This SOP covers procedures for properly managing Tax ID and other important documents associated with the customer record.

Customer Documents:  Vetting & Updating Records

The sales rep has contacted you to alert that a new Tax or Resale document has been attached to a customer’s record.  

Updating the Attached File

NOTE: The following process applies to both new documents & updating current documents attached to the customer record.

VIDEO:  https://share.getcloudapp.com/E0u4pGxo

1. Open the Customer record in NS.
2. Go to Communication > Files sublist
3. Locate the new file and click Edit 
4. In the “File” popup window, update the following fields:

1. FILE NAME = edit file name to proper format,
             i.e.  Customer ID Name - YYYY Tax ID
2. FOLDER = select appropriate sub-folder within “Accounts Receivable” folder 
                  i.e. Accounts Receivable : Tax IDs - Current Documents
3. Click Save button

Verify that the file name & location updated correctly (under Communication > Files sublist).

Updating the Customer’s Financial Info

1. Click the Edit button at the top of the customer record page.  Verify that the “Custom Form” dropdown (upper left) is set to “AFG Lead Form - A/R”
2. Go to Financial subtab & update all applicable fields:

1. Documents & Files

1. “Resale Exemption Form” = attach file
2. “Resale Info Expires” = enter expiration date.  If no expiration, enter 12/31/2099
3. “Additional Tax Form” = attach file, if applicable
4. “OTP Form” = attach file, if applicable
5. “OTP Form Expires” =enter exp date, if applicable

2. Tax Information

1. Enter all that apply: 

1. “State Resale ID”
2. “Federal EIN”
3. “Tax Reg. Number”

3. NOTE:  for Non-ordering child accounts – to prevent account from being marked Dormant & subsequently closed/ inactivated:

1. “Exclude From Dormant Workflows” = Check the box
2. “Related Accounts” = add related accounts

Moving or Copying Documents within the File Cabinet

1. From NS main menu, go to Documents > Files > click on File Cabinet
2. Using the Folder navigation window at left, click on the folder that contains the file(s) to be moved.
3. To move files:  Click “Move Files” button

To copy files: click “Copy Files” button

4. Under Filters at top, click “Move To (or “Copy To”) dropdown and select the folder you want the file(s) moved/copied to.
5. Click checkbox next to each file you want to move/copy  
   (click Mark All button if moving entire contents of folder)
6. Click the “Move” (or ”Copy”) button at top to execute action.