage details.

Tax Code

The tax code of the Account. Refer Tax Codes for usage details

Category

The Account Category of the Account. Refer Account Categories for usage details.

Contact, Contact Phone, Fax

Contact details for the Account. They will appear in the Closed days form and Commission Contract review form.

Has Contract, [date start], to [date], Auto renew

Check and set start/end dates where a formal Commission contract exists. The dates should be actual defined starting and ending dates in the contracts. Set Auto-renew if an auto-renew clause exists in the contract. This data will be used in the Commission Contract review form.

Parent

The Parent Account of this Account (if one exists). Leave unset of no parent exists. The drop down list will provide a list of all Accounts to choose from if there is a Parent.

Auto-generate

When adding a New account, check this box to get the system to automatically generate an account number. Refer to Account Prefix in Region for usage.

Product Sales tab

This tab defines the fields used for managing Account details for ORS/OCS product sales

Is product sales Customer

Check this box if this Customer is an ORS/OCS customer. No fields will be enabled in this tab unless this box is checked.

Shipping Address same as billing

Check this box to load general address details into these fields

Shipping address, Address2, City, Zip, State

Delivery address details

email address

email address to send sales invoices to.

Delivery instructions

Instructions printed out on sales Invoice/pick slips to indicate specific delivery details for this Account.

Route

What Route will deliver product orders for this Account

Pricing Group

What Pricing Group this Account belongs to. Refer to Pricing Groups for usage.

Producttab

This tab defines the fields used for managing product details for ORS/OCS product sales. It is used when there is no Pricing Group defined for this Account or when the Account Pricing Group details are to be overridden by these specific Account Product details. Use the Add button to select addition products to add into the grid for this Account.

Note that the Account will only be able to buy Products that are defined in this Product tab or in the similar table of products in the Account Group Products form.

Category, Number, Description, Default Package

This data is displayed from the Product references.

Price

What Price per the Default Packages unit of measure eg $10.50 per Casex24.

Active

Inactive products will not be available for selection in future sales orders/invoices.

Closed Days tab

Closed Days are those days that the vending machines at this Account will not be operating - typically when the Account site is closed for business. It is used for the pre-kitted forecasted Sales in non-Remote Monitored machines. Refer to Account Closed days for usage.

Mon, Tue, Wed, Thu, Fri, Sat, Sun

Check the days of the week that the vending machines will not normally be used

Holiday Description, Date, Next Observed, Closed

THe grid contains the list of defined Holidays in the database. Check the Closed box on any Holiday if the Account is closed on that day.

Assets tab

This grid lists out all vending Assets installed at this account - Asset, Model, Location

Linked Accounts tab

This grid lists all Accounts that are linked to this Account - Account Number, Account Description, Link

The Link column will identify the parent.

Vend Prices tab

This grid displays the current product vend pricing from all the vending machines located at this Account based on what is held in each machines planogram. the grid displays Category, Product, Vend Price. if you see a product listed twice with a two different prices then this indicates that the product is being sold at two different prices in that Account.