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

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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 Shareholder Application

The Manager, Finance is responsible for forwarding the shareholder application to the prospective shareholder and screening applicants for suitability and meeting our requirements. Click on the link to review Customer Service procedures which is the same for customers and shareholders: Customer Service:Customer Application

New Shareholder Checklist-Finance Only

The shareholder application and other documents will be forwarded to you from the Manager, Finance. There are a number of steps Finance will need to complete to set-up the new shareholder onto our systems. Use the checklist to ensure all steps are completed New Shareholder Checklist-Finance

New Shareholder Checklist

After the application has been approved, the Manager, Finance will release a New Shareholder Checklist [1] to all applicable staff.



Setting up a New Customer in Infonet

Use Infonet instead of ASW because Infonet have pre-set templates which will ensure that the applicable fields are populated with information specific to a customer.

  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 SH from the Account Type drop down menu
  8. Click Add

NewCustomer1.PNG

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.

NewSupplier32.PNG

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
  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 (non-compliant)
  10. Click Validate

NewCustomer2.png

Entering Address Data

Address 1

  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.

NewCustomer3.png

Address 2

  1. Enter Address 2 or 3 (Company legal name address is 2 and person legal name address is 3)
  2. Enter highlighted fields
  3. Change Payee to Yes
  4. Click Validate

NewCustomer4.png

Address 10

  1. Enter Address number 10 (used by Returns)
  2. Enter all highlighted fields
  3. In the For What Address is Used For section, select Yes for all with the exception of Payee
  4. Click Validate

NewCustomer5.png

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

NewCustomer6.png

Entering Payment Modes

  1. Select A/R Payment Mode (only enter for EFT or CC)
  2. Click A/P Payment Mode (only enter for EFT or Cheque)
  3. Click Validate (Bank drop down menu does not appear until you have validated)
  4. Select A/R Bank
  5. Click A/R Account
  6. Select Yes from the Default drop down menu
  7. Select A/P Bank
  8. Click A/P Account
  9. Select Yes from the Default drop down menu
  10. Enter 1 in the Sequence field
  11. Click Validate

NewCustomer7.png

Entering EDI Distribution Data

Do not make any changes in this area

NewCustomer8.png

Entering Customer and A/R Data

  1. Select Primary Currency
  2. Make any other changes
  3. Enter Credit limit (all CU are 10K or per credit approval amount)
  4. Click Validate

NewSupplier12.png

Entering EOB Numbers Data

The EOB Numbers Data section will automatically be filled

NewSupplier13.PNG

Entering Merchant Data

Only applicable for shareholders

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

NewCustomer9.PNG

Entering Restriction Data

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

Click Validate if you made any changes

NewCustomer10.PNG

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

NewSupplier17.png

Entering Supplier and A/P Data

  1. Select Primary Currency
  2. Change the Payment Priority to 2 - Shareholder/Non Shareholder
  3. Click Validate

NewSupplier18.PNG

Entering User Defined Data

  1. Enter any changes
  2. Click Validate

NewSupplier20.PNG

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

NewCustomer11.PNG

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

NewSupplier25.png

NewSupplier26.png

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

NewCustomer12.png

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