Creating Customer Master Data in ERP System

• Customer master data is the data you require to conduct business relationships with our customers. 

• It includes address data and terms of payment, for example. It also controls how business transactions are posted to a customer account and how the posted data is processed. Master data, such as whether complete delivery is required and the default delivery plant, is stored in master records.

To make understand easily customer master is been divided into 4 categories.

1. Name & Alias Details
2. Communication Details
3. Accounting Details
4. Instructions Details


Name & Alias Details: 

1. Customer Name
2. Customer ID
3. Customer Type
4. Contact Person or POC
5. Referred by or Associate 

• Customer Name: It refers to the name of the company / Industry.
• Example: If a company is registering under a ERP management services, Then that company will be a customer to the ERP service provider.

• Customer ID: In order to make differentiate, Even though we have customers with same names.
• Example: Just like students in a school will have same names, But use to differ them with roll number or any id number.

• Customer Type: Depending upon the customers work theme or services that they provide, This customer type will be changes field to field.
• Example: 

1. Stone Industry: Track Builder, Home Owner, Architect, Designer, Etc
2. Gold Industry: Diamond Jewels, Necklaces,Rings, Etc 
3. Medicine Industry: Tablets, Syrup, Capsules, Etc.

• Contact Person or POC: POC stands for "Point of Contact", This field ensures the right person from the customer side to represent their company details. Will be a mediator between ERP management and company / Industry.
• Example: GEM Motors, Hyderabad sales manager will be the contact person to Maruthi Udyog.

• Referred by: It is defined as the, to whom you have directed to someone or something for establishing the business relationship.
• Example: I referred Madhu to use SPS ERP services for your stone industry.

Communication Details:

1. Contact Information

2. Bill-To Address

3. Shipping Address

4. Location Info

Contact Information: 

• In contact information section, Generally we see primary & secondary phone numbers, mobile number, fax number, Email address, website and accounting mail. 
• In most of the cases, Contact information fields will remain same.

Example:

Bill-To Address:

• The bill-to address is where you send customer invoices and other billing-related information. 
• In most cases, the bill-to address will be the customer's address of record.

Shipping Address:

• The shipping address is the physical address where customer shipments are sent. One customer can have multiple ship-to addresses.   
       

Note:

1. In most of the cases, Contact info will remain same.
2. But,While coming to shipping & bill-to address formats will keeps on changing country to country.

Different Address Formats Based on Countries:

Address Format	Examples
India Address 1 First address line Address 2  Second address line Postcode   Postcode and postal town Country   Country	Mr. Bala  Plot No: 284,285  Raja Rajeswari  Nagar, Kondapur, Hyderabad – 500084, INDIA
Germany Address 1 First address line Address 2 Second address line Postcode Postcode and postal town for postal address Country Country	Mrs F Meier,  Weberstr. 2,  53113 BONN 1,  GERMANY
Spain Address 1 First address line Address 2 Second address line Postcode Postcode and postal town for postal address County County Country Country	Sra Ana Jimenez,  Mimbreras 4,  03201 ELCHE (Alicante),  SPAIN
Canada Address 1 First address line Address 2 Second address line City Name of postal town Province Province and postcode Country Country	M. Jen Durand,  150 Rue Nepeau App5,  OTTAWA ON K1P 2P6, CANADA
USA Address 1 First address line Address 2 Second address line City Name of postal town State/ zipcode State code, e.g. CA, and postal code (zip code) Country Country	Mr Bill Harrison,  347 L’Enfant Plaza SW WASHINGTON DC 20260-6500, USA

Location Info: In location info, we have different sub categories parent location, multi location customer, generic customer, route location, etc.

Parent Location: By allocating the nearest location to the customer, All the necessary things will be handle from that parent location.It may be any support, funding,billings, shipments concerns,etc.

Multi-Location Customer: If the customer has multi location branches or warehouses. Just for knowing purpose.

Generic Customer: This field ensures whether the customer is a regular customer or not .

Route- Location: It helps while shipping the product in a particular route as per customer wish.

Example: I want my products shipment in a particular route from Vijayawada to Chennai. (Via., Ongle, kavali, Nellore, Gudur)

Accounting Details:

1. Accounting Controls

2. Credit Controls

3. Customer Login

4. Sales Info

Accounting Controls: 

This section gives a brief idea about the customer:

• How many days should hold the product.
• Should customer needs purchase order or not.
• Preferred way to communicate with customer whether it may be a Email, Fax or Mail.
• Based on a generic type, Financial charges may applicable or may not.
• How long the customer is doing business with us.
• Mode of currency as per customer wish.
• Preferred language to communicate.
• Employee Identification Number(EIN) is just like a PAN card in India, While doing transaction in order to avail free tax services EIN is used.
  

Credits Control: Based on customer resources, Whether he/she his capable to pay the amount in time or not and based on business strategies, Credits limit will be decided.

Customer Login: It will be created for the customer, Who regularly places the order and Placing all the orders info at one page and making the customer to access those items with necessary credentials.

Sales Info: 
We will be knowing about ,

Primary & Secondary Sales Person:
ERP management will be assigning sales person to the customer. Who will be looking care of the customer needs and requirements. 

Price Level:
Price level will be varies for customer to customer based on whether the customer is old or new (Discounts will be applicable at this section only).

Payment Terms:

• Certain payment terms and conditions will agreed between the customer and the company before the shipment is done.  

Sales Tax: A tax collected by all retailers and certain service providers when they make taxable retail sales. Sales taxes could include state, county and local taxes.

Tax Exemption:

Tax exemption certificate will be issued to a business, When ever they were purchase the products or goods, They need to submit tax exemption certificate number to avail tax exemption. Tax exemption will have certain validity period.

A sample Tax exemption certificate is shown below,

Fulfillment Method:

Based on the customer wish, Whether he want the products to delivery at his door steps, He want to pick up the product from the location, installation, or want to pick up from the manufacture center,etc.

Instructions Details:

• In instruction section we will provide specific key notes for the shipment or any other things which don't exist in the fields to notify the company.
• Internal notes will provide for the customer,  any changes that they need can enter those details in internal notes section.