Edit a Major Account in CARP
The store manager must set up the major account in CARP utilizing the signed Account Agreement documentation. 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 set up in CARP.
- On the CARP main menu, select Major Account.
- Select New.
- Complete the Major Account Details screen.
View field definitions.
| Field | Definition |
|---|---|
| Major Account Type | Indicates how the account is handled at POS or SODA. |
| Major Account Category | Indicates the category for the major account. View Account Category QRG. Ensure the accurate major account is selected, as this indicates the who the major account is with (campus, government or third party), and also the nature of the account. |
| Major Account # | Assign a number to the account using your own numbering scheme. Recommendation: Use the major account category code followed by the year and term/number. For example: GV20XX. |
| Name/Description | Indicates the name for the major account. Include the account type (or organization name/recognizable abbreviation), term name and year in the account name. For example, VAFall20XX or AthleticDepartment. Do not use spaces. For financial aid accounts, set up a new major account for each term. |
| Sales Start Date | Indicates the first date that customers can charge to the account. |
| 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. Note: Refer to the Store Manager's Guide for Financial Aid Email Messaging |
| Credit Limit | Indicates the total credit for all customers to charge against this major account. This is typically used by K-12 schools. Note: Follett stores should not use this field. |
| 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 | Entity/company/organization name. This is the organization the above contact works at and also the organization that will pay for the invoices. |
| 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. |
| Address Line 3 | Mailing address line 3 for the major account. |
| Phone | Contact's telephone number for the major account. |
| Fax | Fax telephone number for the major account. |
| City | City 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. |
| 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. |
| Postal Code | Zip code or postal code address 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.) | |
| Textbooks Only | Indicates that only textbooks can be charged to this major account. |
| Gift Cards Allowed | Indicates that a customer on this major account can purchase a gift card. |
| 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. Therefore, once disabled, no further transactions can be rung up to this major account. |
| eFollett Major Account | Indicates this major account works with eFollett purchases. |
| 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 | Indicates the academic term name associated with this major account. |
| Academic Term Name | 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. |
| Register Message | Text you want to appear on the customer's receipt. |
| 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. |
- Select Save to save the changes to the major account.
Note: You can also edit the Major Account in CARRR the day following the account creation in CARP.
