Customer locations

A customer location stores address and phone information for an AR customer. A customer can have multiple customer locations. You can associate a customer contact with one customer location.

Customer locations are used on customer records, invoices, receipts, and statements. You can designate a location as the primary customer location, the invoice location, and/or the statement location for a customer. For invoice and statement locations, you can designate whether to deliver items by email or as a printed document.

Note

Customer locations must be created before creating customer contacts.

Create a customer location

You can create customer locations from the Locations folder or from a customer record on the Locations tab. The difference is that when you create a location from the customer record, some of the fields are prefilled for you.

Create an AR customer location

In the Navigation pane, highlight the Accounts Receivable > Customers > Locations folder.
Click . The New Location window opens.
In the Customer field, select the customer code associated with the customer location.
Enter a unique Code for the customer location. The code must be unique among other locations for the same customer. You can use up to 30 characters.
Enter a Description of the customer location.
If the customer location is the primary location for the customer, mark the Primary checkbox.

Note

Only one customer location can be flagged as the primary location. If you flag a location as primary and another location is already flagged as primary, ActivityHD removes the primary designation from the other customer location record.
If the customer location is the location where invoices for the customer should be sent, mark the Invoice checkbox.

Note

Only one customer location can be flagged as the invoice location. If you flag a location as the invoice location and another location is already flagged as the invoice location, ActivityHD removes the invoice designation from the other customer location record.
If the customer location is the location where statements for the customer should be sent, mark the Statement checkbox.

Note

Only one customer location can be flagged as the statement location. If you flag a location as the statement location and another location is already flagged as the statement location, ActivityHD removes the statement designation from the other customer location record.
In the Address section, enter name and address details for the customer location.
In the Tax Entity field, select the default tax entity to use as the destination tax entity on new invoices for the customer location. If you leave this field blank, the default origin tax entity is used instead.
In the Salesperson field, select the default salesperson to use on new invoices for the customer location. If you leave this field blank, the default salesperson from the customer record is used instead.
In the Phone section, enter one or more phone numbers for the customer location including the Main and Fax numbers.
In the Internet section, enter the customer location's Email and Web Site addresses. Both fields produce hyperlinks when you enter an address. If you press Ctrl+click on the Email field contents, your mail client will open with a pre-addressed email. If you press Ctrl+click on the Web Site field, your browser will open to the specified Internet location.

Note

If the location is the invoice and/or statement location and you need to specify multiple recipients for invoices and/or statements, you can enter multiple email addresses separated by semi-colons.
In the Invoice Delivery field, select the method to use to deliver invoices whenever the customer location is listed on an AR invoice. This method can be overridden when you print invoices. Your options are:
- Print
- Email
Note
If you select "Email", you must enter an email address in the Email field.
In the Statement Delivery field, select the method to use to deliver statements whenever the customer location is listed on an AR invoice. This method can be overridden when you print statements. Your options are:
- Print
- Email
Note
If you select "Email", you must enter an email address in the Email field.
Save the new customer location.

Combine customer locations

To combine customer locations, the target customer location and the source customer location(s) must be associated with the same customer. Any notes and attachments associated with the source location(s) are added to the notes and attachments for the target location.

To combine two or more customer locations:

Combine AR customer locations

In the Navigation pane, highlight the Accounts Receivable > Customers > Locations folder.
Start the Combine wizard using one of the following methods:

To use filters to select the source location(s) to combine:

Right-click the Locations folder and select Select and Combine from the shortcut menu.
On the Selection tab, define any filters to apply to the data.

To hand-select the source location(s) to combine:

In the HD view, select the source location(s) to combine. You can use Ctrl and/or Shift selection to select multiple locations.
Click .

On the Combine tab in the Combine Into field, select the target location.
Click Next >>. ActivityHD prompts you to confirm that you want to combine the selected locations.
Click Yes.
When the process is complete, click Finish.

Locations Listing

AR Customer Locations Listing

Purpose

The Locations Listing provides a list of the locations associated with your customers.

Content

For each customer location included on the report, the listing shows:

customer name
customer location code
customer location description
whether the location record has been flagged as obsolete
whether the location is the customer's primary location
whether the location is the customer's default location for sending invoices
whether the location is the customer's default location for sending statements
customer's preference for invoice delivery
customer's preference for statement delivery.

In addition, you can include one or more of the following:

details (address, phone numbers, email, website address, default tax entity, default salesperson)
timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Accounts Receivable > Customers > Locations folder.
Start the report set-up wizard.
- To report on all or a filtered subset of customer locations:
  1. Right-click the Locations folder and select Select and Report > Locations Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected customer locations:
  1. In the HD view, select the customer locations to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular customer location from the Location window:
  1. In the HD view, locate and double-click the customer location to report on. The Location window opens with the customer location loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Details
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use or to arrange the sort fields in the order you want them applied.
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extension is available for the report:

Locations

Location Record ID

Customer

The customer associated with the location. This field is disabled after the location is saved.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Code

A unique code for the customer location. The code must be unique among other locations for the same customer.

Description

A description of the customer location.

Primary

If this checkbox is marked, indicates the location is the customer's primary location.

Note

Only one customer location can be flagged as the customer's primary location. If you flag a location as the primary location and another location is already flagged as primary, ActivityHD removes the primary designation from the other customer location record.

Invoice

If this checkbox is marked, indicates this is the location where the customer's invoices should be sent.

Note

Only one customer location can be flagged as the invoice location. If you flag a location as the invoice location and another location is already flagged as the invoice location, ActivityHD removes the invoice designation from the other customer location record.

Statement

If this checkbox is marked, indicates this is the location where the customer's statements should be sent.

Note

Only one customer location can be flagged as the statement location. If you flag a location as the statement location and another location is already flagged as the statement location, ActivityHD removes the statement designation from the other customer location record.

Location tab

Address

Use the fields in this section to provide address information for the customer location.

Name

A name for the customer location. The name can be the company name, department name, and/or the name of a person to whom correspondence for the location should be directed.

Address

The address of the customer location.

City, St, Zip

The city, state abbreviation, and Zip Code of the customer location.

Country

The country of the customer location.

Defaults

Use the fields in this section to specify a default tax entity and default salesperson for the customer location.

Tax Entity

The tax entity to use as the default destination tax entity when a new invoice is entered for the customer location. If you do not specify a default here, the default destination tax entity on a new invoice is the origin tax entity from the invoice.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Salesperson

The salesperson to use as the default salesperson when a new invoice is entered for the customer location. If you do not specify a default here, the default salesperson on a new invoice is the default salesperson from the customer record.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Phone

One or more phone numbers for the customer location.

Internet

Use the fields in this section to provide email and website information for the customer location.

The email address for the primary contact at the customer location. The email address becomes a hyperlink. To launch your email client with an email pre-addressed to the location contact, press Ctrl+click.

Note

If this location is the invoice and/or statement location and you need to specify multiple recipients for invoices and/or statements, you can enter multiple email addresses separated by semi-colons.

Web Site

The website address for the customer location. The web address becomes a hyperlink. To visit the website, press Ctrl+click on the link.

Invoice Delivery

The method to use to deliver invoices when the customer location is listed on an AR invoice. This method can be overridden when you print invoices. Your options are:

Print
Email

Note

If you select this option, you must enter an email address in the Email field.

Statement Delivery

The method to use to deliver statements when the customer location is listed on an AR invoice. This method can be overridden when you print statements. Your options are:

Print
Email

Note

If you select this option, you must enter an email address in the Email field.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Data Links tab

See "Data Links".

Notes tab

The Notes pane shows the Notes HD view filtered to show all notes for the selected customer location.

Double-click a row in the pane to drill down to its record in the Note window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Change Logs tab

This tab is visible if the user has "Change Logs" access to the associated data folder resource.

The Change Logs pane shows the Change Logs HD view filtered to show all change logs for the selected entity record.

Double-click a row in the pane to drill down to its record in the Change Log window.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Developer tab

This tab is visible only when developer features are enabled.

Automation subtab

This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Export (XML | JSON) subtab

This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Import (XML | JSON) subtab

This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.

Change Log (XML | JSON) subtab

This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.

This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Select Statement (SQL) subtab

This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Extras\Accounts Receivable\Import AR Locations.xls

Common accesses available on customer locations

Access	A user with this access can...
Change	Use the mass change action on customer locations.
Change Logs
Custom Fields	Create and edit custom fields for customer locations.
Data	Have read-only access to customer locations from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete customer locations.
Edit	Edit customer location records.
Export	Export customer location records from ActivityHD.
Import	Import customer location records into ActivityHD.
New	Create new customer location records.
Read	Have read-only access to customer location records.
Report	Run reports with customer location information.
Report Designs	Create and edit report designs with customer location information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit saved answers related to customer locations.
Shared Filters	Create and edit shared filters on customer locations.
Visible	View the Locations folder in the Navigation pane.

Special accesses available on customer locations

Access	A user with this access can...
Combine	Combine customer location records.

The following built-in filter is available for customer locations:

Filter Name	Effect
? Customer Code	Prompts for a customer code and lists the customer locations for that customer code.

AccountingWare, LLC

6224 34th Street

Lubbock, TX 79407

806.687.8500 | 800.354.7152

Customer locations

Create an AR customer location

Combine AR customer locations

AR Customer Locations Listing

Purpose

Content

Print the report

Data extensions

Location Record ID

Location tab

Custom tab

Fields subtab

References subtab

Exchange Folder subtab

File subtab

Internet Address subtab

Network Folder subtab

Data Links tab

Notes tab

Attachments tab

Change Logs tab

Other tab

Developer tab

Automation subtab

Export (XML | JSON) subtab

Import (XML | JSON) subtab

Change Log (XML | JSON) subtab

Select Statement (SQL) subtab

Customer locations security

Common accesses available on customer locations

Special accesses available on customer locations

Location filters