Adding a New Name ID

Overview:

This document will walk you through adding a new name Id.

To add a new name id:

From the Toolbar, click NAM for Name and Address.
From the Name and Address menu, select Name/Address Maintenance, and then select Add New Name Id.
At the Do You Want to Print A Log Of Names Added? prompt, click No is the default. You would only want to print a report if you had numerous names to add.
In the Name Id box, type a unique identifier This unique identifier will be associated with all transactions involving the name id it represents in the system. Then click OK.
In the Description box, type the last name, comma, then press the space bar, and type the first name. Example: Nelson, Melissa
In the Address Line #1 box, type the first line of the address.
Type the street number and street name, post office box number, suite number, drop box number, tec. in the OPTIONAL Address Line #1 input field.
Address Line #1 is optional. You can put more information about the name id, such as c/o or attn:.
But this is an extra line for the address.
In the Address Line #2 box, type the second line of the address.
This line is where they receive their mail at. Thi is where their accurate mailing address should be.
The USPS standard read Zip code, state, city, and expect mailing address to be the next field read from the bottom up.
This will also affect how your W-2 and 1099 Tax Reporting documents print and report to government entities.
In the City, State, Zip box, type the city, state, and zip code.
In the country code, search for the country. Note, this can be left blank if you do not do business outside of your country or origin.
In the Primary Phone Number box, type the phone number.
In the Name Id Type box, click Lookup or type * and press Enter, and then select the type of name id you are adding (for example: customers, farm/split account, landlord, etc.).
In any of the other boxes on this window, click Lookup or type * and press Enter, and then select the appropriate information to be assigned to the name id.
Click OK.
Next the review-able remarks display. All these remarks are user defined and will look different on your system. Click continue to bring up the Add Name ID menu.
Select Reporting Codes. With the exception of State and County all these fields are user defined. Select the magnifying glass to review the options and hit select to insert one.
Select General Information.
In the Commodity Discount Table box, enter Y for the customer to receive grain assessment or N so the customer will not receive grain assessment.
In the Active/Inactive/Temporary box, enter A for active customer, I for inactive customer, T for Temporary customer or R for Restricted.
In the Accumulate Patronage? Box, enter Y, N or W.
In the Account Since box, the date defaults to current date, however, can be edited.
In the Social Security/Federal Id Number box, enter the customer’s social security number or federal id number.
In the parent ID box, key in another name ID to assign a parent ID to this newly added name ID which will allow this name ID to be consolidated to other accounts. Or you may leave blank. Parent ID only works in the commodity system
The last three fields in this screen are user-defined. Fill in any appropriate information.
In the Registered Name for Federal ID, type in the name you wish to show on tax documents. Click OK.
Select Accounting Information.
The first four fields on this screen relate to sales tax. If the customer should be charged tax, then answer these flags Y. If the customer should not be charged, then enter a N
In the require their document number box, enter a Y if you want the customer’s document number to be required on all documents.
In the Finance Charge Table box, click Lookup or type * and press Enter, and then select the finance charge table to be assigned to the name id.
In the Invoice Terms Code box, click Lookup click Lookup or type * and press Enter, and then select the invoice terms assigned to the name id.
In the Voucher Terms Code box, click Lookup click Lookup or type * and press Enter, and then select the voucher terms assigned to the name id.
In the price level box, type in a 1 for price level 1,2 for price level 2, or leave blank to assign a price level at the time of invoicing. (Price levels are set up in Inventory Management. They allow you to set pricing levels for different customers).
In the price schedule box, click Lookup or type * and press enter to search for a price schedule or leave blank for no price schedule. (Price schedules are set up in Inventory Management and allow you more flexibility with pricing)
In the sales credit limit box, enter the customer’s sales credit limit. A negative amount allows for no credit. A zero amount is unlimited credit and a positive amount allows the customer to charge up to that amount.
In the purchase credit limit box, enter the customer’s purchase limit. A negative amount allows for no credit. A zero amount is unlimited credit and a positive amount allows the customer to charge up to that amount.
In Bank Codes For defaults, you have the ability to default unique bank codes for direct deposit purposes. Leave blank if this name ID is not using direct deposits.
Click OK.
Select Product License (This screen allows you to enter the customer’s license number for restricted products.)
In the type box, enter a 0 for all products, 1 for product category, or 2 for item number. Then click OK.
If you select 0 for all products, you can then type in the license number and expiration date. If you type in 2, you can then click Lookup to or * to search for the product category then enter the license number and expiration date. If you select 2, you can click Lookup or * to search for the item number and then enter the license number and expiration date.
Select Save/Exit. See Adding Name Id's with Relationships and Commodity Information to add additional information.

Learn more about the Name & Address feature: