Issue/Symptom/Question

Customers Window Description

Applies To

Penta for Windows

Reference Manual

Billing & Accounts Receivable > Customers > Customers
Service Management > Customer Information > Customers

Resolution/Fix/Answer

A customer is a person or company that purchases goods or services from your organization. PENTA uses customers as the basis for creating accounts receivable invoices for jobs, work orders, sales orders, or other miscellaneous sales activity. By linking Customer Ids to items such as jobs, work orders, employees, OUs etc., you indicate which customer the receivable debits to and whom the Cash Receipt credits against.

The Customers window allows you to create, update, review, or add information for a customer. You must have authorization for the organizational unit where a customer is valid in order to update information in this window.

Upper block

Customer Id

The Customer Id is a unique code you use to identify each customer within your organization. PENTA uses the customer Id in conjunction with jobs, work orders, sales orders, employees, etc. The customer Id is alpha/numeric or just numeric based on the configuration of your database. System Option 2 (“Auto-Assign Customer Id”) controls whether PENTA assigns the Id or you assign it manually.

Entry is required. If System Option 2 is N, this field has no default.

Prospective Customer

Place a checkmark in the Prospective Customer box to indicate this is a prospective. Not placing a checkmark in this box indicates this is an actual customer. PENTA does not allow you to change the status of this field if a job, sales order, non-quote work order, or receivable has this Customer Id.

This box defaults as unchecked.

Name Prefix

Use the Name Prefix field to enter the part of the customer name that you want to appear on invoices and other documents in front of the Name field. PENTA does not display this prefix as the beginning of the name for sorting purposes. PENTA sorts some reports and queries based on the customer name, therefore, a company name starting with “The” would sort alphabetically by the letter T. The prefix allows “The” to appear on official documents but does not affect the sorts and queries.

Entry is optional. No default.

Name

PENTA uses the Name of the customer for identification within other areas of PENTA that uses the Customer Id. This name appears on printed documents and reports like AR Invoices, AR Statements, and Aging reports.

Entry is required. No default. Enter a 1-30 character alphanumeric description.

Employee Id

For customers that relate to employees, for purposes of employee receivables, PENTA links the Employee Id field to the customer and employee records. You can also create an employee customer via a pop-up window in the Employee Payroll Information window’s Miscellaneous tab. System Option 18 (“Customer-Vendor Assignment”) controls this functionality.

Entry is optional. No default.

Status Code

Use the Status Code field to indicate whether the customer is available for assignment to new jobs, work orders, and sales orders. If you mark the Customer as inactive, you can still process billing for existing jobs and work orders.

Entry is required. This field defaults as A.

Customer Type Code

Use the Customer Type Code field to indicate how PENTA should treat this Customer. PENTA defines three types:

• Employee – a customer tied to an employee within your company

• Regular Customer – a typical customer utilized for billing and Cash Receipts

• Inter-company Customer – a customer representing another company associated with your company. If the other company is set up as an organizational unit, PENTA assigns the Customer to that organizational unit through the Organizational Unit window.

Entry is required. This field defaults as Inter-company Customer.

Parent Customer Id

If the Customer is a “child” (or subsidiary) under a larger “parent” customer, use the Parent Customer Id field to identify the parent customer. This field allows you to link multiple customers together. Use this for ad-hoc reporting.

Entry is optional. No default.

Primary Contact

Use the Primary Contact field to identify the Customer’s primary contact person.

PENTA defaults this Contact to newly created Jobs, Work Orders, and Sales Orders and prints this Contact on corresponding documents.

Entry is optional. No default.

Authorized for All OUs (OU Authorization)

If the Customer has authorization for use with all organizational units (OUs), place a checkmark in the Authorized for All OUs box. Not placing a checkmark in this box indicates the Customer does not have authorization for use with all OUs and enables the Edit List button.

This box defaults as checked.

Edit List button (OU Authorization)

Clicking the Edit List button launches the Organizational Unit Validation for Customer pop-up window.

The Organizational Unit Validation for Customer pop-up window allows you to indicate which OUs are authorized for use with the Customer.

In the Available OUs column, PENTA lists all organizational units available for authorization with the Customer. The Authorized OUs column lists all OUs authorized for use with the Customer.

Use the arrows in the middle of the window or a drag/drop method to authorize Available OUs and/or unauthorize OUs for use with the Customer. Clicking the “Close” button commits your changes in this window and returns you to the Customers main window.

Note: If you placed a checkmark in the “Authorized for All OUs” box, this pop-up window is unavailable.

textbox

Use the textbox to record free form text about the Customer. These comments are for internal use only and do not appear on the customer invoice.

Entry is optional. No default.

Customer SLAs button

Billings & Accounts Receivable > Customers> Customers > Customer SLAs button

OR

Service Management > Customer Information > Customers> Customer SLAs button

The Service Level Agreements for Customer pop-up window allows you to establish a service level agreement for the customer with an effective date and an expiration date.

Effective Date

Enter a date or use the LOV button to specify the date the SLA goes into effect.

Entry is required. No default.

Expiration Date

Enter a date or use the LOV button to specify the date the SLA ends.

Entry is required. No default.

Service Type

This dropdown menu lists all authorized service types for the customer. The service level agreement is only in effect for work orders with the service type elected here.

Entry is required. Default is (All).

Call Type

This dropdown menu lists all authorized call types for the customer. The service level agreement is only in effect for work orders with the call type elected here.

Entry is optional. Default is (All).

Work Order Priority

Use the Work Order Priority field to select an authorized call priority from the drop-down menu.

Entry is required. No default.

Action

Use the Action field to select an authorized service level agreement action from the drop-down menu.

Entry is required. No default.

Timeframe

Use the Timeframe field to select a specified period of time for the action to be completed. Choosing a specific timeframe will either require a value in the Calendar field, require a value in or disable the Hours/Days field, or enable the If Reported Before or Promised by fields.

Entry is required. No default.

Calendar

Use the Calendar field to select a description of the service level agreement business calendars from the drop-down menu, which specifies the business hours in which the timeline applies.

Entry is required if you select Business Days or Business Hours in the Timeframe field, but is otherwise disabled for entry. No default.

Hours/Days

If you selected a value from the Timeframe field that requires an entry in the Hours/Days field, enter a number for the days or hours for the specific service level agreement, which determines how long you have to complete the action after the work order is reported and prioritized.

Entry is required if you selected “Business Days”, “Business Hours”, “Clock Days” or “Clock Hours” from the Timeframe field. Entry is disabled if you selected “Next Day” or “Same Day” from the Timeframe field. No Default.

If Reported Before

If you selected “Same Day” in the Timeframe field, use the If Report Before field to enter a time for when this service level agreement requires action to be completed the same day.

Entry is optional if you selected “Same Day” in the Timeframe field. For any other selection in the Timeframe field, this field will be disabled. No default.

Promised by

When the timeframe value is “Next Day”, use this field to enter a time for when the service level agreement is promised for completion the following day.

Entry is optional if you selected “Next Day” in the Timeframe field. For any other selection in the Timeframe field, this field will be disabled. No default.

Create from Template button

Billings & Accounts Receivable > Customers> Customers > Customer SLAs button > Create from Template button

OR

Service Management > Customer Information > Customers> Customer SLAs button > Create from Template button

The Create from Template button for Customer SLAs pop-up window allows a user to create a service level agreement from a template existing in the Standard Service Level Agreement Templates window. After clicking on the template and pressing ok, the pop-up will close and will create a customer level agreement based on the data in the templates window.

Template ID

The Template ID field displays the ID of the SLA template.

You cannot edit this field; it is for display only.

Description

The Description field displays the description associated with the SLA template identified in the Template ID field.

You cannot edit this field; it is for display only.

Copy from another SLA button

Billings & Accounts Receivable > Customers> Customers > Customers SLAs button > Copy from another SLA button

OR

Service Management > Customer Information > Customers> Customers SLAs button > Copy from another SLA button

The Copy from another SLA button for Customer SLAs pop-up window allows a user to view all customer SLAs and copy any existing data from one SLA to another. After clicking on the SLA and pressing ok, the pop-up will close and will create a customer level agreement based on the data for the customer.

You must first enter an effective date and expiration date before the Copy from Another SLA button is enabled.

Effective Date

The Effective date field displays the date the SLA goes into effect.

You cannot edit this field; it is for display only.

Expiration Date

The Expiration Date field displays the date the SLA no longer applies.

You cannot edit this field; it is for display only.

Customer ID

The Customer ID field displays the customer ID associated with the SLA.

You cannot edit this field; it is for display only.

Customer Name

The Customer Name field displays the customer name associated with the customer ID for the SLA.

You cannot edit this field; it is for display only.

Location Name

The Location Name field displays the location name (if applicable) for the SLA for the customer.

You cannot edit this field; it is for display only.

Cus Categories button

Billings & Accounts Receivable > Customers> Customers > Cus Categories button

OR

Service Management > Customer Information > Customers> Cus Categories button

The Cus Categories for Customer pop-up window allows you to record an entry of an alert code for the customer with an effective date and an optional expiration date.

Category

Use the Category field to identify the category assigned to the customer.

Entry is required. No default.

Description

In the Description field, PENTA displays the description associated with your selection in the Category field.

You cannot edit this field; it is for display only.

Effective Date

Use the Effective Date field to indicate when the category becomes effective for the customer.

Entry is required. No default.

Expiration Date

Use the Expiration Date field to indicate when the category ends for the customer.

Entry is optional. No default.

Customer Contacts button

Billing & Accounts Receivable > Customers > Customers > Customer Contacts button
OR
Service Management > Customer Information > Customers > Customer Contacts button

The Location Customer Contacts pop-up window allows you to enter each customer contact you need to retain for this Customer/Location. This is for informational purposes only.

Note: For defaulting purposes, PENTA first seeks to use the Location Customer Contacts you established at the Customer/Location level. If there are no Location Customer Contacts at that level, PENTA instead uses the Customer level Contacts.

Contact #

PENTA auto assigns the Contact # with the next sequential number for this Customer. For example, if this is the first location you are setting up under the Customer, this field defaults as 1.

You cannot edit this field; it is for display only.

Name (Prefix, First, Middle, Last, Suffix, Nickname)

Enter the Name of the Customer contact you are entering.

Entry is optional. No default.

Title

Use dropdown menu to select the Customer Contact’s Title.

Entry is optional. No default.

Email Address

Use this field to enter the Customer Contact’s Email Address.

Entry is optional. No default.

Preferred Communication Method

Use this dropdown menu to select the Customer Contact’s preferred method of communication.

Entry is optional. This defaults as None Specified.

Date (Status Information)

If you are setting up a new Customer Location Contact, indicate when the Contact’s status becomes effective. This field defaults as the current date.

If you are maintaining an existing Contact for the Customer Location, PENTA displays the date the Contact’s Status took effect and you cannot edit this field. To change the date, click the Edit button.

Status (Status Information)

If you are setting up a new Customer Location contact, indicate whether the Customer Location’s Contact is Active or Inactive.

If you are maintaining an existing Contact for the Customer Location, PENTA displays the current status of the Contact and you cannot edit this field. To change the status, click the Edit button.

Edit button (Status Information)

Billing & Accounts Receivable > Customers > Customers > Customer Contacts button > Edit button
OR
Service Management > Customer Information > Customers > Customer Contacts button > Edit button

The Contact Status History for Customer, Contact pop-up window allows you to record a new Active or Inactive Status and Status Effective Date for the Customer Location’s Contact.

Address tab

Billing & Accounts Receivable > Customers > Customers > Customer Contacts button > Address tab
OR
Service Management > Customer Information > Customers > Customer Contacts button > Address tab

Customer Location

If the Contact’s address is associated with a Customer Location already set up in PENTA, enter the Id of that Customer Location.

If you enter an Id in this field, PENTA defaults the Customer Location’s address information in the fields below and prevents overrides.

Entry is optional. No default.

Date (Status Information)

If you are setting up a new Customer Location address for the Contact, indicate when the address’s Status becomes effective for the Contact. This field defaults as the current date.

If you are maintaining an existing address for the Contact at the Customer Location, PENTA displays the date the Status of the Contact’s address took effect and you cannot edit this field. To change the date, click the Edit button.

Status (Status Information)

If you are setting up a new address for the Customer Location’s Contact, indicate whether the Contact’s address is Active or Inactive.

If you are maintaining an existing address for the Customer Location’s Contact, PENTA displays the current status of the Contact and you cannot edit this field. To change the status, click the Edit button.

Edit button (Status Information)

Billing & Accounts Receivable > Customers > Customers > Customer Contacts button > Address tab > Edit button
OR
Service Management > Customer Information > Customers > Customer Contacts button > Address tab > Edit button

The Contact Status History for Customer, Contact pop-up window allows you to assign a new Active or Inactive status and Status Effective Date to the Contact at this address.

Name Prefix (Address)

Enter the Prefix of the Contact (e.g., Mr., Ms., etc.)

Entry is optional. No default.

Name (Address)

Create a name that will appear on mailing addresses for the Contact.

Entry is required. No default.

City, State/Province, Postal Code, Country Code

If you did not enter a Customer Location, identify the city, state/province, postal, and country information for the Customer Location’s address.

If you entered a Customer Location, PENTA defaults the Location’s address information in these fields and prevents overrides.

Physically Located At This Address

Place a checkmark in this box if the Contact is physically located at the Customer Location. No checkmark in this box indicates the Contact is physically located elsewhere.

PENTA looks to this value when a process requires a physical address. PENTA selects the Active address with a checkmark in this box. If there are multiple qualifying addresses, PENTA selects the address with the most recent Status Date.

Mailing Address

Place a checkmark in this box if this is the Contact’s mailing address. No checkmark in this box indicates this is not the Contact’s mailing address.

PENTA looks to this value when a process requires a mailing address. PENTA selects the Active address with a checkmark in this box. If there are multiple qualifying addresses, PENTA selects the address with the most recent Status Date.

Phone Numbers tab

Type

Categorize the Contact’s number for the Customer.

Entry is required to enter a phone number. No default.

Area Code

Enter the Contact’s Area Code for the Customer.

Entry is required. No default.

Phone Number

Enter the Contact’s number for the Customer.

Entry is required. No default.

Extension

Enter the Contact’s Extension for the Customer.

Entry is required. No default.

Primary Voice?

This box is applicable if the Type field’s value indicates a “voice” number (as opposed to a fax number, for example).

Place a checkmark in this box if this is the number you primarily call to speak with the Contact person. No checkmark indicates the Contact has a different primary “voice” number.

This box defaults as unchecked.

Primary Fax?

The Primary Fax? box is applicable if the Type field’s value indicates a “fax” number (as opposed to a cell phone number, for example).

Place a checkmark in this box if this is the number you primarily use to send faxes to the Contact person. No checkmark indicates the Contact has a different primary fax number.

This box defaults as unchecked.

Description

Use this field to enter any special notes related to the number (e.g., “Don’t call after 9 PM”).

Entry is optional. No default.

Roles tab

Location

Identify the Location for which the Contact has some level of authority.

Entry is required. This field defaults as All; however; you can override the default.

Service Type

Identify which Service Type the Contact deals with for the Customer.

Entry is optional. This field defaults as All; however; you can override the default.

Call Type

Identify the Call Type the Contact deals with for the Customer.

Entry is optional. This field defaults as All; however, you can override the default.

Contact Type

Identify the Role the Contact plays at the Location (and, if entered, Call Type and Service Type).

Entry is optional. This field defaults as None; however, you can override the default.

Rank

Identify the Contact’s Rank relative to other contacts set up for the exact same role.

Entry is optional. No default.

Preference List button

Billing & Accounts Receivable > Customers > Customers > Customer Contacts button > Preference List button
OR
Service Management > Customer Information > Customers > Customer Contacts button > Preference List button

The Preferred Contacts for Customer, Location pop-up window allows you to view the preferred Contact for a particular Service Type/Call Type combination.

You cannot edit this pop-up window; it is for display only.

Cus Reference Codes button

Billing & Accounts Receivable > Customers > Customers > Cus Reference Codes button
OR
Service Management > Customer Information > Customers > Cus Reference Codes button

The Reference Codes for Customer pop-up window allows you to record additional information for this Customer. This information works in relation with work orders only and must be set up in the Customer Reference Codes window prior to assigning reference codes to the Customer. When you associate a work order with the Customer, PENTA makes these Reference Codes available for entry.

Reference Codes

Use the Reference Codes field to associate a reference code(s) with the Customer.

Entry is optional. No default.

Value

Use the Value field to enter the value for the associated Reference Code. For example, if you had a Reference code for “Customer PO #,” the value you enter for that reference code is the Customer PO #.

Entry is optional. No default.

Description

In the Description field, PENTA displays the description of the Value you entered.

You cannot edit this field; it is for display only.

Customer Notes button

Billing & Accounts Receivable > Customers > Customers > Customer Notes button
OR
Service Management > Customer Information > Customers > Customer Notes button

The Notes for Customer pop-up window allows you to create a note for the Customer and indicate how the note should default to other windows.

Note Type

Use this field to categorize the Customer note.

Entry is required. No default.

Default to Work Orders

A checkmark indicates PENTA should default the note to Work Orders associated with the Customer. No checkmark indicates PENTA should not default this note to Work Orders associated with the Customer.

If you place a checkmark in this box, choose a radio button to indicate:

• Based on work customer – PENTA should default the note only to Work Orders where the work customer is this Customer.

• Based on Invoice Customer – PENTA should default the note only to Work Orders where the invoice customer is this Customer.

• Always – PENTA should default the note to the Work Order any time the work OR invoice customer is this Customer.

This box defaults as unchecked.

Default to Maintenance Contracts

A checkmark indicates PENTA should default the note to Maintenance Contracts associated with the Customer. No checkmark indicates PENTA should not default this note to Maintenance Contracts associated with the Customer.

This box defaults as unchecked.

Allow Update of Text

A checkmark indicates users can update the note’s text later. No checkmark indicates users cannot update the note’s text later.

This box defaults as unchecked.

Applies to All Locations

A checkmark indicates PENTA should default the note to all Locations (for this Customer) that are added to a Work Order and/or Maintenance Contract, also subject to the defaulting rules (“Default to Work Orders”) defined above.

Edit List button

Note: PENTA only enables this button if the Applies to All Locations box does not contain a checkmark.

Billing & Accounts Receivable > Customers > Customers > Cus Reference Codes button > Edit List button
OR
Service Management > Customer Information > Customers > Cus Reference Codes button > Edit List button

The Locations for Note pop-up window allows you to indicate which Customer Locations are authorized for use with the Note.

In the Available Locations block, PENTA lists all Locations available for authorization with the Note. The Applies to Locations block lists all Locations authorized for use with the Note.

Use the arrows in the middle of the window or a drag/drop method to authorize Available Locations and/or unauthorize Locations for use with the Note. Clicking the Close button commits your changes in this pop-up window and returns you to the main window.

Applies to All Service Types

A checkmark indicates PENTA should default the note to all Service Types (for this Customer) that are added to a Work Order and/or Maintenance Contract, also subject to the defaulting rules (“Default to Work Orders”) defined above.

Edit List button

Note: PENTA only enables this button if the Applies to All Service Types box does not contain a checkmark.

Billing & Accounts Receivable > Customers > Customers > Cus Reference Codes button > Edit List button

OR

Service Management > Customer Information > Customers > Cus Reference Codes button > Edit List button

The Service Types for Note pop-up window allows you to indicate which Customer Service Types are authorized for use with the Note.

In the Available Service Types block, PENTA lists all Service Types available for authorization with the Note. The Authorized Service Types block lists all Service Types authorized for use with the Note.

Use the arrows in the middle of the window or a drag/drop method to authorize Available Service Types and/or unauthorize Service Types for use with the Note. Clicking the Close button commits your changes in this pop-up window and returns you to the main window.

Applies to All Call Types

A checkmark indicates PENTA should default the note to all Call Types (for this Customer) that are added to a Work Order and/or Maintenance Contract, also subject to the defaulting rules (“Default to Work Orders”) defined above.

Edit List button

Note: PENTA only enables this button if the Applies to All Call Types box does not contain a checkmark.

Billing & Accounts Receivable > Customers > Customers > Cus Reference Codes button > Edit List button

OR

Service Management > Customer Information > Customers > Cus Reference Codes button > Edit List button

The Call Types for Note pop-up window allows you to indicate which Customer Call Types are authorized for use with the Note.

In the Available Call Types block, PENTA lists all Call Types available for authorization with the Note. The Authorized Call Types block lists all Call Types authorized for use with the Note.

Use the arrows in the middle of the window or a drag/drop method to authorize Available Call Types and/or unauthorize Call Types for use with the Note. Clicking the Close button commits your changes in this pop-up window and returns you to the main window.

Cus Technician Pref button

Billing & Accounts Receivable > Customers > Customers > Cus Tech Pref button
OR
Service Management > Customer Information > Customers > Cus Tech Pref button

Clicking the Cus Technician Pref button opens the Customer Technician Preference main window, which allows you to track and maintain the Customer’s preferences for a particular technician. You can identify “Preferred” or “Do Not Assign” service technicians for the Customer and associate a preference ranking with each technician.

See Service Management’s Customer Technician Preference Window Description for additional information.

Cus Invoice Cus button

Clicking the Cus Invoice Cus button launches the Invoice/Customer Location pop-up window.

The Invoice Customer/Location pop-up window allows you to define the Customer’s default Invoice Customer(s) and Invoice Customer Location(s). You can also associate a Service Type and/or Call Type with the Invoice Customer and Invoice Customer Location.

View All Customers button

Clicking the View All Customers button launches the Active Customers pop-up window.

The Active Customers pop-up window allows you to view all Customer Ids and their descriptions, including those you currently have no authorization to use. The Authorized column provides a checkmark indicator of whether you have authorization for at least one of the OUs associated with the corresponding Customer Ids. PENTA does not allow you to use Customer Ids with no checkmark in the Authorized column.

You cannot edit this pop-up window; it is for display only.

Locations tab

The Locations tab allows you to identify different locations for the Customer and record default information for each location.

Billing & Accounts Receivable > Customers > Customers > Locations tab
OR
Service Management > Customer Information > Customers > Locations tab

Location Code

Use the Location Code field to create an alpha and/or numeric code to identify a location belonging to the Customer. This field is especially useful for differentiating different locations belonging to the Customer (if applicable).

Entry is required. No default.

Description

Use the Description field to name/describe the Location.

Entry is required. No default.

Loc Tax Jurisdictions button

Clicking the Loc Tax Jurisdictions button launches the Tax Jurisdictions for Customer pop-up window.

The Tax Jurisdiction pop-up window allows you to enter tax information applicable to the Customer/Location.

Tax Type

Identify the type of taxes PENTA should apply to the Customer Location. PENTA uses this information when producing invoice calculations.

Entry is optional. No default.

Jurisdiction Id

Identify the Customer Location’s taxing Jurisdiction. PENTA uses this information when producing invoice calculations.

Entry is optional. No default.

Description

In the Description field, PENTA displays the name associated with the Jurisdiction Id.

Entry is optional. No default.

Location SLAs Button

Billings & Accounts Receivable > Customers> Customers > Location SLAs button

OR

Service Management > Customer Information > Customers> Location SLAs button

The Location SLAs for Customer pop-up window allows you to record an entry of a service level agreement for the customer location with an effective date and an expiration date.

Effective Date

Enter a date or use the LOV button to specify the date the SLA goes into effect.

Entry is required. No default.

Expiration Date

Enter a date or use the LOV button to specify the date the SLA is no longer in effect.

Entry is required. No default.

Service Type

This dropdown menu lists all authorized service types for the customer location.

Entry is required. Default is (All).

Call Type

This dropdown menu lists all authorized call types for the customer location.

Entry is optional. Default is (All).

Work Order Priority

Use the Work Order Priority field to select an authorized call priority from the drop-down menu.

Entry is required. No default.

Action

Use the Action field to select an authorized service level agreement action from the drop-down menu.

Entry is required. No default.

Timeframe

Use the Timeframe field to select a specified period of time for the action to be completed. Choosing a specific timeframe will either require a value in the Calendar field, require a value in or disable the hours/days field, or enable the If Reported Before or Promised by fields.

Entry is required. No default.

Calendar

Use the Calendar field to select a description of the service level agreement business calendars from the drop-down menu, which specifies the business hours in which the timeline applies.

Entry is required if you select Business Days or Business Hours in the Timeframe field, but is otherwise disabled for entry. No default.

Hours/Days

If you selected a value from the Timeframe field that requires an entry in the Hours/Days field, enter a number for the days or hours for the specific service level agreement, which determines how long you have to complete the action after the work order is reported and prioritized.

Entry is required if you selected “Business Days”, “Business Hours”, “Clock Days” or “Clock Hours” from the Timeframe field. Entry is disabled if you selected “Next Day” or “Same Day” from the Timeframe field. No Default.

If Reported Before

If you selected “Same Day” in the Timeframe field, use the If Reported Before field to enter a time for when this service level agreement requires action to be completed the same day.

Entry is optional if you selected “Same Day” in the Timeframe field. For any other selection in the Timeframe field, this field will be disabled. No default.

Promised by

When the timeframe value is “Next Day”, use this field to enter a time for when the service level agreement is promised for completion the following day.

Entry is optional if you selected “Next Day” in the Timeframe field. For any other selection in the Timeframe field, this field will be disabled. No default.

Create from Template button

Billings & Accounts Receivable > Customers> Customers > Location SLAs button > Create from Template button

OR

Service Management > Customer Information > Customers> Location SLAs button > Create from Template button

The Create from Template button for Location SLAs pop-up window allows a user to create a service level agreement from a template existing in the Standard Service Level Agreement Templates window. After clicking on the template and pressing ok, the pop-up will close and will create a location level agreement based on the data in the templates window.

Template ID

The Template ID field displays the ID associated with a template.

You cannot edit this field; it is for display only.

Description

The Description field displays the description of the template identified in the Template ID field.

You cannot edit this field; it is for display only.

Copy from another SLA button

Billings & Accounts Receivable > Customers> Customers > Location SLAs button > Copy from another SLA button

OR

Service Management > Customer Information > Customers> Location SLAs button > Copy from another SLA button

The Copy from another SLA button for Location SLAs pop-up window allows you to view all customer and location SLAs and copy any existing data from one SLA to another. After clicking on the SLA and pressing ok, the pop-up will close and will create a location level agreement based on the data in the pop-up window.

Effective Date

The Effective Date displays the date the SLA goes into effect.

You cannot edit this field; it is for display only.

Expiration Date

The Expiration Date field displays the date the SLA is no longer in effect.

You cannot edit this field; it is for display only.

Customer ID

The Customer ID field displays the customer ID for whom the SLA is put into effect.

You cannot edit this field; it is for display only.

Customer Name

The Customer Name field displays the name of the customer associated with the ID displayed in the Customer ID field for the SLA.

You cannot edit this field; it is for display only.

Location Description

The Location Description field displays the customer location description (if applicable) for the SLA.

You cannot edit this field; it is for display only.

Loc Categories button

Billings & Accounts Receivable > Customers> Customers > Loc Categories button

OR

Service Management > Customer Information > Customers> Loc Categories button

The Loc Categories for Customer pop-up window allows you to record an entry of an alert code for the customer’s location with an effective date and an optional expiration date.

Category

Use the Category field to identify the category assigned to the customer’s location.

Entry is required. No default.

Description

In the Description field, PENTA displays the description of the category you identified in the Category field.

You cannot edit this field; it is for display only.

Effective Date

Use the Effective Date field to indicate when the category goes into effect for the customer’s location.

Entry is required. No default.

Expiration Date

Use the Expiration Date field to indicate when the category is no longer in effect for the customer’s location.

Entry is optional. No default.

Location Contacts button

Clicking the Location Contacts button launches the Contacts for Customer, Location pop-up window.

The Contacts for Customer,Location pop-up window allows you to enter each customer contact you need to retain for this Customer/Location. This is for informational purposes only.

Note: For defaulting purposes, PENTA first seeks to use the Location Customer Contacts you established at the Customer/Location level. If there are no Location Customer Contacts at that level, PENTA instead uses the Customer level Contacts.

Preferred Communication Method

Enter the Contact’s preferred method of communication (e.g., email, fax, etc.).

Entry is optional. No default.

Date (Status Information)

If you are setting up a new Customer Location Contact, indicate when the Contact’s status becomes effective. This field defaults as the current date.

If you are maintaining an existing Contact for the Customer Location, PENTA displays the date the Contact’s Status took effect and you cannot edit this field. To change the date, click the Edit button.

Status (Status Information)

If you are setting up a new Customer Location contact, indicate whether the Customer Location’s Contact is Active or Inactive.

If you are maintaining an existing Contact for the Customer Location, PENTA displays the current status of the Contact and you cannot edit this field. To change the status, click the Edit button.

Edit button (Status Information)

Clicking the Edit button launches the Contact Status History for Customer, Contact pop-up window.

The Contact Status History for Customer, Contact pop-up window allows you to record a new Active or Inactive Status and Status Effective Date for the Customer Location’s Contact.

Customer Location

If the Contact’s address is associated with a Customer Location already set up in PENTA, enter the Id of that Customer Location.

If you enter an Id in this field, PENTA defaults the Customer Location’s address information in the fields below and prevents overrides.

Entry is optional. No default.

Date (Status Information)

If you are setting up a new Customer Location address for the Contact, indicate when the address’s Status becomes effective for the Contact. This field defaults as the current date.

If you are maintaining an existing address for the Contact at the Customer Location, PENTA displays the date the Status of the Contact’s address took effect and you cannot directly edit this field. To change the date, click the Edit button.

Status (Status Information)

If you are setting up a new address for the Customer Location’s Contact, indicate whether the Contact’s address is Active or Inactive.

If you are maintaining an existing address for the Customer Location’s Contact, PENTA displays the current status of the Contact and you cannot edit this field. To change the status, click the Edit button.

Name Prefix (Address)

Enter the Prefix of the Contact (e.g., Mr., Ms., etc.)

Entry is optional. No default.

Name (Address)

Create a name that will appear on mailing addresses for the Contact.

Entry is required. No default.

City, State/Province, Postal Code, Country Code

If you did not enter a Customer Location, identify the city, state/province, postal, and country information for the Customer Location’s address.

If you entered a Customer Location, PENTA defaults the Location’s address information in these fields and prevents overrides.

Physically Located At This Address

A checkmark in this box indicates the Contact is physically located at the Customer Location. No checkmark indicates the Contact is physically located elsewhere.

PENTA looks to this value when a process requires a physical address. PENTA selects the Active address with a checkmark in this box. If there are multiple qualifying addresses, PENTA selects the address with the Status Date that is less than or equal to the current date.

Mailing Address

A checkmark in this box indicates this is the Contact’s mailing address. No checkmark indicates this is not the Contact’s mailing address.

PENTA looks to this value when a process requires a mailing address. PENTA selects the Active address with a checkmark in this box. If there are multiple qualifying addresses, PENTA selects the address with the greatest Status Date.

Primary Voice?

This box is applicable if the Type field’s value indicates a “voice” number (as opposed to a fax number, for example).

A checkmark indicates this is the number you primarily call to speak with the Contact person. No checkmark indicates the Contact has a different primary “voice” number.

This box defaults as unchecked.

Primary Fax?

This box is applicable if the Type field’s value indicates a “fax” number (as opposed to a cell phone number, for example).

A checkmark indicates this is the number you primarily use to send faxes to the Contact person. No checkmark indicates the Contact has a different primary fax number.

This box defaults as unchecked.

Description

Use this field to enter any special notes related to the number (e.g., “Don’t call after 9 PM”).

Entry is optional. No default.

Preference List button

Clicking the Preference List button launches the Preferred Contacts for Customer, Location pop-up window.

The Preferred Contacts for Customer, Location pop-up window allows you to view the preferred Contact for a particular Service Type/Call Type combination.

You cannot edit this pop-up window; it is for display only.

Loc Reference Codes button

Clicking the Loc Reference Codes button launches the Reference Codes for Customer, Location pop-up window.

The Reference Codes for Customer, Location pop-up window allows you to record additional information regarding the Customer/Location. This information works in relation with work orders only and must be set up in the Customer Reference Codes window prior to assigning the codes to a customer. When you enter a Work Order for the Customer/Location, PENTA makes the customer reference code assignments for the Customer/Location are available for entry.

Note: PENTA first seeks to use the Reference Codes you establish at this Customer/Location level. If there are no Location Customer Contacts at this level, PENTA instead uses the Customer level Reference Codes.

Reference Codes

Enter the Id of the Reference Code(s) you want to require for the Customer Location.

Entry is optional. No default.

Value

Use this field to identify the Value of the Reference Code. For example, if you had a Reference code for “Customer PO #,” the value you enter for that reference code is the Customer PO #.

Entry is optional. No default.

Description

PENTA displays the description associated with the Value, if one exists.

You cannot edit this field; it is for display only.

Location Notes button

Billing & Accounts Receivable > Customers > Customers > Locations tab > Loc Technician Pref button
OR
Service Management > Customer Information > Customers > Locations tab > Loc Technician Pref button

Clicking the Location Notes button launches the Notes for Customer, Location pop-up window.

The Notes for Customer, Location pop-up window allows you to create a note for the Customer Location and indicate how the note should default to other windows.

Note Type

Use this field to categorize the Customer Location note.

Entry is required. No default.

Default to Work Orders

A checkmark indicates PENTA should default the note to Work Orders associated with the Customer Location. No checkmark indicates PENTA should not default this note to Work Orders associated with the Customer Location.

If you place a checkmark in this box, choose a radio button to indicate:

• Based on Work Location – PENTA should default the note only to Work Orders where the work location is this Customer Location.

• Based on Invoice Location – PENTA should default the note only to Work Orders where the invoice location is this Customer Location.

• Always – PENTA should default the note to the Work Order any time the work OR invoice location is this Customer Location.

This box defaults as unchecked.

Default to Maintenance Contracts

A checkmark indicates PENTA should default the note to Maintenance Contracts associated with the Customer Location. No checkmark indicates PENTA should not default this note to Maintenance Contracts associated with the Customer Location.

This box defaults as unchecked.

Allow Update of Text

A checkmark indicates you want to update the note’s text later. No checkmark indicates you do not want to update this note later.

This box defaults as unchecked.

Loc Technician Pref button

Clicking the Loc Technician Pref button opens the Customer Technician Preference main window, which allows you to track and maintain the Customer Location’s preferences for particular technicians. You can identify “Preferred” or “Do Not Assign” technicians for the Customer Location and associate a preference ranking with each technician.

See Service Management’s Customer Technician Preference Window Description for additional information.

Note: PENTA first seeks to use the Technician Preference you establish at this Customer Location level. If there is no Technician Preference at this level, PENTA instead uses the Customer level Technician Preference.

Loc Invoice Cus button

Billing & Accounts Receivable > Customers > Customers > Locations tab > Loc Invoice Cus button
OR
Service Management > Customer Information > Customers > Locations tab > Loc Invoice Cus button

Clicking the Loc Invoice Cus button opens the Invoice Customer/Location pop-up window.

The Invoice Customer/Location pop-up window allows you to define the Customer Location’s default Invoice Customer(s) and Invoice Customer Location(s). You can also associate a Service Type and/or Call Type with the Invoice Customer and Invoice Customer Location.

Note: PENTA first seeks to use the Invoice Customer information you establish at this Customer/Location level. If there is no Invoice Customer information at this level, PENTA instead uses the Customer level’s Invoice Customer information.

View All Locations button

Clicking the View All Locations button launches the Active Customer Locations pop-up window.

The Active Customer Locations pop-up window allows you to view all Location Codes and their descriptions, including those you currently have no authorization to use. The Authorized column provides a checkmark indicator of whether you are authorized for at least one of the OUs associated with the corresponding Location Code. PENTA does not allow you to use Location Codes with no checkmark in the Authorized column.

You cannot edit this pop-up window; it is for display only.

Locations tab > Main sub-tab

Billing & Accounts Receivable > Customers > Customers > Locations tab > Main sub-tab
OR
Service Management > Customer Information > Customers > Locations tab > Main sub-tab

The Location tab’s Main sub-tab allows you to establish basic information for the Customer/Location.

Status Code

Use the Status Code field to indicate whether the location is active or inactive. PENTA uses the Status Code to determine whether you can enter billings and job orders for the Customer associated with the Location, and whether you can purge the Customer record from PENTA.

Entry is required. This field defaults as “Active.”

Type Code

Use the Type Code field to categorize the Location.

Entry is optional. No default.

Status History button

Clicking the Status History button displays all changes made to the status of this Customer Location.

Reassign Location to New Customer button

Clicking the Reassign Location to New Customer button launches the Reassign Location wizard.

The Reassign Location wizard allows you to assign the current Location to a new Customer.

When you are finished with each screen, click the Next> button to advance to the next screen and continue reassigning the Location.

Step 1: Identify the New Customer and Effective Date

Use the following fields to enter information for the reassignment:

• New Customer Id – Identify the new Customer you want to assign the Location to.

• New Location Code – Create a code identifying the new location for the Customer.

• Effective Date – Enter the date when the reassignment becomes effective.

Step 2: Select Contacts to Copy

The second screen allows you to limit which values PENTA copies to the new Customer. The top block of this screen displays Contacts that you can copy forward. The bottom block displays information corresponding to the Contact that has focus in the top block.

To control which contacts PENTA copies to the new Customer:

• Place a checkmark in the Copy? box if PENTA should copy the Contact to the new Customer.

• Remove the checkmark if PENTA should not copy the Contact to the new Customer.

Step 3: Assign Equipment Ids

This screen displays all equipment at the Location and allows you to create new Ids for the equipment or copy the equipment “as is.”

If desired, enter New Equipment Id(s).

Step 4: Copy Service Notes

This screen displays all service notes associated with the Location and/or service notes assigned to the prior Customer that also applied to the Location you are copying.

To control which service notes PENTA copies to the new Customer or Location:

• Place a checkmark in the Copy? box to copy a service note to the new Customer or Location. (PENTA indicates whether the service note applies to the Customer or Location in the Level column.)

• Remove the checkmark from the box if PENTA should not copy a service note.

Step 5: Copy Work Orders

This screen displays all open Work Orders assigned to the Location (either as the Work Location or Invoice Location), and allows you to indicate which Work and/or Invoice Customer Locations to copy forward.

To control which Work and/or Invoice Customer Locations PENTA copies:

• Place a checkmark in the Change To New Cus/Location box to copy the Work/Invoice Customer Location.

• Remove the checkmark from the box if PENTA should not copy the Work/Invoice Customer Location.

Step 6: Copy Active Jobs

This screen displays all open jobs attached to the Location, either as the work location or the invoice location.

To control which Jobs PENTA copies to the Location:

• Place a checkmark in the Change to New Customer box if PENTA should copy the Job’s Work Customer/Location to the Location you created in Step 1.

• Remove the checkmark from the Change to New Customer box if PENTA should not copy the Job’s Work Customer/Location to the Location you created in Step 1.

• If the Job is not part of a current billing process, you can identify which Customer receives invoices for this Job. This defaults to the current invoice customer and is not updatable, unless “Change To New Cus/Location” has a checkmark and the current Work Customer/Location matches the current Invoice Customer/Location—in which case this defaults to the new Work Customer.

• Use the New Invoice Location field to enter the Id of the Customer Location where you should send invoices for the Job.

Step 7: View Maintenance Contracts

This screen displays all open Maintenance Contracts that include the transferred locations and indicates how the reassignment process will alter them. This screen indicates that the Location was previously covered by a Maintenance Contract and now will not be covered, so that you can contact the new Customer to determine if they want a Maintenance Contract.

You should take note of the PENTA Action column, as it indicates PENTA’s next action for the Location/Maintenance Contract. Possible values PENTA will display are:

• “Terminate” – Indicates the transferred location was the only location covered by the Maintenance Contract. PENTA cancels the Maintenance Contract as of the Effective Date of the move.

• “Remove location from contract” – Indicates the Maintenance Contract covers multiple Locations. PENTA inactivates the Location (and all of the Location’s equipment and future visits) as of the Effective Date of the move and prevents reactivation of that Location in the future.

You cannot edit this screen; it is for display only.

Step 8: Quotes

This screen displays active open Service Quotes that do not have an associated Work Order or Maintenance Contract and contain the Customer Location you are moving.

You cannot edit this screen; it is for display only.

Note: This screen only appears if Service Quotes already exist.

Step 9: Deficiencies

PENTA automatically transfers the old Location’s open deficiencies to the new Customer and Location. When transferred, PENTA displays them on the open deficiencies dashboard of the salesperson associated with the new Customer Location, so that they can begin the quoting process with the new Customer.

This screen also displays both the old salesperson and the defaulted new salesperson; however, you can change the defaulted new salesperson.

Note: This screen only appears if deficiencies already exist.

Step 10: Complete the Reassignment

This screen gives you one last chance to abort or edit the transfer before PENTA commits your changes.

When you click the Finish button, PENTA will:

• Change the Location’s Status (for the original customer) to “Closed – Different Customer” as of the Effective Date you entered during Step 1. This will prevent new entries to that location dated on or later than the Effective Date.

• Create a new Customer Location as a copy of the original Location, modifying the Customer, Location Code, and Description to Step 1’s values. This copies:

• Master Location information

• OU validations

• Tax Jurisdictions

• Future Opportunities

• Customer Reference Codes

• User Defined Fields

• Agencies that regulate the Location

• Contacts and their phone numbers (if selected in Step 2)

• Location-specific Service Notes (if selected in Step 4)

• Maintain a link between the two Locations so the history includes both Customers wherever appropriate.

• Cancel any Maintenance Contracts for the original Customer where the transferred Location is the only Location covered by the Maintenance Contract. Inactivate the transferred Location on any Maintenance Contract that includes other Location(s).

• Update open Work Orders’ work and billing Customers/Locations based on your responses in Step 5.

• Update open jobs’ work and billing Customers/Locations based on your responses in Step 6.

• Copy Customer equipment from the original Location to the new Location using the Equipment Ids you specified in Step 3.

• Inactivate the equipment at the original Location.

• Update open deficiencies, moving any that should remain open to the new Customer/Location and equipment.

• Maintain a link between the original equipment and the new equipment, so historical information can include a history of Customers wherever appropriate. For example, the service history for a Location on the Work Order window will include ALL visits to that Location regardless of Customer. The Customer Id and name are available columns in the grid so that you can differentiate which Customer the Location belonged to at the time of the service.

• Update the following histories about the Location and/or its equipment for each Customer it was associated with:

• Work Order Information – Customer/Location Service History will display all Work Orders where this Location was the Work Location, regardless of which Customer it belonged to.

• Inspection/question histories on equipment will display regardless of which Customer the equipment belonged to.

Name Prefix (Address)

Use the Name Prefix field to enter a prefix for the Name field below.

This field functions like the Name Prefix field in this window’s header block.

Entry is optional. No default.

Name (Address)

Use the Name fields to enter the name and street address you want PENTA to print on invoices for this Customer/Location. You can enter up to thirty characters in each field.

Entry is optional. The first field in this block defaults as the header block’s customer name; however, you can override this value if necessary.

Use the following fields to enter additional address and contact information for the Customer/Location:

• City

• State/Province Code

• Postal Code

• Country Code

• Phone Number and Extension

• Fax Number and Extension

• Primary Contact #

• Building Manager

Valid Invoicing Address

Place a checkmark in the Valid Invoicing Address box to indicate you want to make the address a potential invoicing address when you bill the Customer/Location. Not placing a checkmark in this box indicates you do not want to use this address as a potential invoicing address.

This box defaults as checked.

Valid Shipping Address

Place a checkmark the Valid Shipping Address box to indicate you want to make the address a potential shipping address when you ship purchased goods to the Customer/Location. Not placing a checkmark in this box indicates you do not want to use this address as a potential shipping address.

Authorized for All OUs (OU Authorization)

If the Customer/Location is authorized for use with all organizational units (OUs), place a checkmark in the Authorized for All OUs box. Not placing a checkmark in this box indicates the Customer/Location is not authorized for use with all OUs and enables the Edit List button.

This box defaults as checked.

Edit List button (OU Authorization)

Clicking the Edit List button launches the Organizational Unit Validation for Customer, Location pop-up window.

The Organizational Unit Validation for Customer, Location pop-up window allows you to indicate which OUs are authorized for use with the Customer/Location.

In the Available OUs column, PENTA lists all organizational units available for authorization with the Customer/Location. The Authorized OUs column lists all OUs authorized for use with the Customer/Location.

Use the arrows in the middle of the window or a drag/drop method to authorize Available OUs and/or unauthorize OUs for use with the Customer/Location. Clicking the “Close” button commits your changes in this window and returns you to the Customers main window.

Note: If you placed a checkmark in the “Authorized for All OUs” box, this pop-up window is unavailable.

Locations tab > Operational sub-tab

Billing & Accounts Receivable > Customers > Customers > Locations tab > Operational sub-tab
OR
Service Management > Customer Information > Customers > Locations tab > Operational sub-tab

Use the Operational sub-tab to define default credit and hold information for this Customer/Location. PENTA uses this hold information to determine whether you can establish new work activity. When determining whether to apply a hold on new work activity, PENTA uses hold information defined at both the Customer and Customer/Location level.

Credit Limit

Use this field to enter the dollar amount that represents the maximum amount of open receivables that may exist for this Customer/Location at a point in time. Entry or update of a Credit Limit amount does NOT affect existing open work orders. PENTA applies this limit to future work orders, maintenance contracts, and jobs.

Entry is optional. No default.

Credit Limit Hold Code

Use this field to associate a hold code with the Credit Limit. Apply the hold code logic on work orders, maintenance contracts, and jobs set up for the Customer/Location. If you assign a “hard” Customer Hold Code (below), PENTA prevents set up of new entities. If you assign a “soft” Customer Hold Code, PENTA allows set up of new work orders and assigns a hold status. Soft holds do not apply to Maintenance Contracts and Jobs. If you assign a “no hold” Customer Hold Code, PENTA does nothing in the work order, maintenance contract, or job set up windows.

Entry is optional. No default.

Note: You can only access this field if you entered a value in the Credit Limit field. If a Credit Limit value exists and the Credit Limit Hold Code is null, PENTA assumes this is a Hard hold.

AR Days Outstanding Limit

Use this field to quantify the maximum day limit you allow for open receivables on this Customer/Location at any point in time. Entry or updates to this field do NOT affect existing open work orders or maintenance contracts.

PENTA does not analyze the open receivable day’s outstanding status for this Customer/Location and places open work orders on a credit hold if the days outstanding of the oldest AR invoice exceed the allowable limit. PENTA applies the entered limit to future work orders, maintenance contracts, and jobs.

Entry is optional. No default.

AR Days Limit Hold Code

If needed, associate a hold code with the AR Days Limit condition. You cannot enter this field if the AR Days Outstanding Limit field is null. PENTA applies the hold code logic on Work Orders, Maintenance Contracts, and Jobs set up for the Customer:

• Hard Hold – PENTA prevents set up of new entities.

• No Hold – PENTA does nothing in the Work Order, Maintenance Contract, or Job setup windows. PENTA displays the Hold Code description and the Hold Level associated with the Hold Code.

• Soft Hold – P ENTA allows set up of new work orders and assigns a hold status. Soft holds do not apply to maintenance contracts and jobs.

Entry is optional. No default.

Notes:

• If an AR Days Outstanding Limit value exists and the AR Days Limit Hold Code is null, PENTA assumes this is a Hard Hold.

• PENTA first seeks to use the AR Days Outstanding Limit you established at the Customer/Location. If there is no AR Days Outstanding Limit at that level, PENTA instead uses this Customer level AR Days Outstanding Limit.

Customer Hold Code

Use the Customer Hold Code field to associate a hold code with the Customer/Location. When assigning a Customer Hold Code, PENTA places all work orders on hold for this Customer/Location where the status of the work order is “Unassigned” or “Ready for Assignment.” PENTA does nothing if the hold level is “no hold.”

When you remove a Customer Hold Code, PENTA updates all Work Orders with this Customer Hold Code. PENTA changes the status to “Ready for Assignment” (assuming no other “Soft Hold” or “Hard” hold conditions are in effect for the Customer or work order). If you entered:

• Soft in the AR Days Limit Hold Code field and set up a new work order for the Customer/Location (whether via manual entry or generated by Maintenance Schedule triggers), PENTA allows you to create the work order and assigns a work order status of “Hold.”

• Hard in the AR Days Limit Hold Code field and set up a work order, maintenance contract, or job for the Customer/Location (this includes work orders generated by Maintenance Schedule triggers), PENTA prevents set up.

• No in the AR Days Limit Hold Code field and set up a work order, maintenance contract, or job for the Customer/Location (this includes work orders generated by Maintenance Schedule triggers), PENTA takes no action.

In the adjacent fields, PENTA displays the Hold Code description and the Hold Level associated with the Hold Code.

Entry is optional. No default.

Locations tab > Service Management sub-tab

Billing & Accounts Receivable > Customers > Customers > Locations tab > Service Management sub-tab
OR
Service Management > Customer Information > Customers > Locations tab > Service Management sub-tab

The Location tab’s Service Management sub-tab allows you to define basic service management information for this Customer/Location.

WO Invoice Layout #

The Id of the invoice format you want to use for this Customer Location’s bills.

Entry is optional. No default.

Salesperson Employee Id

The Id of the employee designated as the Customer Location’s salesperson. PENTA defaults this value to each new Work Order and Service Quote created for this Customer Location.

Entry is optional. No default.

Account Manager Employee Id

The Id of the employee designated as the Customer Location’s account manager. PENTA defaults this value to each new Work Order and Service Quote created for this Customer Location.

Entry is optional. No default.

Service Zone Code

The region where service typically takes place for this Customer Location.

PENTA will default this Service Zone to each new Work Order that uses this Customer Location.

Entry is optional. No default.

Default Crew ID

ID of the default Crew of field technicians responsible for performing the routine work at the Customer Location.

Entry is optional. No default.

Service Charge ID

ID of the service charges that apply to this Customer Location.

Entry is optional. No default.

WO Inventory Pricing Schd #

ID of the Work Order Inventory Pricing Schedule. This is the pricing schedule for all inventory items billed for all Work Order invoices under the Customer Location.

Entry is optional. No default.

WO Equipment Pricing Schd #

ID of the Work Order Equipment Pricing Schedule. This is the pricing schedule for all equipment billed for all Work Order invoices under the Customer Location.

Entry is optional. No default.

WO Labor Pricing Schd#

ID of the Work Order Labor Pricing Schedule. This is the pricing schedule for all labor billed for all work order invoices under this Customer Location.

Entry is optional. No default.

WO Other Pricing Schd #

ID of the Work Order Other Pricing Schedule. This is the pricing schedule for all miscellaneous items billed for all work order invoices under this Customer Location.

Entry is optional. No default.

WO Line Item Structure #

ID of the Work Order Line Item Structure. This is the invoice line item structure assigned for all work orders set up for this Customer Location.

Entry is optional. No default.

Require Customer PO for Work Order

This box controls whether PENTA will require the entry of a Customer PO # when setting up work orders assigned to this Customer Location.

This box defaults as unchecked.

Unit Billing Information – Rate Schedule

This is the Unit Billing Rate Schedule used to price unit rate work for the Customer Location.

PENTA will default this Rate Schedule to each new Work Order that uses this Customer Location.

Entry is optional. No default.

Unit Billing Information – Region Id

ID of the Regional Unit Billing Rate Schedule used to price unit rate work for the Customer Location.

PENTA defaults this Region to each new Work Order created for this Customer Location.

Entry is optional. No default.

Purchases (Work Order Taxability Defaults)

Identify the default taxable status of Work Orders created for the Customer. If you set this to:

• Taxable – PENTA disables the Tax Exempt Code and Tax Exempt Certificate. PENTA clears this option if values previously exist. Work Orders created for the Customer default as Taxable.

• Tax Exempt – PENTA enables the Tax Exempt Reason Code and Tax Certificate Id. You must enter a Tax Exempt Code. Work Orders created for the Customer default as Tax Exempt.

This defaults as the Purchases value, set at the Customer level.

Tax Exempt Reason Code (Work Order Taxability Defaults)

ID of the reason why the item is exempt from taxes. You can only enter this field if you selected “Tax Exempt” above and the Customer-level security action code is Y.

PENTA disables this field if you marked Purchases as “Taxable.” If you marked Purchases as “Tax Exempt,” PENTA requires a value in this field. This field defaults according to the Customer-level settings.

Tax Exempt Certificate (Work Order Taxability Defaults)

The item’s tax exemption certificate number.

You can only access this field if you marked Purchases as “Tax Exempt.” PENTA disables this field if you marked Purchases as “Taxable.” This field defaults according to the Customer-level settings.

Billings (Work Order Taxability Defaults)

Identify the default taxable status of billings for Work Orders created for the Customer.

This defaults as the Billings value, set at the Customers level.

Rate Schedule (Unit Billing Information)

The pricing schedule for unit rate billing codes.

PENTA defaults this Rate Schedule to all new Work Orders created for this Customer Location.

Entry is optional. No default.

Region Id (Unit Billing Information)

ID of the region that should default to all Work Orders created for this Customer Location. Unit rates can differ by region, so the region must be valid for the Rate Schedule.

Entry is optional. No default.

Require Customer PO for Work Order

This checkbox controls whether PENTA requires a customer Purchase Order on all Work Orders created for this Customer Location.

Entry is optional. No default.

Locations tab > Payroll sub-tab

Billing & Accounts Receivable > Customers > Customers > Locations tab > Payroll sub-tab
OR
Service Management > Customer Information > Customers > Locations tab > Payroll sub-tab

The Location tab’s Payroll sub-tab allows you to enter default payroll tax information for this Customer/Location. PENTA defaults the information you enter here to Jobs and Work Orders created for this Customer/Location.

SUT State Code (US Tax Jurisdictions)

Use the SUT State Code field to indicate the SUT State Code that generally applies to labor charged to work orders associated with this customer. PENTA defaults this state code to the corresponding field on the Work Orders window when you set up a new work order for this customer. Entry is optional. No default.

Note: PENTA first seeks to use the SUT State Code you established at the Customer/Location level. If there is no SUT State Code at this level, PENTA instead uses the Customer level SUT State Code.

WC State Code (US Tax Jurisdictions)

Use the WC State Code field to indicate the WC State Code that generally applies to labor charged to work orders associated with this customer. PENTA defaults this state code to the corresponding field on the Work Orders window when you set up a new work order for this customer.

Entry is optional. No default.

Note: PENTA first seeks to use the WC State Code you established at the Customer/Location level. If there is no WC State Code at this level, PENTA instead uses the Customer level WC State Code.

SIT State Code (US Tax Jurisdictions)

Use the SIT State Code field to indicate the SIT State Code that generally applies to labor charged to work orders associated with this customer. PENTA defaults this state code to the corresponding field on the Work Orders window when you set up a new work order for this customer.

Entry is optional. No default.

Note: PENTA first seeks to use the SIT State Code you established at the Customer/Location level. If there is no SIT State Code at this level, PENTA instead uses the Customer level SIT State Code.

Local Taxing Authority (US Tax Jurisdictions)

Use the Local Taxing Authority field to indicate the Local Taxing Authority that generally applies to labor charged to work orders associated with this customer. PENTA defaults this local code to the corresponding field on the Work Orders window when you set up a new work order for this customer.

Entry is optional. No default.

Note: PENTA first seeks to use the Local Taxing Authority you established at the Customer/Location level. If there is no Local Taxing Authority at this level, PENTA instead uses the Customer level Local Taxing Authority.

Canadian – Work Location Province

Use the Canadian – Work Location Province field to indicate the Work Location Province that generally applies to labor charged to work orders associated with this customer. PENTA defaults this work location province to the corresponding field on the Work Orders window when you set up a new work order for this customer.

Entry is optional. No default.

Note: PENTA first seeks to use the Canadian – Work Location Province you established at the Customer/Location level. If there is no Canadian – Work Location Province at this level, PENTA instead uses the Customer level Canadian – Work Location Province.

Locations tab > User Defined sub-tab

Billing & Accounts Receivable > Customers > Customers > Locations tab > User Defined sub-tab
OR
Service Management > Customer Information > Customers > Locations tab > User Defined sub-tab

There may be information you need to track for a customer for which a standard PENTA field does not exist. Use the System Management’s User Defined Fields window to define an unlimited number of user defined fields for customers and other data entities. Use the Location tab’s User Defined sub-tab to assign values to the customer related user defined fields.

Locations tab > Regulatory Agencies sub-tab

Billing & Accounts Receivable > Customers > Customers > Locations tab > Regulatory Agencies sub-tab
OR
Service Management > Customer Information > Customers > Locations tab > Regulatory Agencies sub-tab

The Location tab’s Regulatory Agenciessub-tab allows you to track regulatory agencies that regulate equipment at the customer location.

Regulatory Agency

Use this field to identify the agency that regulates equipment at this customer location. You can associate more than one regulatory agency for the customer location. PENTA verifies you are authorized for the regulatory agency based on your OU authorization.

Notes:

• You can also maintain this information in the Regulatory Agencies window.

• You can click in this field to “drill down” on the Regulatory Agency, opening the Regulatory Agency window with the current Regulatory Agency already queried.

Entry is optional. No default.

Reporting Location

Use this dropdown menu to select the Customer Location(s) that are regulated/monitored by this Regulatory Agency.

Entry is optional. This field defaults as All; however, you can override the default.

Copy from another location button

Clicking the Copy from another location button launches the Copy from another Location pop-up window.

The Copy from another Location pop-up window allows you to copy the list of regulatory agencies from one customer location to another. Once you copy a list, you can modify the copy.

Customer Id

Use this field to identify the customer from which you want to copy regulatory agencies.

Entry is required. This field defaults as the Customer value in the header block.

Location Code

Use this field to identify the customer location from which you want to copy regulatory agencies.

Entry is required. No default.

Locations tab > Service Types sub-tab

Billing & Accounts Receivable > Customers > Customers > Locations tab > Service Types sub-tab
OR
Service Management > Customer Information > Customers > Locations tab > Service Types sub-tab

The Location tab’s Service Typessub-tab allows you identify the type of service field technicians perform at this Customer Location.

Top block

Service Type

Use this dropdown menu to identify the type of service you perform at this Customer Location.

Entry is required. This field defaults as All; however, you can override the default.

Salesperson Employee ID

Identify which salesperson is responsible for this combination of Service Type and Call Type.

Entry is required. No default.

Note: During upgrades for existing Penta Technologies customers, if the Customer Location has a default salesperson, each location is set up with a row for “All” Service Types, “All” Call Types, and the default Salesperson currently at the Customer Location.

Salesperson Name

PENTA displays the name associated with the Salesperson Employee.

You cannot edit this field; it is for display only.

Call Type

Use the dropdown menu to select the Call Type the Salesperson is responsible for. If the Salesperson is responsible for multiple Call Types, enter multiple rows for each Call Type.

Entry is required. This field default as All; however, you can override the default.

Bottom block

Contact #

PENTA uses this block to display Contacts identified as valid for this Customer Location and Service Type/Call Type combination.

PENTA defaults Contacts that were already identified (in the Contacts for Customer, Location pop-up window) as having a role for this Customer Location.

You cannot edit this column; however, you can manage contacts in the Contacts for Customer, Location pop-up window.

Name

PENTA displays the employee name corresponding with the Contact #.

You cannot edit this field; it is for display only.

Contact Type

PENTA displays the category associated with the Contact.

You cannot edit this field; it is for display only.

Note: If the same Contact person has multiple Contact Types for this Customer Location/Service Type, PENTA lists the Contact person on multiple lines, with each Contact Type on a different line.

Service Type

PENTA displays the Service Type from the Roles on the Contacts for Customer, Location pop-up window—if the Service Type a value other than “All.”

You cannot edit this field; it is for display only.

Call Type

PENTA displays the Call Type from the Roles on the Contacts for Customer, Location pop-up window—if the Call Type a value other than “All.”

You cannot edit this field; it is for display only.

Primary Contact

PENTA indicates whether this employee is designated as a Primary Contact (i.e., ranked # 1 in the Role rankings) in the Contacts for Customer, Location pop-up window.

You cannot edit this field; it is for display only.

Primary Phone #

PENTA displays the Primary Contact’s phone number.

You cannot edit this field; it is for display only.

Operational tab

Billing & Accounts Receivable > Customers > Customers > Operational tab
OR
Service Management > Customer Information > Customers > Operational tab

The Operational tab allows you to define default currency and hold information at the Customer level.

Note: PENTA first seeks to use the Operational information you established at the Customer/Location level. If there is no Operational information at that level, PENTA instead uses this Customer level Operational information.

Currency Id

Use the Currency Id field to identify the currency you will use for the Customer’s normal billings. This serves as the default to the job contract line items.

Entry is optional. No default.

Note: You can only access this field if System Option 44 (“Multi-Currency for Accounting”) is set to N.

Credit Limit

Use the Credit Limit field to enter the dollar amount that represents the maximum amount of open receivables that may exist for this Customer at a point in time. Entering or updating a Credit Limit amount does NOT affect existing open work orders. PENTA applies this limit to future work orders, maintenance contracts, and jobs.

Entry is optional. No default.

Note: PENTA first seeks to use the Credit Limit you established at the Customer/Location. If there is no Credit Limit at that level, PENTA instead uses this Customer level Credit Limit.

Credit Limit Hold Code

Use the Credit Limit Hold Code field to associate a hold code with the Credit Limit. Apply the hold code logic on work orders, maintenance contracts, and jobs set up for the Customer. If you assign a “hard” Customer Hold Code (below), PENTA prevents set up of new entities. If you assign a “soft” Customer Hold Code, PENTA allows set up of new work orders and assigns a hold status. Soft holds do not apply to Maintenance Contracts and Jobs. If you assign a “no hold” Customer Hold Code, PENTA does nothing in the Work Order, Maintenance Contract, or Job setup windows.

Entry is optional. No default.

Notes:

• You can only access this field if you entered a value in the Credit Limit field. If a Credit Limit value exists and the Credit Limit Hold Code is null, PENTA assumes this is a Hard hold.

• PENTA first seeks to use the Credit Limit Hold Code you established at the Customer/Location. If there is no Credit Limit Hold Code at that level, PENTA instead uses this Customer level Credit Limit Hold Code.

AR Days Outstanding Limit

Use the AR Days Outstanding Limit field to quantify the maximum day limit you allow for open receivables on this Customer at any point in time. Entry or updates to this field do NOT affect existing open work orders or maintenance contracts.

PENTA does not analyze the open receivable day’s outstanding status for this Customer and places open work orders on a credit hold if the days outstanding of the oldest AR invoice exceed the allowable limit. PENTA applies the entered limit to future work orders, maintenance contracts, and jobs.

Entry is optional. No default.

Note: PENTA first seeks to use the AR Days Outstanding Limit you established at the Customer/Location. If there is no AR Days Outstanding Limit at that level, PENTA instead uses this Customer level AR Days Outstanding Limit.

AR Days Limit Hold Code

Enter the AR Days Limit Hold Code to associate with the AR Days Limit condition. You cannot enter this field if the AR Days Outstanding Limit field is null. PENTA applies the hold code logic on Work Orders, Maintenance Contracts, and Jobs set up for the Customer:

• Hard Hold – PENTA prevents set up of new entities.

• No Hold – PENTA does nothing in the Work Order, Maintenance Contract, or Job setup windows. PENTA displays the Hold Code description and the Hold Level associated with the Hold Code.

• Soft Hold – PENTA allows set up of new work orders and assigns a hold status. Soft holds do not apply to maintenance contracts and jobs.

Entry is optional. No default.

Notes:

• If an AR Days Outstanding Limit value exists and the AR Days Limit Hold Code is null, PENTA assumes this is a Hard hold situation

• PENTA first seeks to use the AR Days Outstanding Limit you established at the Customer/Location. If there is no AR Days Outstanding Limit at that level, PENTA instead uses this Customer level AR Days Outstanding Limit.

Customer Hold Code

Use the Customer Hold Code field to associate a hold code with the Customer. When assigning a Customer Hold Code, PENTA places all work orders on hold for this Customer where the status of the work order is “Unassigned” or “Ready for Assignment.” PENTA does nothing if the hold level is “no hold.”

When you remove a Customer Hold Code, PENTA updates all work orders with this Customer Hold Code. PENTA changes the status to “Ready for Assignment” (assuming no other “soft” or “hard hold conditions are in effect for the Customer or work order). If you entered:

• Soft in the AR Days Limit Hold Code field and you set up a new work order for the Customer/Location (whether via manual entry or generated by Maintenance Schedule triggers), PENTA allows you to create the work order and assigns a work order status of “Hold.”

• Hard in the AR Days Limit Hold Code field and you set up a work order, maintenance contract, or job for the Customer/Location (this includes work orders generated by Maintenance Schedule triggers), PENTA prevents set up.

• No in the AR Days Limit Hold Code field and you set up a work order, maintenance contract, or job for the Customer/Location (this includes work orders generated by Maintenance Schedule triggers), PENTA takes no action.

In the adjacent fields, PENTA displays the Hold Code description and the Hold Level associated with the Hold Code.

Entry is optional. No default.

Note: PENTA first seeks to use the Customer Hold Code you established at the Customer/Location. If there is no Customer Hold Code at that level, PENTA instead uses this Customer level Customer Hold Code.

Receivable Statements

Place a checkmark in the Receivable Statements box to indicate you want to print AR statements for the Customer. Not placing a checkmark in this box indicates you do not want to print AR statements for the Customer.

This box defaults as checked.

Credit Rating Cd

Select from a user-defined list of Credit Rating Codes to assign to this Customer. This code is for informational purposes only.

Entry is optional. No default.

Invoice Currency Id

System Option 44 (“Multi-Currency for Accounting”) affects the currencies you can enter here. If System Option 44 is set to:

• N – Enter the single currency you use to perform Accounts Receivable transactions for the Customer.

• Y – List each currency you use to perform Accounts Receivable transactions for the Customer.

Entry is optional. No default.

Invoice Currency Description

PENTA displays the name/description of the Invoice Currency Id you entered.

You cannot edit this field; it is for display only.

AR Account #

System Option 44 (“Multi-Currency for Accounting”) affects the information you can and cannot enter here. If System Option 44 is:

• N – You must enter the default AR Account you want PENTA to use when processing AR transactions for this Customer/Currency. PENTA posts AR entries to this account and creates the appropriate subledger entries. PENTA charges this account when the accounts receivable transaction involves the Customer/Currency. PENTA limits the allowable accounts to those with an edit rule code of AR in the Chart of Accounts window.

• Y – You must enter the default AR Account you want PENTA to use when processing AR transactions for this Customer/Currency. PENTA posts AR entries to this account and creates the appropriate subledger entries. PENTA limits the allowable accounts to those with an edit rule code of AR in the Chart of Accounts window.

Entry is optional. No default.

AR Account Name

PENTA displays the name associated with the AR Account # you entered.

You cannot edit this field; it is for display only.

Invoicing tab

Billing & Accounts Receivable > Customers > Customers > Invoicing tab
OR
Service Management > Customer Information > Customers > Invoicing tab

Use the Invoicing tab to establish billing parameters for the Customer. This information pertains specifically to the Automated Invoicing process for project related invoices and does not affect work orders or sales orders.

Default Invoicing Location Code

Use the Default Invoicing Location Code field to designate a location as being the default invoicing location for the Customer. PENTA will default the value you enter here to any job, work order, or sales order you set up for this Customer.

Valid field values are locations set up in the Locations tab.

Entry is optional. No default.

Invoice Form Id

Use the Invoice Form Id field to identify the form you want to use when printing this Customer’s invoices.

PENTA defaults this Invoice Form to each new Job created for this Customer.

Entry is optional. No default.

Number of Copies

Use the Number of Copies field to quantify the invoice copies you must print for this Customer.

PENTA defaults this Number to each new Job created for this Customer.

Entry is optional. No default.

Payment Terms

Use the Payment Terms field to designate a payment term as being the default payment term for all project related invoices billed under this Customer.

PENTA defaults this Payment Term to each new Job created for this Customer.

Entry is optional. No default.

Invoice Cycle #

An Invoice Cycle provides a way to define the various periods and times at which you wish to generate invoices. PENTA refers to the Invoice Cycle you enter here to select and group jobs when you request an invoice processing run.

PENTA defaults this Invoice Cycle to each new Job you set up for this Customer.

Entry is optional. No default.

Eq Rental Discount % (Billing)

Use the Equipment Rental Discount % (Billing) field to enter the discount percent you want to apply to equipment rental cost you bill to jobs for this customer.

Entry is optional. No default.

Include as basis for markup % (Default for Jobs) (Cost Plus Invoicing)

The following check boxes determine whether PENTA includes these types of cost in the calculation of cost plus billings. These values default to each new job set up for this Customer.

• Other Pay

• Non-Taxable Fringe

• Reimbursements

• Payroll Burden

• Taxable Fringe

• Overhead

These checkboxes default according to values established in the System Configuration window.

Split Premium Code (Cost Plus Invoicing)

Use the Split Premium Code one of the following codes to indicate how you want PENTA to reflect overtime on the labor support schedule reports:

• C (Complete) – PENTA shows the overtime as one complete number and amount.

• P (Partial) – PENTA shows the overtime as regular time and the premium portion of overtime with the amounts specified accordingly.

• S (Split) – PENTA shows the regular portion of overtime separate and the premium portion of overtime separate with the amounts specified accordingly.

Entry is required. This field defaults as C.

Labor Rate Schedule # (Cost Plus Invoicing)

Use the Labor Rate Schedule # field to enter the default rate schedule for all labor items billed for invoices under this Customer.

PENTA defaults this Rate Schedule to each new Work Order created for this Customer.

Entry is optional. No default.

Equipment Rate Schedule # (Cost Plus Invoicing)

Use the Equipment Rate Schedule # field to enter the default rate schedule for all Equipment billed for invoices under this Customer.

PENTA defaults this Rate Schedule to each new Job created for this Customer.

Entry is optional. No default.

Other Cost Markup Schedule # (Cost Plus Invoicing)

Use the Other Cost Markup Schedule # field to enter the default rate schedule for all costs from accounts payable and general journal entries billed for invoices under this Customer.

PENTA defaults this Markup Schedule to each new Job created for this Customer.

Entry is optional. No default.

Inventory Markup Schedule # (Cost Plus Invoicing)

Use the Inventory Markup Schedule # field to enter the default rate schedule for all Inventory Items billed for invoices under this Customer.

PENTA defaults this Markup Schedule to each new Job created for this Customer.

Entry is optional. No default.

Sales Order tab

Billing & Accounts Receivable > Customers > Customers > Sales Order tab
OR
Service Management > Customer Information > Customers > Sales Order tab

The Sales Order Information tab allows you to enter default information for sales orders you process for this Customer.

Sales Order Discount Percent

Use the Sales Order Discount Percent field to designate a percentage as being the default discount percent given to this Customer when you process a sales order. The value must be a positive number from zero to 100.

Entry is optional. No default.

Display Invoice Line Detail

Place a checkmark in the Display Invoice Line Detail box to indicate you want sales orders for this Customer to include both detail lines and total lines. Not placing a checkmark in this box indicates you want sales orders for this Customer to include only total lines.

This box defaults as checked.

Tax Exempt Reason Code

If the Customer is exempt from paying sales taxes, use this field to enter the Tax Exempt Reason.

Entry is optional. No default.

Tax Certificate

If the Customer is exempt from paying sales taxes, use this field to enter the customer’s Tax Exemption Certificate number.

Entry is optional. No default.

Ship Carrier Id

For items sold to this Customer via sales orders, use this field to identify the preferred Shipping Carrier (e.g., FedEx, UPS, etc.).

Entry is optional. No default.

Ship Method Code

Use the Shipping Method Code field to enter the Customer’s preferred method of shipment. Typically, ground, next day, two day etc. are usable values in this field.

Entry is optional. No default.

Preferred Warehouse Id

Use the Preferred Warehouse Id field to identify the default warehouse from which you pull inventory to fill sales orders for this Customer.

Entry is optional. No default.

FOB-Destination

Placing a checkmark in the FOB-Destination box to indicate you are responsible for the transportation costs of shipping goods to the Customer. Not placing a checkmark in this box indicates the Customer is responsible for shipments.

Entry is optional. No default.

Default Shipping Location Code

Use the Default Shipping Location field to designate a location as being the default destination for shipments to this Customer.

Entry is optional. No default.

Default Pricing Schedule #

Use the Default Pricing Schedule # field to designate a pricing schedule as being the default schedule you will use when processing sales orders for this Customer.

Entry is optional. No default.

Service Management tab

Billing & Accounts Receivable > Customers > Customers > Service Management tab
OR
Service Management > Customer Information > Customers > Service Management tab

The Service Management tab allows you to enter invoicing information used during work order billing for the Customer.

Note: PENTA first seeks to use the Service Management information you established at the Customer/Location level. If there is no Service Management information at that level, PENTA instead uses this Customer level Service Management information.

WO Invoice Layout #

ID of the default format used for the Customer’s Work Order invoices.

Entry is optional. No default.

Note: PENTA first seeks to use the WO Invoice Layout # you established at the Customer/Location level. If there is no WO Invoice Layout # at that level, PENTA instead uses this Customer level WO Invoice Layout #.

Salesperson Employee ID

ID of the Employee designated as the Customer’s salesperson. PENTA defaults this value to each new Work Order and Service Quote created for this Customer.

Entry is optional. No default.

Account Manager Employee ID

ID of the employee designated as the Customer’s account manager. PENTA defaults this value to each new Work Order and Service Quote created for this Customer.

Entry is optional. No default.

Minimum Invoice Amount

The minimum amount for which you want to generate an invoice for this Customer. For example, you might not want to generate and invoice for < $10. If the amount PENTA calculates when processing invoices is less than the specified amount, PENTA does not generate an invoice.

Entry is optional. No default.

Maximum Invoice Amount

The maximum amount for which you want to generate an invoice for this Customer. For example, you might not want to generate and invoice for > $10. If the amount PENTA calculates when processing invoices is greater than the specified amount, PENTA does not generate an invoice.

Entry is optional. No default.

Payment Terms

The default payment term for all work order invoices billed under this Customer.

Entry is optional. No default.

Service Charge ID

ID of the service charges applicable to this Customer.

Entry is optional. No default.

Note: PENTA first seeks to use the Service Charge you established at the Customer/Location level. If there is no Service Charge at that level, PENTA instead uses this Customer level Service Charge.

WO Inventory Pricing Schd #

ID of the pricing schedule for inventory items billed for all Work Order invoices under this Customer.

Entry is optional. No default.

Note: PENTA first seeks to use the WO Inventory Pricing Schd # you established at the Customer/Location level. If there is no WO Inventory Pricing Schd # at that level, PENTA instead uses this Customer level WO Inventory Pricing Schd #.

WO Equipment Pricing Schd #

ID of the pricing schedule for all equipment billed for all Work Order invoices under this Customer.

Entry is optional. No default.

Note: PENTA first seeks to use the WO Equipment Pricing Schd # you established at the Customer/Location level. If there is no WO Equipment Pricing Schd # at that level, PENTA instead uses this Customer level WO Equipment Pricing Schd #

WO Labor Pricing Schd #

The pricing schedule for all labor billed for all Work Order invoices under this Customer/Location.

Entry is optional. No default.

Note: PENTA first seeks to use the WO Labor Pricing Schd # you established at the Customer/Location level. If there is no WO Labor Pricing Schd # at that level, PENTA instead uses this Customer level WO Labor Pricing Schd #.

WO Other Pricing Schd #

The pricing schedule for all miscellaneous items billed for all Work Order invoices under this Customer/Location.

Entry is optional. No default.

Note: PENTA first seeks to use the WO Other Pricing Schd # you established at the Customer/Location level. If there is no WO Other Pricing Schd # at that level, PENTA instead uses this Customer level WO Other Pricing Schd #.

WO Line Item Structure #

The invoice line item structure assigned to all Work Orders set up for this Customer/Location.

Entry is optional. No default.

Note: PENTA first seeks to use the WO Line Item Structure # you established at the Customer/Location level. If there is no WO Line Item Structure # at that level, PENTA instead uses this Customer level WO Line Item Structure #.

Purchases (Work Order Taxability Defaults)

The default taxable status for Work Orders created for the Customer:

• Taxable – PENTA disables the Tax Exempt Code and Tax Exempt Certificate. PENTA clears this option if values previously exist. Work Orders created for the Customer default as Taxable.

• Tax Exempt – PENTA enables the Tax Exempt Reason Code and Tax Certificate Id. You must enter a Tax Exempt Code. Work Orders created for the Customer default as Tax Exempt.

This defaults as Taxable.

Note: You can only access these options if the Customer-level security action code is Y.

Tax Exempt Reason Code (Work Order Taxability Defaults)

You can only enter this field if you selected “Tax Exempt” above and the Customer level security action code is Y.

PENTA disables this field if you selected “Taxable” above. Entry is required if you selected “Tax Exempt” above. This field defaults according to the Customer level settings.

Tax Exempt Certificate (Work Order Taxability Defaults)

You can only access this field if you selected the “Tax Exempt” option above.

PENTA disables this field if you selected the “Taxable” option above. This field defaults according to the Customer level settings.

Billings (Work Order Taxability Defaults)

The default taxable status of billings for the Customer.

This defaults as Taxable.

Note: The Billings options are only available if the Customer level security action code is Y.

Rate Schedule (Unit Billing Information)

The pricing schedule that applies to unit rate billing codes.

PENTA defaults this Schedule to each new Work Order created for this Customer.

Entry is optional. No default.

Region Id (Unit Billing Information)

ID of the region that defaults to all Work Orders for this Customer. Unit rates can differ by region, so the region must be valid for the Rate Schedule.

Entry is optional. No default.

Require Customer PO for Work Order

This controls whether PENTA requires a customer purchase order for Work Orders created for the Customer.

Entry is optional. No default.

Maintenance Contracts button

Clicking the Maintenance Contracts button launches the Maintenance Contracts for Customer, Location pop-up window.

The Maintenance Contracts for Customer, Location pop-up window allows you to determine whether the Customer Location is currently included on a Maintenance Contract. You can also drill down to that Maintenance Contract from this pop-up window.

You cannot edit this pop-up window; it is for display only.

Work Ticket ID Rules button

Clicking the Work Ticket ID Rules button launches the Customer Work Ticket ID Rules pop-up window.

Use the Customer Work Ticket ID Rules pop-up window to define rules PENTA applies when users generate a Work Order for this Customer. These rules determine whether and/or how to assign a Work Ticket ID.

Use this pop-up window if the Customer wants to track their own service ticket number for work performed.

Associate Customer Work Ticket ID with Work Order

A checkmark here enables the Customer Work Ticket field (on the Work Orders window) and associates a Work Ticket ID with new Work Orders for the Customer.

This box defaults with a checkmark.

Require Customer Work Ticket ID

A checkmark causes the Work Orders window to require entry of a Customer Work Ticket ID on new Work Orders created for the Customer.

This box defaults with no checkmark.

Entry Type

This indicates whether PENTA users should manually enter the Customer’s Work Ticket ID on Work Orders, or if PENTA should automatically generate the Work Ticket ID.

This defaults as Manual; however, you can override the default.

Initial Value

If you selected an Entry Type of Auto Fill, this field value tells PENTA which number to use when it starts auto-generating Work Ticket IDs.

Entry is optional if the Entry Type is Auto Fill; otherwise, this field is disabled. No default.

Reset on Calendar Year Change

This box indicates whether PENTA should restart sequential numbering with the first Work Order created for the Customer in a new year.

This box defaults with no checkmark and is only enabled if the Entry Type is Auto Fill.

Initial Value in First Year

If the Reset on Calendar Year Change box has a checkmark, this value tells PENTA which number to use when it starts auto-generating Work Ticket IDs in the new year.

Entry is optional if the Entry Type is Auto Fill and Reset on Calendar Year Change has a checkmark; otherwise, this field is disabled. No default.

Payroll tab

Billing & Accounts Receivable > Customers > Customers > Payroll tab
OR
Service Management > Customer Information > Customers > Payroll tab

The Payroll tab allows you to define default payroll tax jurisdictions for payroll tax calculations. The values you enter on this tab default to jobs and work orders when you assign this customer.

Note: PENTA first seeks to use the Payroll information you established at the Customer/Location level. If there is no Payroll information at that level, PENTA instead uses this Customer level Payroll information.

SUT State Code (US Tax Jurisdictions)

Use the SUT State Code field to indicate the SUT State Code that generally applies to labor charged to work orders associated with this customer. PENTA defaults this state code to the corresponding field on the Work Orders window when you set up a new work order for this customer.

Entry is optional. No default.

Note: PENTA first seeks to use the SUT State Code you established at the Customer/Location level. If there is no SUT State Code at that level, PENTA instead uses this Customer level SUT State Code.

WC State Code (US Tax Jurisdictions)

Use the WC State Code field to indicate the WC State Code that generally applies to labor charged to work orders associated with this customer. PENTA defaults this state code to the corresponding field on the Work Orders window when you set up a new work order for this customer.

Entry is optional. No default.

Note: PENTA first seeks to use the WC State Code you established at the Customer/Location level. If there is no WC State Code at that level, PENTA instead uses this Customer level WC State Code.

SIT State Code (US Tax Jurisdictions)

Use the SIT State Code field to indicate the SIT State Code that generally applies to labor charged to work orders associated with this customer. PENTA defaults this state code to the corresponding field on the Work Orders window when you set up a new work order for this customer.

Entry is optional. No default.

Note: PENTA first seeks to use the SIT State Code you established at the Customer/Location level. If there is no SIT State Code at that level, PENTA instead uses this Customer level SIT State Code.

Local Taxing Authority (US Tax Jurisdictions)

Use the Local Taxing Authority field to indicate the Local Taxing Authority that generally applies to labor charged to work orders associated with this customer. PENTA defaults this local code to the corresponding field on the Work Orders window when you set up a new work order for this customer.

Entry is optional. No default.

Note: PENTA first seeks to use the Local Taxing Authority you established at the Customer/Location level. If there is no Local Taxing Authority at that level, PENTA instead uses this Customer level Local Taxing Authority.

Canadian – Work Location Province

Use the Canadian – Work Location Province field to indicate the Work Location Province that generally applies to labor charged to work orders associated with this customer. PENTA defaults this work location province to the corresponding field on the Work Orders window when you set up a new work order for this customer.

Entry is optional. No default.

Note: PENTA first seeks to use the Canadian – Work Location Province you established at the Customer/Location level. If there is no Canadian – Work Location Province at that level, PENTA instead uses this Customer level Canadian – Work Location Province.

Job UDF Setup tab

Billing & Accounts Receivable > Customers > Customers > Job UDF Setup tab
OR
Service Management > Customer Information > Customers > Job UDF Setup tab

The Job User Defined Fields tab allows you to indicate which job related User Defined Fields apply for jobs set up for this Customer.

Field Prompt

In the Field Prompt field, PENTA displays the description of the field prompt you view on the Job Information window’s User Defined tab.

You cannot edit this field; it is for display only.

Applies

Place a checkmark in the Applies box to indicate the User Defined Fields row applies to the Customer. Not placing a checkmark in this box indicates the User Defined Fields row does not apply to the Customer.

This box defaults as checked.

Applies to All Customers

Place a checkmark in this box to indicate the User Defined Fields row applies to all customers. Not placing a checkmark in this box indicates the row does not apply to all customers.

This box defaults as checked.

Note: Placing a checkmark in this box prevents you from modifying the corresponding row.

User Defined tab

Billing & Accounts Receivable > Customers > Customers > User Defined Fields tab
OR
Service Management > Customer Information > Customers > User Defined Fields tab

The User Defined Field Entry tab allows you to maintain information for the Customer when PENTA does not provide a standard field for maintaining information you require. If there are no defined Customer fields (in the User Defined Fields main window), you cannot access this tab.

To create Customer user-defined fields, navigate: System Management > System Rules > User Defined Fields and select “Customers” from the Entry Description field. After creating your user-defined field(s), click on the Update Database View button and return to the Customers window.

Note: PENTA first seeks to use the User Defined Fields information you established at the Customer/Location level. If there are no User Defined Fields at that level, PENTA instead uses this Customer level User Defined Fields information.