Create a Major Account

The first step for a Customer to be able to charge at the campus store is for the Customer, or the party funding their purchases to complete a Credit Agreement, or Pre-paid Account Form. The store manager must set up the major account in CARP utilizing the signed Account Agreement documentation. Note: Always check CARP to see if the Customer or Major Account already exists.

The set-up must be completed accurately in order to bill transactions and apply payments. If there is any missing information on the agreement, contact the account contact/customer before completing the setup in CARP.

On the CARP main menu, selectMajor Account.
Select New.
Complete the Major Account Details screen.
View field definitions.

Field	Definition
Major Account Type	Indicates how the account is handled at the POS or SODA.
Major Account Category	Indicates the category for the major account. View A/R Account Categories QRG. Ensure the correct major account is selected, as this indicates who the major account is with (campus, government, or third party), and also the nature of the account. Example: If a student uses a campus card and it is physically scanned at POS, categorize it as Campus Card (CC), and do not select Financial Aid. Enter the Other (OT) category for a price match and other marketing promotions only, where applicable.
Major Account #	Assign a number to the account using your own numbering scheme. Establish a logical numbering scheme based on account needs. Recommendation: Use the major account category code followed by the year and term/number. For example GV20XX.
Name/Description	Create a name or description for the Major Account that is recognizable to the customer. Use full description for naming conventions, if you are not sure. Use full names for government agencies; do not abbreviate unless it is a common organization. Example: Department of Veteran's Affairs - VA Department of Human Services - DHS Vocational Rehabilitation - VR Vocational Educational Services for Individuals with Disabilities -VESID Use academic terms annually for major accounts with the academic year. Example: Academic: PELL Fall 20XX Annually: Tiger Bucks 2022-2023 Annually: [Campus Name] Department Charges 2022-2023
Sales Start Date	Indicates the first date that customers can charge to the account. Major Accounts must have an End Date, no rollover accounts are permitted. The Sales Start/End dates trigger email notifications to customers for financial aid messaging. Setup the following Major Accounts by academic term: Financial Aid (FA) Government Agencies (GV) Campus Controlled Government Agencies (UC) A/R Collateral (A/R) Buyback (BB) Follett Access (Follett ACCESS) Follett Access Collateral (Follett ACCESS) Note: Collateral Accounts for Follett ACCESS are automatically set up in CARP. See the Follett ACCESS Store Setup topic in TIP for more information. Setup the following Major Accounts for the academic year: Campus Card (CC) Department Charge (DC) Scholarship (SC) Personal Major (PM) Third Party (TP)
Sales End Date	Indicates the last date that customers can charge to the account.
Allow eMail notification	Check only if you have permission from the campus, student emails are included in the import file, and you have verified your test email. Currently, email notifications have not been extended beyond financial aid accounts. Note: Refer to the Store Manager's Guide for Financial Aid Email Messaging.
Tax Exempt Code	Enter the tax exempt ID. You must have a tax exempt letter or certificate on file. Save a copy in the major account folder. Information entered in this field causes the transaction to be tax exempt.
AddressThis is where the invoices should be sent to and to the attention of the contact name listed.
A/P Contact Name	Indicates the person you contact for questions, problems, or payment inquires for this major account. Important: In addition, add the entity/company/organization name. For example: John Doe, University of Florida or Jane Doe, Dept of VA. This is the organization that the contact works at and also the organization that pays for the invoice(s).
Address Line 1	Mailing address 1 is for the entity/company/organization name
City	City address for the entity/company/organization of the major account.
Address Line 2	Mailing address line for the entity/company/organization of the major account. This is where the invoices should be sent to and to the attention of the contact name listed.
State or Province	State or province address for the entity/company/organization of the major account. This is where the invoices should be sent to and to the attention of the contact name listed.
Address Line 3	Mailing address line 3 for the major account.
Postal Code	Zip code or postal code address for the major account.
Phone	Contact's telephone number for the major account.
Phone Ext	Contact's phone extension, if needed.
Fax	Fax telephone number for the major account.
Email Address	Contact's email address for the major account. The email address MUST be provided. This is a critical field for account set up, invoicing and collection.
Flags (Click the ? icon in CARP for a description of each flag.)
Refunds Allowed	Indicates that refunds are allowed on purchases charged to this major account.
Allow Over Major Account Credit Limit	Indicates that charges to this major account can go over the credit limit. If this is selected, ensure the account contact/customer will pay for these transactions.
Include in Transaction Export	Indicates that information for this major account is included in a transaction export.
Disabled	Indicates the major account is disabled. This is used to freeze the major account. Once disabled, no further transactions can be rung up to this major account.
Available Online	Indicates this major account is available for online purchases. For accounts categorized as Financial Aid, this field is automatically checked. However, any major account can be made available online. Note: The tender must also be configured by eFollett Support to display in online checkout. This is a one-time setup.For more details see Financial Aid on Your Website.
Misc Data
Refunds End Date	Indicates the last date a refunds can be posted against this major account. Use this field to allow for refund transactions only up to 28 days after the sales end date. If needed, this allows you to accept returns to align with the drop/add period for the campus.
PO Number	If needed, the purchase order number that is authorized for this account or as a reference for the campus.
Academic Term Name	Indicates the academic term name associated with this major account. Use this field if the school requires specific information for import or export files.
Academic Term Year	Use this field if the school requires specific information for import or export files.
Signature Message	Text you want to appear on the customer's receipt, if a signature is required. Otherwise, the default is used.
Receipt Message	Text you want to appear on the customer's receipt. Use the Receipt Message default text for financial aid Major Accounts that do not have a terms and conditions requirement, if applicable. The default message says: I agree to be liable for any charges due to change in enrollment status or purchase of restricted merchandise in connection with my financial aid account.
Create Date	System-supplied date and user name when the major account was created.
Last Update Date	System-supplied date and user name when the major account was changed.
Comments
Comment	Information about the major account. Viewable only by the store.