Customer Service:InfoNext - Missing Freight Customer/Vendor Account Numbers

Overview

Freight invoice data is imported into the InfoNext system daily but there will be missing customer account numbers which must be identified and enter to ensure the freight cost has been allocated to the correct customer/vendor accounts.

InfoNext

Use only Chrome to access InfoNext or fields may not appear properly.

1. Log into Infonet – go to [1]
2. Enter Username
3. Enter Password
4. Click Login
5. Click InfoNext

"Click Carriers

1. Click Carriers;;; again
2. Click Freight Costs

Click Search Filters Click Show errors dropdown and select Only Click Show edited dropdown and select No Click Apply

Enter Missing Account Number

Use Comments/Additional Notes to assist with the selection of the correct customer/vendor account number. It is best to use the reference field which is likely the Hotline number and the additional notes. You can also use the shipment ID if provided but the other fields should provide the information quicker.

1. Right-click on first record and select View Invoice Line Details
2. Click X"" to move back to previous screen
3. Right-click on first record and select Link UWD Customer
4. Enter Customer/Vendor
5. Click Save
6. Click OK

(uniPHARM & UMC Charity) (Office 2010).mdb}} .

Enter Cheques

• Click 'Enter Cheques' and then click 'Enter uniPHARM Cheques or Enter UMC Charity Cheques'

• Enter all applicable information. If the cheque name is not the same as the account name, enter an alternative name and any additional notes as required. When cheque entry is completed, click the right arrow (next to record number) to enter a new cheque or click 'Main Menu' when all cheques have been entered.

• Click 'Back to Main Menu' and then click 'Print Reports'

• Click 'Print uniPHARM Cheques by Date or UMC Cheques by Date' and then 'change date' or click 'OK'

• Print register and click 'X' to leave database

• Forward customer cheques to Angela Chan (backup: Nancy Ng) and supplier cheques to Christine Del Rosario (backup: Nancy Ng)

Import Account Number

You may at some point have to update the account number table inside the ‘Cheque Receipts (uniPHARM & UMC Charity) (Office 2010).mdb’ database to include newly created account numbers. This process has been made as simple as possible for your convenience.

Please follow the steps below to update the account number table correctly:

1. Log in to uniPHARM’s internal reporting website Infonet.
2. Under the “Maintenance & Lists” column select ‘List Business Partners’.
3. Under the “CSV Files” column choose ‘Partner Archive’.
4. A warning will come up that asks if you would like to open or save this file. Select ‘Open’.
5. Once the file is open in an excel worksheet there will be a yellow ‘Protected View’ notification at the top of the screen right under the menu bar. Select ‘Enable Editing’ to remove this warning.
6. Now the file has to be saved over top of the current existing file in the Customer Service/Common/Cheque Receipts directory.
   1. Select the File menu and choose Save As from the menu.
   2. On the bottom of the Save As dialog box change the Save As type from ‘XML Spreadsheet 2003 (*.xml)’ to ‘Excel Workbook (*.xlsx)’.
   3. Leave the file name: in_list5 the same.
   4. Change the directory to save the file in to: Customer Service\Common\Cheque Receipts and then select Save.
   5. A warning message will pop up saying: ‘in_list5 already exists. Do you want to replace it? Select Yes.
   6. Close the spreadsheet.
   7. You have now saved this new version of in_list5 over top of the old version and can now import this new file into the Cheque Receipts database.
   8. Open the Cheque Receipts (uniPHARM & UMC Charity) (Office 2010) database file in the Customer Service\Common\Cheque Receipts directory just like you do when you are entering cheques.
   9. Once the database is open on the main menu choose the ‘Import Account Numbers’ option. This will run immediately upon clicking the button and will only take a few seconds and then it is finished.
   10. You can now either work with the Cheque Receipts database or you can choose the ‘Close Program’ menu choice to close it.

You have now completed all of the steps involved with updating the account number table inside the ‘Cheque Receipts (uniPHARM & UMC Charity) (Office 2010).mdb’ database’. If something isn’t working correctly or doesn’t seem right repeat all of the above steps again. If this still doesn’t solve the problem contact Jeremy Miller, the Cheque Receipts database administrator for further assistance.

Notes

• Following the above instructions will make sure you correctly update the account number table and will prevent downtime to the program.
• Selecting ‘Import Account Numbers’ from the main menu of the database will not update the account number table unless a new file is created from infonet and saved to the cheque receipts directory first.
• Infonet is updated in real time so as soon as an account number has been created and is activated you should be able to follow the above procedure and then see the new account available for use inside the database.
• You cannot follow the above procedure properly if the database is open at the time. Windows will not let you save the new in_list5.xls file overtop of the current one unless the database is closed.