One-Time Customers

One-time customers are customer IDs that can be used to keep a record of the different customer addresses where there is no need to follow-up on the total sales and other figures per name and address.

Customer specific information like name, address, tax number, AR customer contact information and electronic bank address can be entered when an invoice for a one-time customer is created. This information is valid for all invoices which are connected to this specific one-time address ID. In the proposals for reminders, interests, payments and difference notices as well as in payment orders, invoices of one-time customers are grouped by one-time address ID, i.e. each one-time address is considered as an individual customer. The one-time specific information is used in the correspondence with one-time customers grouping only items with the same one-time address ID in one document.

One-time customers are supported in Financials only. It is possible to enter and update one-time specific information with the following processes:

1. Instant Invoice
2. Manual Customer Invoice
3. External Customer Invoices (no update of existing one-time information)
4. Customer Analysis / Ledger Items
5. Customer Payment Proposal Details

One-time specific information includes the following details:

1. Customer name
2. Customer address
3. Document tax information like tax number
4. AR customer contact name, communication method and value 
5. Output medium
6. Payment method
7. Electronic payment address

Each new one-time customer information automatically gets a one-time address ID which will serve as invoice and delivery address ID of the invoice. If a payment method is connected to the invoice, the one-time address ID will also be used as payment address ID. It is possible to reuse an existing one-time address ID for another invoice of the same one-time customer, e.g. when a credit invoice or a difference item must be created. When details of the one-time information are modified, the changes will be applied to all invoices using this one-time address ID.

All one-time customer information can also be viewed and updated for customer basic data except for the output medium and for the communication ID in the event several communication IDs are linked to a one-time address ID. The output medium and the relevant communication ID can be viewed and modified only in the one-time specific information connected to the invoice.

The one-time specific information overrides the default values of the customer master record after the invoice is created. At invoice entry the default values from the master record will be suggested. It is possible to define different one-time customer identities with different default values like default tax codes or default language to get the most adequate suggestions. Information which is not one-time specific (like customer group or AR contact) will always be fetched from the customer master record and requires separate one-time customer identities where applicable. 

The following describes functionality specific to one-time customers in different processes:

• Instant Invoices: One-time specific information can be entered and updated at invoice entry. A one-time address ID is created when new one-time specific information is saved. The one-time address ID serves as invoice and delivery address ID. The entered name, address and tax ID number will be printed in the invoice printout. The name will be displayed as customer name of the invoice. The tax ID number will be used for tax reporting. If a payment method is specified for the invoice, the payment address ID must be identical with the one-time address ID. All installments must have the same payment method and payment address ID. Advance invoices and recurring invoices are not supported for one-time customers.
• Manual Customer Invoices: One-time specific information can be entered and updated at invoice entry. A one-time address ID is created when new one-time specific information is saved. The one-time address ID serves as invoice and delivery address ID. The name from this address ID will be displayed as customer name of the invoice. The tax ID number will be used for tax reporting. If a payment method is specified for the invoice, the payment address ID must be identical with the one-time address ID. All installments must have the same payment method and payment address ID. Advance invoices are not possible for one-time customers.
• External Customer Invoices: An additional record /additional columns with one-time specific information can be loaded together with the external invoice. One-time specific information can be viewed and modified in an additional window connected to an external invoice of a one-time customer. A one-time address ID is created when the invoice is created. If an electronic payment method is specified for the invoice, an electronic payment address will be created for the one-time customer. The one-time address ID serves as invoice and delivery address ID. The name from this address ID will be displayed as customer name of the invoice. The tax ID number will be used for tax reporting. All installments of a one-time customer invoice must have the same payment method and payment address ID. 
• Customer Master Data: One-time specific information is not copied when a one-time customer is copied. The name from the one-time address is shown in an additional column in electronic payment addresses.
• Reminders: Each one-time address ID is treated as a separate reminder recipient. Reminder proposals (including printouts) and reminder analysis are grouped by one-time address IDs. Exclude reasons like reminder limit and collection level are considered per one-time address ID. The highest reminder level for the reminder fees and the reminder text is fetched from the items of a single one-time address ID only. Name, address, AR customer contact information and output medium (printout, email, mail-to-fax or xml) are fetched from the one-time address information.
• Interest Invoices/Notes: Each one-time address ID is treated as a separate recipient of an interest invoice/note. Interest proposals (including printout) are grouped by one-time address IDs. The minimum amount for an interest invoice is checked per one-time address ID. Name, address, AR customer contact information and output medium (printout, email, mail-to-fax or xml) are fetched from the one-time address information.
• Customer Analysis: The one-time address and the AR customer contact will be displayed in additional columns of the ledger items. All one-time specific information can be viewed and updated in a specific context menu for one-time customer invoices.
• Payment Proposal: The option that a payment method specified in the choice of payment method when loading a payment proposal, and the option that the installment payment method must be the default payment method of the customer will be ignored for one-time customers. When a repayment proposal is loaded, the negative balance is checked per one-time address ID. Payments in advance are not allowed for one-time customers. One-time specific information can be viewed and modified in the payment proposal details. Payment address ID is not editable for one-time customers but is automatically set to the one-time address ID. The name displayed in lump sums per proposal and printed in the proposal printouts will be fetched from the one-time address. Sorting and sub-grouping in the proposal printout will use the one-time address ID. A warning will be given when a proposal is acknowledged which includes items of a one-time customer without a payment method and payment address ID (as in this case the default payment method and payment address ID from the master record would be used).
• Payment Order: The option that only installments specified with the default payment method shall be included at create order will be ignored for one-time customers. The name and address which are displayed in lump sums per proposal, written into the output files and printed in payment documents (e.g. repayment checks) as well as in payment order printouts will be fetched from the one-time address.
• Proposal and Payment Advice: Name, address, AR customer contact information and output medium (printout, email, mail-to-fax or xml) are fetched from the one-time address information.
• Payment File Trace Information: Name and address are fetched from the one-time address information.
• Customer Checks: New difference items automatically get the address ID of the check.
• Mixed Payments: For new difference items it is required to connect an existing address ID of the one-time customer. Payments in advance are not allowed for one-time customers.
• Cash Box: For new difference items it is required to connect an existing address ID of the one-time customer. All items of one lump sum (cash receipt) of a one-time customer must have the same one-time address ID. The name of the one-time address is printed in the cash receipt.
• Difference Notices: Each one-time address ID is treated as a separate recipient of a difference notice. Name and address are fetched from the one-time address information.
• Statement of Account/Balance confirmation: Each one-time address ID is treated as a separate recipient of a statement of account or a balance confirmation. Name, address, AR customer contact information and output medium (printout, email, mail-to-fax or xml) are fetched from the one-time address information.
• Customer Ledger Open Item Report: An additional line with one-time specific information will automatically be printed for one-time customer invoices. Note: There is no extra grouping by one-time address ID in the customer ledger open item report.