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Sales Agent Master File




The sales agent master file contains all the list of the company's sales agents. It's actually under the vendors master file with a category of sales agent. You can encode the sales agent master file using the vendors master file too.

It's linked with the customer master file to facilitate encoding since a customer is usually assigned with one agent. However, you can overide this link since sales application module has a separate field for the agent.

If you do not have sales agents, you can leave the master file empty and just use the vendor master file.


Steps by steps instructions:

1. Open Cenral Menu. Your Central Menu maybe different from the screenshot below as each user can have different menu and access rights.

2. Select System-> Sales and Inventory. This master file is also accessible from other systems. An update here will also reflected on the other systems.

3. Double-click Master Files -> Sales Agent. You will be redirected to Sales Agent's tab window.

4. Add new agent at the bottom of the grid. If the AgentCode is locked, you can start typing at the TIN column. The system will generate the next AgentCode for you. You can also use copy/paste in updating this file as the system support copy/paste from/to Excel or CSV file via context menu.

5. Click Save. You can update this file from time to time.

Be noted that for transaction database tables, only the AgentCode and not the AgentName is saved.

This master file is merged with customers, employees, members, drivers master files to form one master file called Entity Master File. These master files are prefix with Customer = "C", Vendors = "V", Employees = "E", Members = "M" and Drivers = "D". Ex: Customer Code 00001 will become C00001.

Data Definition:

Database Table Name: mf_Vendor
 Primary Key: VendorCode

Column Name

Sample Value




Alphanumeric but it's recomended to use numeric only and this is usally padded with 0 with a lenght of 5. The actual table field name is VendorCode



Simply encode the TIN without "-" because the BIR Dat files don't include any "-". The system will mask it with "-" for presentation purposes.



This is usually has the value of "0000"


T10 Corporation

Name of the customer, you can type special character, if any. The actual table field name is VendorName.


T10 Corporation

Name of the customer without any special characters such as ',+,#. This is the name exported to BIR System in generating DAT files instead of the CustomerName to avoid validation error.

LastName, FirstName, MiddleName


If the customer is individual, fill these columns instead of the CustomerName. However, you can still fill-up the CustomerName. You must fill-up the RegisteredName for both individual and non-individual customer for BIR DAT file generation.



Checked if the customer is vatable



Complete address of the customer

RegisteredAddressStreetBrgy RegisteredAddressDistrictCityProvince


The customer registered address is split into two to conform with BIR RELIEF dat file generation.



Customer zip code, you must fill this too as other BIR forms requires zip code



This is optional only as the Transaction Proforma Entries include ATC already.

Business Style


This is optional only but if you are using full CAS, it is better to fill this up.


Sales Agent

Choose from the dropdown list. Vendor Category ID can either be: Supplier, Contractor, Sales Agent, Broker, Med Rep, etc. You can update Vendor Category master file based on your requirement.



If sales broker, you can encode the license number here.

ATP and POSPermitNo


For those in business of rental of commercial units such as malls requirement to report list of tenants

Email, PhoneNo, FaxNo, ContactPerson


Contact information about the clients. Auto-generated Sales Invoice usually requires the PhoneNo and ContactPerson



Optional only. You may leave it blank as most customers don't provide photos.



This is depreciated as the report on List of Regular Suppliers is already included in the BIR module.



A=Active; I=InActive. You can mark inactive customer to remove them from the lookup table. Do not delete customer from the file as it may affect the integrity of the database.

Createdby, DateCreated, Modifiedby, DateModified


These columns are called audit trails. Their values are auto-generated. One who created or modified the app. It is assumed that the current user is the one who created or modified the record.






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