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Addresses

General information

Addresses are entered as described in the chapter entitled "Operation". You can search for every field and every field combination.

Address card

The input mask is divided into index cards, as not all information is displayed on one screen. You can access the tabs by clicking on the tab names in the top right-hand corner or by pressing CTRL+TAB. The two tabs in the address module are called "General" and "Advanced".

You can find information linked to the displayed address, for example, all open orders, invoices or payments made, in the information system. The information system is opened via the info symbol in the toolbar; alternatively, you can call it up with CTRL+I.

If your telephone or your telephone system has a TAPI interface, you can use the dialing help function of EULANDA®. Simply click on the field name of the Phone number field. The field name is underlined when the mouse is moved over it - this hyperlink starts the dialing help. The dialing help also works with the ESTOS CTI program Procall. The telephone number should be stored in the form "Area code - telephone number extension". For example: 06126-9373-0 Before the transfer to the TAPI interface EULANDA® converts the number into the canonical format, here for example into "+49 (6126) 9373-0". The international code number for Germany, "49", is stored in the settings under "Accessories".

A fax can also be sent directly to an address. To do this, press the key combination CTRL+UMSCH+F. The fax system defined in the settings is controlled. Of course you can also fax offers, invoices or letters from the system.

If you want to send an e-mail to the displayed address, call your e-mail system using the key combination UMSCH+STRG+M or alternatively using the hyperlink of the field name. EULANDA® uses the MAPI interface of your operating system to control the e-mail system.

If a URL has been stored for a Web page, the customer's homepage can be displayed using the information system. Alternatively, the web browser can be accessed directly via the hyperlink of the field name to "WWW".

In the basic screen, i.e. on the "General" tab, you can assign a special price list to a customer. To do this, select one of the price lists defined in the settings.

You select the terms of payment in a similar way. These must also have been defined in the settings beforehand.

If you want to assign an image to the address, double-click on the image area. In the image dialog you can read in images from the data carrier or scan them directly or transfer them from your digital camera.

Direct functions

Information system

The information system of the displayed customer can be called up for each address via the header bar. You call up the information system using CTRL+I or the info symbol. Here you can find statistics, graphically and in list form, all article movements for this customer, the conditions, the open orders, written letters and more.

The information systems include article information on articles that are still available, the list of articles purchased, article sales, sales by revenue, discount and merchandise groups, a list of all transactions such as quotations, delivery notes, invoices, etc. according to time periods, payments made and more. The information systems can be extended by solution partners.

General information system

In addition to the normal information system, which refers to the current address, a general information system is also available. Statistics for all addresses are offered here. The evaluations refer to revenue accounts, customer groups, and so on. The general info system is accessed via the small drag point next to the info symbol.

The "Actions" menu

The "Extras" menu of the individual modules contains the special functions. Some of the special functions are built-in, others are based on standard extensions. These are extensions that can be adapted by solution partners. In this way it is also possible to add completely new functions without having to change the main program.

Advanced Menu

Copy address as substitute

The displayed address can be copied to the optional substitute module.

Duplicate Address

This function copies the displayed address. The matchcode of the new address is automatically made unique by adding a number in parentheses. An address with the matchcode "BOND" is copied as "BOND (2)" during duplication. Further copies of the same addresses are numbered accordingly, e.g. in "BOND (3)", "BOND (4)" etc.

Release address as supplier

For the purchasing module, but also the import of Datanorm data or article data via Excel, a supplier is required. In the Actions menu of the address management the function "Release as supplier" can be selected for an already stored address. A supplier data record is created for the address. Vendor-specific data such as purchasing conditions, discount groups and merchandise categories are stored in this additional data record.

Extended customer data

The extended tab contains additional fields for the displayed address. In addition to bank details, sales tax ID and other fields, you will also find warnings and user fields. You can find the meaning of the individual fields in the field description.

Address fields on the "General" tab

General Index Card

Match (alphanumeric, unique, max. 40 characters)
The search term Match is alphanumeric and can therefore contain digits and letters. The field Match must be unique.
With the function "Copy address" the match is automatically increased to get it unique. MEIER becomes MEIER (1), MEIER (2) etc.

Fibu account (numeric, integer)
The FI account number is the customer number, that is, the number assigned to the customer in accounting. This number is required for the automatic transfer of accounting data.
If the number does not exist, it is generated when an order is created, that is, exactly when a simple address becomes a customer.

Customer-Gr (Selection)
The customer group is managed in the "Preferences", which you can access via the quick start bar and the "Accessories" item. Via hyperlink to the field name you can directly access the settings dialog. The customer group is used for customer group statistics on the one hand and for pricing on the other. Customers can be divided into customer groups and articles into discount groups. Via the settings dialog, both groups can be combined as desired and a line discount can be stored for each combination.

Liefer-Nr (alphanumeric, max. 30 characters)
The supplier number is a free alphanumeric text. It is used for vendors to store their own customer number.

Name1, Name2, Name3 (alphanumeric, max. 40 characters)
address fields of the address. When printing, it is usually possible to use the variables PrintName1, PrintName2 and PrintName3 in addition to the variables Name1, Name2 and Name3. These always fill in the fields from below, regardless of the entry in this screen. This does not create any blank lines above the Street field in postal addresses.

street (alphanumeric, max. 40 characters)
The street name incl. the house number

Country (alphanumeric, max. 6 characters)
The country name is mandatory, since it is also used for calculating taxes and for account assignment.

PLZ (alphanumeric, max. 7 characters)
The postal code can also contain letters, but under no circumstances the country name. This is particularly important when importing data.

Location (alphanumeric, max. 40 characters)
Contains the pure location name.

Phone (alphanumeric, max. 30 characters)
The telephone number can be used for dialing help via TAPI. To initiate the selection, simply click on the field name, which is created as a hyperlink. A phone number must be entered so that the hyperlink can be activated.

Mobile (alphanumeric, max. 30 characters)
The mobile number can be used for dialing help via TAPI. To initiate the selection, simply click on the field name, which is created as a hyperlink. A phone number must be entered so that the hyperlink can be activated.

Fax (alphanumeric, max. 30 characters)
The fax number is used when faxing documents, for example offers or invoices. The fax interface must be configured under Settings.

E-mail (alphanumeric, max. 64 characters)
The e-mail address can be used directly to access the e-mail dialog. To initiate the e-mail dialog, simply click on the field name, which is created as a hyperlink. A mail address must be entered so that the hyperlink can be activated. The mail dialog is called via the MAPI interface. This is supported by Outlook 2016, among others.

WWW (alphanumeric, max. 64 characters)
The homepage can be used directly to call the browser. To start the browser, simply click on the field name, which is designed as a hyperlink. A web address must be entered so that the hyperlink can be activated.

Language (selection field)
The language in which the customer is to be addressed is set in the Language field. As a rule, this field has the value Standard. The language of the installation is assumed. Other values are only possible with the multilingual module.

representative (selection)
Every customer can be assigned a substitute. This must have been created in the substitute administration beforehand.

Price list (selection)
Special price lists can be assigned to individual customers or groups using price lists. Instead of the article price, the price stored in the price list is then used for orders. You maintain the price lists in the Settings module, which you can call directly via hyperlink, that is, via the field name. Alternatively, the complete settings dialog can also be accessed via the quick start bar under "Accessories". In the article master, the price lists can be provided with individual article prices based on quantity.

If you use price lists that contain quantity-based prices, you can grant the customer a scale lead time independent of the actual order quantity. For example, if the article contains scales of 1=1 pcs. 2=10 pcs. 3=50 pcs. and the customer has a scale lead time of 2, he receives the better price for one piece. If the order quantity is higher than the next scale, it receives the correspondingly better price.
The scale lead time is therefore a better minimum price.

Reduction (numerical, display 9.2)
Here you can assign a total order discount to the customer. This affects the total order value.
A negative discount is a surcharge. In the report designer, they are displayed in the standard offers, invoices, etc. as a surcharge.

Payment term (selection)
The payment term is set via a selection box. In the settings dialog, which can be accessed via the main menu under Accessories, all terms of payment can be managed. Alternatively, the settings dialog can also be called via hyperlink by clicking on the field name.
There is no limit to the number of terms of payment, so that theoretically each customer could be assigned its own terms of payment.

credit line and balance
Enter the maximum value of open invoices for this customer in the master currency. Further information on the subject of credit lines can be found in the chapter "Define credit line".
Right next to the input field for the credit line you will find the current invoice balance of the customer.

VAT (checkbox)
This checkbox is usually set to "net-oriented (domestic/foreign)". The following options are supported:

net-oriented (plus tax)
Invoicing is carried out with items that have net prices, i.e. without tax. At the end of the printout, the tax and the total gross amount are shown after addition. This type of presentation is usually used when invoicing to a trader.

gross-oriented (incl. tax)
Invoicing takes place with items that are provided with gross prices, i.e. including tax. At the end of the invoice, the tax is deducted from the total of all items and displayed. This type of presentation is usually used when invoices are sent to end users.

Currency (alphanumeric, max. 3 characters)
The currency must correspond to the default currency without the currency module. The default currency is set under Settings/Default values. If a different currency is specified here, this has priority. An order created for this customer is always entered and printed in the customer currency. This makes it possible to create invoices in different currencies.

Warning (alphanumeric, max. 100 characters)
The text entered here is displayed in order management as soon as the customer is selected. This can be used to display warning texts such as "Delivery address..." or "Attention, the customer is on company holidays", etc.

To do this, you must activate the "Warning in addresses" feature. To get there, go to "Manage features and program versions" in the user settings. With "Warning in addresses" the check mark must be checked and the EULANDA must be restarted. (available since version 6.0)

Form of address (alphanumeric, max. 64 characters)
The form of address is used especially in word processing. In serial letters, this can be exchanged for the current address.
The form of address always contains the complete salutation line without a closing comma or exclamation mark, etc. The default salutation for new records is saved in the settings and is "Dear Sir or Madam" by default.

File card (alphanumeric, max. 2 billion characters)
The file card is intended for free entry of address information. If you want to use a fixed template for the index cards, we recommend using the phrase memory for these "screen masks". You can then insert a template into the index card by pressing a key.
The storage of the index card is dynamic, so that only the absolutely necessary storage space is used.
You should only separate lines within the index card with ENTER if it is a paragraph. All printouts use the file card with a variable line break, which always uses the available width.

Bild (binary image data)
Each address can be assigned to two images, which are the same image but different resolutions.
Double-click on the image area to open the image editor. Here you can read in images of different formats or scan in an image directly.

Address fields on the "Advanced" tab

Extended card index

Bank (alphanumeric, max. 30 characters)
name of bank.

BIC, bank code (alphanumeric, max. 18 characters)
bank code number of the bank.

IBAN, account number (alphanumeric, max. 18 characters)
account number at the bank.

UstId (alphanumeric, max. 30 characters)
The VAT ID is used to determine for customers from other EU countries whether VAT is charged or not.

ILN (alphanumeric, max. 30 characters)
The international location number is assigned to members of the CCG and uniquely specifies each company in the world. The EAN code on food and other products is derived from this ILN. In international trade, for example via EDIFACT, it is necessary that all participating companies have an ILN.

ageing. (alphanumeric, max. 3 characters)
The alternative currency is an option of the multi-currency module. Here you can enter another alternative currency, which differs from the invoicing currency. This can optionally be included in the printout. The data fields ending in "AW" are available here in the report designer, e.g. "VkAW".

Foreign (without tax)
Invoicing takes place with items that have net prices, that is, without tax. The total invoice does not include a tax statement. This setting is only used in special cases abroad where the automatic cannot reach.

net-oriented (auto. domestic/foreign)
This setting is the default. The items do not include tax. At the end of the invoice, the tax is calculated. The item amounts and the tax result in the gross invoice value if the invoice recipient lives in Germany or if he is an EU partner without a VAT ID. If the invoice recipient has a VAT ID and lives in another EU country or in another foreign country, the invoice does not include tax.

Commission (numeric, representation 9.2)
A commission rate can be entered in this field. The content is not taken into account in the standard evaluations, since the variations here are too varied. For example, you can use this field to calculate surcharges or discounts on the standard commission stored in the substitute.

Mailbox (alphanumeric, max. 30 characters)
If the customer has his own mailbox, it can be entered here. You can also enter your own postal code for a P.O. box.

PLZ (alphanumeric, max. 7 characters)
If the customer has his own postbox, a postcode independent of the house address can be specified using the postcode.

User fields (various)
Use the program item User fields to insert your own fields in this area. You can find this program item via the quick start bar and the item "System administration".

Contacts - contacts persons

Any number of contact persons can be assigned to each customer

Edit contacts

Functional scope

  • any number of contact persons per customer or address

  • Department, additional telephone and fax numbers, email addresses and birthdays

  • Adding a photo

  • So that you never forget birthdays of your important customers again, the coming five birthdays can be faded in on the homepage

  • Phone dialing: In almost all modules, such as addresses, orders, invoices, you receive a list of all suitable contact persons via the short key F8 and can initiate a call directly - provided that a corresponding Windows dialing help (TAPI) is available.

  • It is just as easy to send an email to a contact person via F7.

  • Search contacts via all stored main addresses

  • Transfer of the contact to the smartphone via a QR code, which is a two-dimensional barcode that stores the contact data in vCard format.

Create a contact person

In the address module, with the address displayed, select "File" from the "New" menu and select "New Contact".

or

In the "New call" window (via F8) or in the "New e-mail" window (via F7) select "Add contact person".

or

In the "Advanced" menu for a displayed address via the "Edit contacts" menu item. Since you are not immediately in the new creation mode, but in the search mode, you must press CTRL+N.

The data entry is the same as for the other master data. This means that the ENTER key takes you to the next field, CTRL+ENTER saves the data record and ESC cancels it. Press the ESC key again to close the window.

Additional functions

A mouse click on the field labels "Tel", "Mobil", "Email private" etc. dials the corresponding number, generates a blank fax or a new email. The prerequisite for this is that the corresponding driver has been installed in Windows and set in EULANDA.

Add picture

Double-click on an existing image or on the empty white area within "Image" to access the image designer. This can be used to insert images from a file or the Windows clipboard. A detailed description of the Image Designer can be found in the chapter "Image Designer" under "Accessories".

Another simple way to insert an existing image is via "Drag & Drop". Drag the corresponding image file from the desktop or from the Windows file explorer onto the "Image" area in the contacts mask.

Transferring Data from the File Card

You may have already saved telephone numbers and contact person data in the address file card. To transfer this data as easily as possible, call the cut-out tool from the toolbar (scissors icon).

Mark the desired first or last name, phone number, email address etc. and press the right mouse button. EULANDA® now suggests a suitable field from the contact mask into which the marked text could fit.

If EULANDA® could not find a suitable field, select "Copy" and insert the value directly into the desired field via CTRL+V or the right mouse menu.

If you want to copy an image, click on the image with the right mouse button and select "Insert image".

Transferring Data from a Web Page

If you want to transfer data or images, e.g. from your customer's imprint page, select the corresponding text and images there and copy them to the clipboard via the right mouse menu or CTRL+C. Now call the cut tool from the toolbar (scissors icon) and paste the copied text using CTRL+V.

All addresses

If this button is selected, not only the contacts to the current main address are displayed, but to all stored addresses. You can therefore enter search texts in the contact fields as usual in all fields and the relevant contacts are displayed accordingly.

QR Code

This new feature from EULANDA 5.0 is exclusively available to customers with an EULANDA software subscriber. It displays a two-dimensional barcode (QR code). This contains the contact information in vCard format. A click on the button in the upper contact window displays the corresponding QR barcode.

Generate QR code

You can now photograph the graphic barcode with your smartphone and the contact can be created with a click in your smartphone's address book.

Define credit line

EULANDA offers the possibility to grant and monitor a credit line to customers. If the open invoices exceed the credit line, no further orders can be closed, posted or delivered. However, credits are possible at any time.

Prerequisite for the credit limit check is the use of EULANDA dunning.

The credit line is stored in the customer's master data in the "Conditions" section.

If you want to grant an unlimited credit line to a customer, clear the field using the DEL key. A "0", on the other hand, means that no further orders can be posted.

In addition to the invoice balance, the value of the delivery notes that have not yet been invoiced is also taken into account. If the check is carried out when the order is posted (standard setting), the value of the open orders that have not yet been delivered is also taken into account.

If the credit line is exceeded, the error message "The credit limit for this customer is exceeded" is displayed when you post another order.

You can view the current status and the remaining credit of a customer at any time in the short info

Check when creating the delivery note (optional)

Alternatively, the check can only take place when the delivery note is generated. You can then create and post orders without restriction. This option can be set up by your dealer.

Interaction with other settings

The check takes place when the order is posted. If you subsequently change the prices or quantities of the order that has already been posted, the system does not carry out a new check. Although the value of open orders or delivery notes may change as a result. Of course, the invoice balance remains unaffected.

Price changes to booked orders should therefore be deactivated via the setting "Change prices in order" under "Settings" -> "Conversion" (this is also the default setting).

Assign price lists

A price list can be assigned to each customer. In this case, the prices from the selected price list instead of the prices from the article master apply. Each price list can contain any quantity-based graduated prices. Using a scale lead time, it is possible to give the customer a better price even if the scale quantity is not reached. If he buys more, however, he gets the normal graduated price defined in the price list.

You can select the price list from the selection box. If you want more information about the different price lists, or if you want to create new price lists, you can click on the field name. This is displayed as a hyperlink as soon as you reach it with the mouse. Alternatively, price lists can be created under Accessories via the settings. In the article master, you can define the scales with individual prices for each price list using the "Advanced" menu.

These scale prices are determined when you create an offer or order item and are proposed there.

Assign terms of payment

You can define a payment term for each address. The selection box provides you with a list of the defined terms of payment. If you want to create additional payment conditions, you can do this in the settings under Accessories.

If the payment term does not yet exist, or if you are not sure which conditions are behind the selection abbreviation, you can view the existing abbreviations with the conditions by clicking on the hyperlink, that is, the field name of the payment term.

The payment term is copied as a proposal when the quotation or order is created, but can be selected again there, especially for the one transaction.

Search addresses by payment terms

If you want to select all addresses to which a specific payment target is assigned, select the payment target in the selection box in search mode and press the Enter key. This field can also be used normally for searching.