Customer Profile: A/R Agency

The Customer Profile A/R Agency tab is used to identify which A/R Agency codes the customer is setup to use.

A/R Agency codes specify methods of payment available to the customer of a dealership. For example cash, credit card, or house account. You first configure a set of A/R Agency codes for the dealership, and then you can assigned those codes to specific customers. You can assign multiple A/R Agency codes to a customer and specify one in particular to be the default.

An A/R Agency code can be in either an active or inactive state. If inactive, the specified method of payment is not available to the customer.

When adding a new customer to the system, the Code and Card Number fields may be automatically populated based on the settings configured for your branch in the Agency Code and Card Number Default fields of the Customer Adds screen. For example, if the value in the Agency Code field is B - Visa/ Mastercard and the value in the Card Number Default field is "Default Card", whenever a new customer is added to the system the AR agency code B is automatically added to the A/R Agency tab with card number of *.
For more information, see the Customer Adds screen help topic.

The fields on the A/R Agency tab are:

Field Description
Code

The charge code or accounts receivable agency code number, followed by the type of agency. A/R Agency codes are displayed for the location the user is logged into.

Valid agency codes are set up and maintained on the Cash Codes screen.

Card Number

The customer's agency card number. Special characters are:

* Do Not Save Card Number After Request—when invoicing the customer, the user is prompted to enter the card number. Once entered, the card number is not stored anywhere in the system. The user is prompted each time for the card number.

? Save Card# After Request—when invoicing the customer, the user is prompted to enter the card number. Once entered the possible scenarios are:

  • For non-bank cards like John Deere Credit, CNH Productivity Credit card, the card is saved.
  • If you are using the JDC Connect2 interface and the customer has a JDC Powerplan account then you can click on the card number field and launch a pop-up to John Deere’s Powerplan web-site. There you can review that customer's Powerplan account details.
  • Dealers using the Payment Card interface should know that allowing a previous card increases the fees on that card's usage. Storing previous credit bank cards in any way is against credit card compliance and puts dealers in a card theft/usage liability position.
    • For agencies coded as Payment Card Interface (with MERCHMGR in the ARAGENCY table under Agency Name) where the device is not an MX880, the system saves just the last four digits of the card on the profile (ie. XXXXXXXXXXXXX2222).
    • For agencies coded as Payment Card Interface (with MERCHMGR in the ARAGENCY table under Agency Name) where the device is an MX880, nothing is saved.
    • For all other agencies, the card number keyed replaces the ? for that agency code on the A/R Agency tab of the customer profile. The user is not prompted to enter the card again.

The Allow Save Card option is used to save a credit card number that is used often by the customer. This option activates the button where all listed cards are saved. Selected credit card numbers can also be deleted.

The Do Not Allow Save Card option disables the above feature for that customer.
Expiry Date The expiry date for the agency.
Credit Limit

The customer's maximum credit limit.

The credit limit and credit rating are displayed in all IntelliDealer invoicing/quoting applications. Changes to this A/R Agency tab can be logged through a triggers program.

To enable logging, on the System Settings page, enable the Customer Credit Info checkbox and set the number of months to retain logs.

Credit Rating

The customer's credit rating which shows the state of the customer's credit.

The credit limit/rating comes from the corresponding agency code. Use credit rating of '99' to disable activate/deactivate logic for the configured code. See Maintain Agency Parameters.
Transaction Limit The customer's maximum transaction limit.
Active Shows whether the agency is currently active for this customer.
Default Agency Shows which agency code is the customer’s default.

You can add additional rows to the A/R Agency by selecting the Add Rows options on the bottom right.

If Modify A/R Agency is activated under Security Switch 996 and you also have security access via Security Switch 994 (Customer A/R Agency Security) you can more accurately control agency security. More information of A/R Security can be found here.

Use the Options button to select the Import Agencies options. This opens the A/R Agency Import screen.

Data Source: CMASAA

Security Switch: 996 - Customer Profile, Access A/R Agencies, Add A/R Agency, Modify A/R Agency

Revision: 2025.08