Accounting Finance:Customer Account-Setting up a Shareholder in Infonet

Overview

A Customer is an organization that uniPHARM believes will benefit from the goods and services offered by the company. A customer could fall into 3 customer groups:

• Shareholders (will be purchasing a share with uniPHARM)
• Associated members (will not be purchasing a share but is generally given shareholder pricing)
• Customers (will not be purchasing a share and has only customer pricing)

Shareholders represent the best market for future sales. They are required to be compliant (they must purchase all pharmaceuticals with uniPHARM). After customer service has obtained the customer application, the shareholder approval and orientation process will be completed by the General Manager and the Manager, Finance.

Former Shareholders or Customers - consists of those who have formerly had relations with uniPHARM typically through a previous purchase. Since they have been inactivated, they are required to fill out a new customer application. If they are approved and there is no change in ownership or principals, the Finance department may re-activate the existing account.

Potential Customers - consists of those who have yet to purchase but possess what uniPHARM believes are the requirements to eventually become Existing Customers. The requirements to become a customer include meeting daily order minimums, location, type of business and financial means.

New Customer Application

Customer Service:Customer Application

Setting up a New Customer in Infonet

1. Log onto https://infonet.unipharm.com
2. Enter User Name
3. Enter Password
4. Click Login

5. Under Maintenance & Lists, click Business Partners

6. Select both customer and supplier from the Type drop down menu

7. Select CU from the Account Type drop down menu

8. Click Add

IMPORTANT: Always pay attention to purple warnings and red alerts. Also put important information (this may include hours of operation or account changes) in the NOTES section. Be sure to mark each note with the day and your initials. For instance, if you made a note on June 12th, 2017, write (061217CM) after the note.

Entering Basic Data

1. Enter Alias (first 3 letters of first name and first 4 letters of second)

2. Enter Trade Name (operating name)

3. Enter Legal Name (optional)

4. Select Area

5. Enter GST Exemption (only if exempt from GST)

6. Enter PST Exemption (PST-XXXX-XXXX)

7. Select Account Type

8. Select Banner Type

9. Select Compliancy Status (a signed compliance agreement is required for shareholders)

10. Click Validate

Entering Address Data

1. Enter Attention/Care of (if applicable)

2. Enter Unit - Street Address

3. Enter City

4. Select Province

5. Enter Postal Code

6. Select Country

7. At least one field must be Yes in the What Address is Used For section, select appropriate ones

8. Click Validate

After validating, tax status GST will be populated.

9. Enter Address 2 or 3 (Company legal name address is 2 and person legal name address is 3)

10. Enter highlighted fields

11. Change Payee to Yes

12. Click Validate

13. Enter Address number 10 (used by Returns)

14. Enter all highlighted fields

15. In the For What Address is Used For section, select Yes for all with the exception of Payee

16. Click Validate

Entering Bank Data

1. Enter Bank Number

2. Enter Name

3. Enter Address

4. Enter City

5. Select Province

6. Enter Postal Code

7. Select Country

8. Enter Bank Account Number

9. Enter Description (type of account)

10. Select Currency

11. Enter Branch number (must be 5 characters)

12. Click Validate

13. Select A/R Payment Mode (only enter for EFT or CC)

14. Click A/P Payment Mode (only enter for EFT or Cheque)

15. Click Validate (Bank drop down menu does not appear until you have validated)

16. Select A/R Bank

17. Click A/R Account

18. Select Yes from the Default drop down menu

19. Select A/P Bank

20. Click A/P Account

21. Select Yes from the Default drop down menu

22. Enter 1 in the Sequence field

23. Click Validate

Entering EDI Distribution Data

Do not make any changes in this area

Entering Customer and A/R Data

1. Select Primary Currency

2. Make any other changes

3. Enter Credit limit (SH 300K, all CU are 10K or per credit approval amt)

4. Click Validate

Entering EOB Numbers Data

The EOB Numbers Data section will automatically be filled

Entering Merchant Data

Enter if customer has to be set-up to deposit credit card payment to uniPHARM

1. Enter each Type and Merchant number

If customer is paying A/R by credit card, change A/R Payment Mode to Credit Card Payment and enter Cardholder information

2. Click Validate

Entering Price List Data

• Price list should automatically populate with Start Date, End Date, and Active Status
• MC supplies are restricted to SH only while MC products can be purchased by SH and CU

Click Validate if you made any changes

Entering Restriction Data

• Restrictions should automatically populate
• Only change if required and look for warnings of exceptions

Click Validate if you made any changes

Entering Statement Data

1. All accounts paying by EFT should have Balance Forward as the Statement Format (make change if necessary)

2. Select the appropriate option from the Statement Distribution drop down menu

3. Enter Send to Address

4. Enter Send to Contact Name if required

5. Click Validate

Entering Supplier and A/P Data

1. Select Primary Currency

2. Change the Payment Priority to 2 - Shareholder/Non Shareholder

3. Click Validate

Entering User Defined Data

1. Enter any changes

2. Click Validate

Entering Web Users

1. Enter First Name

2. Enter Last Name

3. Enter Role

4. Enter Pharmacist # (5 digits)

5. Select Yes from the Site Administrator field if applicable

6. De-activate any flags which are not applicable

7. Click Validate

Updating Partner Information

1. Review all entries

2. Click Update when you are ready to post into ASW

3. Click Go Back

4. Enter Number

5. Click Search

6. Click Change

7. Change Commercial invoice and Extended payment order to Yes

Entering Web Site Options

1. Make sure the highlighted portions are filled out (some account may not have a minimum order requirement)

2. Click Validate

3. Click Update

Entering Contact Data into CNS

You must continue to enter all new contacts into CNS
Finance:Contacts-Setting up Contacts in CNS
Make sure that every new account has the following:

1. Main Info entry with the customer’s main phone, fax and email

2. An RMADEM address also needs to be entered and a REMAD role code (this is an A/P EFT requirement since all new accts should now be EFT). This should be done under Main Info.

3. All pharmacists who intend to order narcotics. Enter their pharmacist numbers (Customer Service:Pharmacist Number-Entering Pharmacist Number). Only do this once you receive their Narcotic Authorization Forms or if it is on their application under main contacts (you will still required narc forms which can be to follow)

4. All store owners. Do not forget to put the role!

5. If the main contacts listed on the application have the same phone/fax number or email as what is on the main info, you do not need to enter it (just in case they are also linked to other accounts). If their email or contact info are different, then this is the only time you enter it into CNS to prevent confusion.

6. Once all entries are completed proceed to CNS Document Distribution to:

• Link their main fax number
• Link their main email (if there is none, use the store owner’s email or whoever will be responsible for paying their account, i.e. accountant)