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CIRCA EF TRAINING
Prepared by Steve Rojas
Objective

2
Train Credit staff and prepare for the transition to Circa
EF. This training symposium will cover the most
pertinent information needed to perform our daily
duties and complete our work tasks of the day.
The following will be covered:

New Account Set Up Procedure. p.3 - 8

Faxing, Printing, E-mailing; Invoices, Letters,
statements, etc… p. 9 -16

EF Mapping Locator. p.17 - 18

Queries; Pricing Tables and Parts List. p.19

Customer Maintenance Updates. p. 20 - 21

How to Use EF Maintenance Customer
Searches. p.22-27
New Account Set up Procedure
3
Step 1
How to Set- up New Accounts
Step 1- Click E F icon on Desk Top
Step 2 - Find and click Maintenance
Step3 - Find and click Organizations
Step 4 - Drop down menu should default to
Customer No
Step 5 - In the Data entry bar enter account
number, acquired from the Credit Sales shared
files, and press enter. A Pop up appears and
click Yes to create an account.
Step 6 - Pop-up will appear select designated
Sales rep for the new account and click OK
Step 2
NEW ACCOUNT SET-UP CONTINUED NEXT PAGE….
New Account Set up Procedure Continued
4
Step 4 - Drop down
menu should default to
Customer No
Step 5
NEW ACCOUNT SET-UP CONTINUED NEXT PAGE….
New Account Set up Procedure Continued
Step 7 - Information screen, enter the following
information:

Name:

D & B rating:

Bill to: (If applicable)

Sold To: (If applicable- x-ref other related
accounts.)

Sort Name: (Modify Company name in alpha
search, if needed.)

D & B No: (If listed)

Bank Data: (Enter Cust Avg. balance, If
available and applicable.)
Step 8 - After all information is entered locate menu on
left side of screen and click Addresses.
Step 9 - Address screen, enter the following information:

Address line 1:

Address line 2: (If applicable)

City:

State/Postal Zip Code:

Form dist: (This entry is in regards to invoice ,
acknowledgements etc..distribution)

Phone:

Fax:

Contact: (Enter Officers of company only.)

Contract No. (If applicable)
Step 10 - After all information is entered locate menu on
left side of screen and click Credit / Sales
5
Step 8
Step 10
NEW ACCOUNT SET-UP CONTINUED NEXT PAGE….
New Account Set up Procedure Continued
6
Step 11- Credit /Sales screen, enter the following
information:

Credit Code: (Should default to “X”)

Credit Application: (Indicate status of
Application.)

Credit Category: (new feature) from drop
down menu click the selected item and
click credit clerk #

Contract No: (If applicable)

Min Billing: (Should default to “75”)

Type: (Sanitary or Architectural or others…)

Tax code: (Only applies to taxable accounts.)

Trade Terms: (N30 or N60)

Sales Rep: Defaults

Credit Rep:

GL Post Cd: To change GL# click GL Accts,
bottom right screen. From drop down menu
select form list GL# and Save
Step 12 - Bottom right hand side of Screen check
boxes:

Collection Queue

Statements: If applicable

Tax Status: If applicable

DUN Status:
Step 13 - After all information is entered, locate menu on
left side of screen and click Shipping Information
Step 13.
NEW ACCOUNT SET-UP CONTINUED NEXT PAGE….
New Account Set up Procedure Continued
7
Step 14 - . Shipping Information, enter
the following information:

Freight: Should default to 5-Ship
PPD-Ad Del

Inv Copies: Defaults to “1” but if
customer request more copies enter
numbers of copies
Step 15 - After all information is entered
locate menu on left side of screen and
click State Resale Cert
Step 16 - State Resale Cert: Information on
this screen only applies to customers in
taxable states, enter the following
information:

State Code:

Resale No:

Expiration Date: (Colorado only)

After all information is entered locate
menu on left side of screen and click
on Customer Notes
After all information is entered, hit
Quit and account set-up has
been completed.
NEW ACCOUNT SET-UP CONTINUED NEXT PAGE….
New Account Set up Procedure Continued
8
Step 17 - Customer Notes:
Enter customer’s D & B rating and Avg.
Balance at the upper left hand corner of
customer notes data entry field.
Step 18 – Click Save and then click Quit
account set-up is completed.
Note: To continue to Set-up new accounts,
repeat new account set-up procedures,
Other wise to exit system click Quit, then
click Previous Menu (located bottom
left corner) click Exit. (located bottom
left corner)
Step 17
Data entry field
Step 18
9
Faxing, Printing, E-mailing; Invoices, Letters, Statements etc
How to get to the Forms screen
Step 1
Step 1- From the desk top click on the
Form Request Icon. If icon is not placed on your
Desktop. Please cut and paste the following link on
your Web Browser and save as Favorites, then right
clink the link and Send to Desktop.
http://enterpriseweb.circa.net/CircaWeb/(mspy5v3hqe
wqewicbnstqdzz)/formsrqst.aspx
Step 2- Step 2- Forms screen will appear, on left side
of screen is a menu. From the Menu view list, and
choose desired forms to be distributed.
Step 2
Faxing, Printing, E-mailing; Invoices, Letters, Statements etc
Continued next page …
Faxing, Printing, E-mailing; Invoices, Letters, Statements etc…
10
Step 2- Forms screen will appear, on left side of screen is a
menu. From the Menu view list, and choose desired forms
to be distributed.
Faxing, Printing, E-mailing; Invoices, Letters, Statements etc continue next page…
Faxing, Printing, E-mailing; Invoices, Letters, Statements Continued
11
Printing instruction:
Sample: From the Forms screen, under Letters:
locate and select Bank Reference
Step 1 – Enter Customer a/c# and enter. Locate
Destination drop down menu: Select Print and
proceed and enter required information on that
screen.
Step 2 – Enter bank information
Step 3 - Locate Printer Name: find redial button Host
and select: from drop down menu select BLARP
RP.
Step 4 - Locate Printer and from drop down menu select
“ BLA Credit HP 4000TN”
Step 5 - To print click Post Request

Step 1
Step 6 - Optional: When printing; confirmation pop
up will appear, it will ask if you want to see the
status of your request. Simply click ”To check
on your request” and view the status of your
request
Step 7 - Printing procedure is completed


To get back to Forms screen, locate tabs, at the top
of the screen and click Forms
To Exit Circa Form close screen and will re-direct to
the Circa EF
Step 2
Step
Step 5 - To print
Post Request
Step 3
Step 4
Faxing, Printing, E-mailing; Invoices, Letters, Statements continued next page
Faxing, Printing, E-mailing; Invoices, Letters, Statements
12
Click here to return
to Form screen.
Step 6 - Optional: When printing;
confirmation pop up will appear, it
will ask if you want to see the
status of your request. Simply click
”To check on your request” and
view the status of your request
Status screen
Faxing, Printing, E-mailing; Invoices, Letters, Statements Continued Next Page
Faxing, Printing, E-mailing; Invoices, Letters, Statements
13
Faxing Instructions

Sample: From the Forms screen; Under Forms;
locate and select Invoice and click.
Step 1 – Enter SO#
Step 2 - Fax screen information will pop up. Locate
Destination drop down and select Fax
Step 3 - Optional: Fax cover sheet:

Next to the Cust. Fax# are two check boxes
to the left, check the box to the right, note;
comments can be written in the cover sheet and the
box to the left should be checked too.
Step 4 - Optional: You can send, simultaneously fax
copies to the Sales Reps and Bobrick branches and
can also include cover sheet.

Next to the Cust. Fax# are two check boxes
to the left, check the box to the left and select Sales
Reps or Branch or Both. Then proceed in entering
Fax #’s for selected items.
Note: be sure that the customer box is checked.
Step 5 - To fax, locate Post Request (bottom right
hand corner) and click
Step 6 - To check status of Fax:
After Post Request a check status screen will popup
 Locate “To check on your request” and click to
view
Step 7 - To return to Forms screen select tab, at the
top of the screen and click on Forms
Step 1 – Enter SO#
Step 2
Faxing, Printing, E-mailing; Invoices, Letters, Statements Continue Next Page
Faxing, Printing, E-mailing; Invoices, Letters, Statements
14
Faxing Instructions continued:
Step 4 - Optional: You can simultaneously fax
copies to the Sales Reps and Bobrick branches
and can also include cover sheet.
• Next to the Cust. Fax# are two check boxes to
the left, check the box to the left and select
Sales Reps or Branch or Both. Then proceed in
entering Fax #’s for selected items.
Note: be sure that the customer box is
checked.
NOTE: You can send
multiple invoices by clicking
+trashcan icon, and enter
SO#’ s
Step 6 - To check status of Fax:
After Post Request a check status
screen will pop-up
Locate “To check on your request”
and click to check your request.
Step 5 - To fax, locate Post
Request and click
Faxing, Printing, E-mailing; Invoices, Letters, Statements Continued Next Page
Faxing, Printing, E-mailing; Invoices, Letters, Statements

15
E-mail Instructions:
Sample; From the Forms screen; Under Letters;
locate and select Bank Reference and click.
Step 1 - Locate Customer No. and enter account
number, if customer has no account then go to
Credit Share files to get hard copy of letter. When
a/c# is enter then locate Destination drop down
menu and select E-mail.
Step 2 - E-mail info screen pop-up; enter required data
for the bank information.
Step 3 - Locate E-mail Address box
Step 4 - Check appropriate boxes you want to E-mail
information to. (located in E-mail box on left side.)
Step 5 - To send your e-mail, find Post Request
and click. Your e-mail has been sent.
Step 6 - Optional: After Post Request is released a
Status pop up screen will appear, to check status
on E-mail: Locate “To check on your request”
and click to check your request.and E-mail status
history will appear.
Step 7 - To return to Forms screen select tab, at the top
of the screen and click on Forms

Step 1
Step 2
Faxing, Printing, E-mailing; Invoices, Letters, Statements Continued Next Page.
Faxing, Printing, E-mailing; Invoices, Letters, Statements
16
E-mail Instructions continued:
Step 4 - Check
appropriate boxes you
want to E-mail
information to. (located in
E-mail box on left side.)
Step 6 - Optional: After Post Request is
released a Status pop up screen will appear,
to check status on E-mail: Locate “To check
on your request” and click to check your
request and E-mail status history will appear.
Step 5 - To send your e-mail,
find Post Request and click.
Your e-mail has been sent.
E F Mapping Locator
Map locator is a Short Cut to other menus,
the locator will take you directly to your
destination bypassing standard procedures
to get to a menu. This is highly
recommended and will cut computer time
usage in half.
Step 1 - From start up; click E F icon on Desk
Top
Step 2 - Enterprise screen will pop up go to
menu bar at left corner top of screen choose
Map from drop down select desired
destination.

Select Maintenance & Period Processing
this option allows you to go to Organization
click and it will direct you into the customers
master maintenance.

Select Queries (From map options) this
options allows you to go to Stock, A/R
history, A/R Aging and other screens to
view.
Please note: You can also toggle between
screens. Once in a selected screen, at the
lower right hand corner select Maint=
maintenance or Qry= queries…Note: there
is no access to management screen.
17

Step 2
EF Mapping Locator Continue Next Page.
E F Mapping Locator E F Mapping Locator
18
Queries (From map
options) this options allows you to
go to Stock, A/R history, A/R
Aging click on the desired screen
you want to view.
Select
Please note: You can also toggle between screens. Once in
a selected screen, at the lower right hand corner select
Maint= maintenance or Qry= queries…Note: there is no access
to management screen.
Queries: Pricing and Parts List
19
Instructions for Queries: Price and Parts List
Step 1 - Click E F icon on Desk Top
Step 2 - Select and click Queries
Step 3 - Queries screen; locate and click Stock
Step 4 - Stock screen: Find Item Selection enter the
part number. Once the part number is entered the
pricing information is on screen.
Step 5 - Click Quit and Previous Menu to get back to
main menu
Step 2
Step 4 – Item selection
Step 3
Pricing
information
Step 5
Customer maintenance updates
20
Step 1 -Click E F icon on Desk Top
Step 2 - Find and click Maintenance
Step 3 - Find and click Organizations
Step 4 - Drop down menu should default to Customer
No
Step 5 - In the Data entry bar enter the customer’s
account number
Step 6 - On left hand side select menu desired to make
customer changes
Step 7 - Note: Most frequently used screen’s for
Customer’s updates are:
Information, Addresses, Credit/Sales and
State Resale Cert.
Customer maintenance updates continued next page.
Customer maintenance updates
Step 7 - Note: Most frequently used screen’s for
Customer’s updates are:
Information, Addresses, Credit/Sales and State
Resale Cert.
21
How to use EF Maintenance Customer Searches






22
This segment of training will cover on
how to do Customers searches through
EF Maintenance/ Organization. There
are currently five options on how to do
Customer searches:
Customer Name
Alpha Sort
Customer Phone
Zip Code
Search Key
To get to Customer search options:
Step 1 - Click E F icon on Desk Top
Step 2 - Locate and click Maintenance
Step 3 - Locate and click Organizations
Step 4 - Organization screen will pop up

How to use EF Maintenance Customer Searches Continue Next Page
How to use EF Maintenance Customer Searches
23
Step 6
To search by Customer Name
Step 5 - From drop down menu click and select Customer Name.
Step 6 - Find and locate entry bar, located to the right of drop
down menu. Enter first three letters of the customer’s
name, in the entry bar. Ex. JIM (JIMBO’S PLUMBING)
and press enter.
Step 7 - Customer list should appear with all companies that have
the pre-fix Jim locate Ex. JIMBO’S PLUMBING
and click Get.
•
After clicking Get you should be back to the Organization
screen.
•
Customer file is available for viewing, Click into the desired
menus, located to the left of screen, for viewing, updates,
etc…
Step 5
Step 7 – Customer name list
How to use EF Maintenance Customer Searches Continue Next Page
How to use EF Maintenance Customer Searches
24
To search by Customer No:
Step 1 - Form Organization Screen find and locate
drop down menu.
Step 2 - From drop down menu; select Customer No
Step 3 - Find and locate entry bar, located right side
drop down menu. Enter Customer a/c #
Ex.5216 and enter.
Customer’s account is ready for viewing
and updates.
Note: If the a/c # does not exist an error report will pop
up.
Step 2
Step 3
Note: If the a/c # does not exist an error report
will pop up.
How to use EF Maintenance Customer Searches Continue Next Page
How to use EF Maintenance Customer Searches
To search by Alpha Sort
Step 1 - From the Organization screen, locate drop
down menu, from drop down menu click and
select Alpha sort
Step 2 - Find and locate entry bar, located to the right of
drop down menu. Enter first three letters of the
customer’s name Ex. JIM (JIMBO’S PLUMBING)
and enter.
Note: When using Alpha sort, omit the use of
apostrophes, commas and other punctuations
when entering the customer’s name
Step 3 -Customer list should appear with all companies
that have the pre-fix Jim find and locate Ex.
JIMBO’S PLUMBING and click
Get.
•
After clicking Get you should be back to the
Organization screen.
•
Customer file is available for viewing.
25
Step 1
Step 2
Step 3
If there is no match for
your search an error
report will pop up
How to use EF Maintenance Customer Searches Continue Next Page
26
How to use EF Maintenance Customer Searches
To search by Customer Phone # search
From the Organization screen
Step 1 - Locate drop down menu, from drop down menu
click and select Customer Phone.
Step 2 - Find and locate entry bar, located to the right
dropdown menu and enter customer’s phone
number and enter.
Note: when entering phone numbers omit dashes
ex. 8187641000.
Customer file is ready for viewing.
Note: if there is no Phone# match an error report will
pop-up
•
Step 1
Note: if there is no Phone# match an
error report will pop-up
How to use EF Maintenance Customer Searches Continue Next Page
How to use EF Maintenance Customer Searches
To search by Zip Code
Step 1 - From the Organization screen
Step 2 - Locate drop down menu, from drop down menu
click and select Zip Code
Step 3 - Find and locate entry bar, located to the right of
drop down menu and enter customer’s Zip
Code and enter.
Step 4 - The customer account will appear or a list of
customers in that Zip code will appear, from the
Zip Code list select and find and click Get
screen should direct you back to the
Organization screen. And Customer’s
information is ready for review.
27
Step 1
Step 3
Step 2
Customer zip code list
Note:
If there is no Zip Code match, a pop – up
error will occur.
CIRCA Q COLLECTION TRAINING
Prepared by Steve Rojas
Objective

1
To train the Credit Staff and prepare for the transition to Circa Q Collection.
This training symposium will cover the most pertinent information we need
to know to perform our daily duties and complete our work tasks of the day.
The following will be covered:





How to get to the Collection Queue screen p.2
Mapping of Collection Queue screen (Quick reference) p. 3
How to resolve your queue p. 4 - 5
Mapping of A/R Aging screen p. 6
Mapping of A/R History p. 7 - 8
How to get to the Collection Queue Screen
2
Step 2 - Decision Queue screen: find and click
Step 1 - From the Desk Top menu, find and click Circa Q
Step 2 - Decision Queue screen: find and click Collections, (under the
Queue List category.)
Collection Queue (Collection CO) screen will appear.
Collections, (under the Queue List category.)
Step 1
Collection Queue (Collection CO) screen
Mapping of Decision Queue screen (Quick reference)
Refresh all released items.
Sort Queue Dates
Credit Clerk List
Enter Account numbers
Review Type;
Click Find Now, to search
for selected Customer
Queue file.
All
Top tabs sorts categories, Ex.
Click Review Date and
date will be sorted.
Click: Full Screen
Customer Queue list
Indicates number of Queues
3
How to resolve your Queue
4
From the Collection Queue (Collection CO) screen.
Step 1 - Find Credit Category, from the drop down
menu select your Credit Rep #
Step 2 - Find Now button click and Rep queue list will
pop up.
Step 3- Highlight an account from the list and double
click the selected account to enter the
customer’s Detail screen.
Note: Start Date and End Date defaults to
current date.
Review Type defaults to from drop
Redial buttons defaults to Unreleased
Step 1
Detail Screen
Step 2
Step 3
How to resolve your Queue Continue next page
How to resolve your Queue
Step 1 - From the Decision (Collection Co) queue
screen; find list of customer accounts and select
one and double click the selected account.
Step 2 - Customer Detail screen pop-up. Note: this
screen is a brief description on the customer’s
account.
Step 3 - To resolve queue, locate Release button and
click Resolve. (This can also be done from
previous screen by right clicking.)
Please note: Once you resolve the customer’s queue
the customer’s account will not queue again
until the account becomes past due once
again. It is highly recommended to assign a
F/U date, which can be utilized by using the
Review date drop down calendar. Once a F/U
date is assigned, the account will queue on
the assigned F/U date.
Step 4- To utilize the F/U date, locate Review Date and
click from the Calendar drop down, select F/U
date; once date is selected, the account will
queue on your selected F/U date.
Step 5 – From Detail screen to find Aging and History
for the account, locate Query, located on
toolbar, from drop down select either History or
Aging.
Note: (There will be no History available for all
customers prior to April 4, 2005. After April 4th
History will begin to accumulate.)
5
Detail screen
Step 4
Step 3
Step 5
Mapping of A/R aging screen
6
Search options Invoices, Po, Dates etc...
Sorter Tabs
Directs you to view sales order
query.
Click blue highlighted sales
order# and view SO.
Customer Notes;
Edit notes on Detail
Screen
Cancel: to go back to Detail screen.
Mapping of A/R History
7
Mapping of A/R History continue next page
Mapping of Sales Order (SO)
8
SO forms screen
To view a Sales Order
Step 1- Follow the steps to get to the A/R aging screen
on p. 3 to p. 5 in (CIRCA Q COLLECTION
TRAINING MANUAL)
Step 2- Once on the A/R aging screen, click on the blue
underline SO# and it will direct you to Circa formSales Order screen. View Screen.
Step1
Click here to view # of
carton sent
for SO.
To view Rep commission click here.
Click here to see or
close SO comments
Step 2