Customers

Menu File | AR | Customers

The Customers screen displays customers in a list showing basic contact info and amount owed.

To add a new customer: click the New button. Or menu Records | New.
To edit a customer: double-click the customer. Or select the customer and press Enter or click the Edit button. Or menu Records | Edit.
To delete a customer: select the customer and click the Delete button. Or menu Records | Delete.

You can select a customer with the mouse or by the keyboard via the Page Up/Down and arrow keys. Or click the Find button, then enter the customer no. or select the customer name from the drop down list. Tip: You can enter the 1st letters of the customer name then press the down arrow.

The menu has options to

- filter the list by specifying selection criteria such as currency
- sort the list by customer no. or name
- display invoices for a selected customer
- display payments for a selected customer
- refresh the data displayed to show changes entered by other users, etc.
- print the list

Tip: To display invoices or payments for a customer, phone, or send e-mail (via your e-mail program): select the customer, then right-click to display a pop-up menu.

Customer no.
Customers can be accessed by number or name. Customer no. is useful if you have multiple customers with the same name, such as branches of the same company, or a large number of customers. When setting up a new customer, the program assigns a default customer number which you can then change if desired. At any time you can change the customer number and any history (invoices, payments, etc.) will automatically still be linked to the customer.

Suspended
Check here to prevent further invoices from being entered for this customer.

Name
Customer’s name.

Address
Customer’s billing address.

Phone
Main phone number. Additional phone numbers can be specified on the Contacts tab. You can phone the customer by clicking the phone button or by right-clicking on the customers, invoices, or payments screens.

Fax
Main fax number. Additional fax numbers can be specified on the Contacts tab.

Contact
Main contact’s name. Additional info and contacts can be specified on the Contacts tab.

E-Mail
Main e-mail address. E-mail addresses for other contacts can be specified on the Contacts tab. You can send e-mail (via your e-mail program) to the customer by clicking the e-mail button or by right-clicking on the customers, invoices, or payments screens.

Web Page
URL of customer’s web page. You can connect to this page (via your web browser) by clicking the adjacent browser button.

Ship-to Name and Address
Customer’s delivery address (if different).

Discount %
Discount % offered for prompt payment. This prints on the invoices as part of the terms and is used to calculate the discount amount offered. This is used when entering payments, where a pop-up menu has various options to automatically enter the payment and discount info. Alternatively you can key the actual discount taken if different.
Example: 2 2% 10 Net 30

Discount days
Number of days from invoice date during which time discount is allowed. This prints on the invoices as part of the terms. This is used when entering payments, where a pop-up menu has various options to automatically enter the payment and discount info.
Example: 10 2% 10 Net 30 If invoice date is 5th May, then discount is allowed until 15th May.

Net days
This prints on the invoices as part of the terms. If no discount, net, or C.O.D. info is entered, the terms shows as “Payable on receipt”.
Example: 30 Net 30 days or 2% 10 Net 30

C.O.D.
Cash on Delivery. If checked, this prints on the invoices as the terms.

Credit Limit
The credit limit for this customer. Currently this field is used for informational purposes only.

Currency
Select the currency of invoices billed to this customer. If you need to add a new currency to the drop down list, click the “3 dots” button. On new customers this defaults to the default currency on Your Company.

Message
Message to print on invoices and statements. You can also use this if you need to print more information about your company on the invoice, such as more contact info.

Print Stmt
Check here if this customer is to receive statements. When printing statements (AR Reports), unless a specific customer is selected, only customers with “Print Stmt” checked are included.

Taxes
Select the sales taxes applicable for this customer. If you need to add a new tax to the drop down list, click the “3 dots” button.

Customers can have two tax totals showing on their invoice such as state and local, or federal and provincial. Each tax total corresponds to a tax code. Example: S for state tax, P for provincial tax. Tax is automatically applied on an invoice when an item tax code matches a tax code for a tax defined for the customer. The tax codes print on invoice detail lines to show which taxes were applied.

Each tax has a matching exemption number, presence of which means the tax is not applicable. This feature is optional and merely provides a way to store tax exemption numbers.

Tax no./Business no.
Some jurisdictions require that you store the customer’s tax number or business number, such as Australian Business Number (ABN).

Salesman
Select the salesman responsible for this customer, if applicable, or press Delete to remove a previous selection. If you need to add a new salesman to the drop down list, click the adjacent button. Salesmen are assigned to customers to facilitate printing sales analysis reports sorted and/or summarized by salesman such as may be used to determine sales commissions, etc.

Customer Type
Select the Customer Type for this customer, if desired, or press Delete to remove a previous selection. If you need to add a new type to the drop down list, click the adjacent button. Customer Types may be used to group customers for sales analysis. Example: Food Service, Government, Distributor, etc. This facilitates printing sales analysis reports sorted and/or summarized by customer type.

Allow Backorders
Check here if this customer accepts backorders. This means that if he orders 10 items and you can only ship 8, he will accept the remaining 2 on a later shipment. This field is used for informational purposes only.

Contacts
Use the New, Edit, and Delete buttons to add, modify, and delete contacts for this customer. Right-click on a contact to make a phone call or send e-mail (via your e-mail program).

Notes
Enter any notes you wish to record here. Right-click to toggle Word Wrap.