Accounting Finance:Customer Account-Closing Shareholder Accounts in InfoNet

Closing Accounts in InfoNet

If you are closing a shareholder account, follow the steps below. If you are closing a customer account, skip to the last step, Deactivating Account
In InfoNet:

1. Click Business Partners under the Maintenance & Lists header

2. Enter Number or Name

3. Click Search

4. Click Change

Changing Basic Data

Always pay attention to purple warnings and red alerts. Also put important information (such as date no longer a SH) 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.

1. Change Alias if new account has same operating name and requires the Alias (you will need to email Jeremy that you have changed the alias)

2. Change Account Type to Customer

3. Change Banner Type (if MC change to Non Banner)

4. Change Compliancy Status to Non-Compliant (Compliant is only for SH)

5. Click Validate

Changing Address Data

You might need to change the addresses to a new address or the old owner’s home address (this is important to ensure that future payments go to the correct address and person)

Changing Customer and A/R Data

1. Change Customer Group to Customer

2. Change A/R Group to A/R – Customer

3. Change Credit Stop Code to Sales not Allowed

4. Change Credit Limit to 10000

5. Select 20 DAYS from the Credit Profile drop down menu

5. Select 30 from the Days Between Reminders drop down menu

6. Select 15 from the Reminder Grace Days drop down menu

7. Select 3 – Your account... from the Reminder Code drop down menu

8. Click Validate

Changing Merchant Data

Be aware of the closing date, if the customer has sold the store and a new account has been set-up for the new owner, delete applicable merchant data and re-enter into new account (check with old owner that new owner will be using POS terminal temporarily). Make arrangements to pick-up TD terminals if the new owner will not be using TD (advise the old owner that there is a $250 termination fee charged by TD) If new owner is using TD, they will have to fill out new agreements and will be given a new merchant # by TD.

Changing Price List Data

1. Change End Date of current Price List

2. Select new price list Customers - BC or Customers - AB from the Price List drop down menu

3. Enter Start Date (day after end day of previous selection)

4. Enter End Date (12/31/2050)

5. Change Status to Active

6. Change End Date of current Price Look Up Rule

7. Select CUSTOMER'S RULE from the Price Look Up Rule drop down menu

8. Enter Start Date (day after end day of previous selection)

9. Enter End Date (12/31/2050)

10. Change Status to Active

11. Click Validate

Changing Restriction Data

1. If no longer an MC account, change End Date of Medicine Centre Supplies (no need to inactivate Medicine Centre Products which can be purchased by all customers)

2. Change End Date of current Period Restriction Group

3. Select Customers & Assoc. Members from the Period Restriction Group drop down menu

4. Enter Start Date (day after end date of previous selection)

5. Enter End Date (12/31/2050)

6. Change Status to Active

7. Click Validate

Changing Supplier and A/P Data

1. Change Supplier Group to Customer

2. Click Validate

Changing User Defined Data

1. Change EDL Customer to Does not participate in EDL

2. Change Customer EDL participation to No

3. Click Validate

Changing Web Users

1. Change all highlighted fields to No for each user

2. Click Validate

Changing Web Site Options

1. Change Min Check on P.O.S. orders to Yes

2. Enter 3 in the Times to email cust serv

3. Click Validate

Updating Account

1. Review all entries (look for purple warnings and red alerts)

2. Click Validate if you made any changes

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

Deactivating Account

Check sales orders, if there are open orders, please ask Customer Service to move or delete them. Deactivate account in InfoNet when all transactions have been settled.