Main - Main information
Before creating a new account, the user must setup a System Maintenance such as the Card Types. To do so, please refer to the System Maintenance. All information created from the specific Maintenances will display a drop down list in the proper field of the Customer Maintenance.
Screen Shot: Main - Main Information
Account number: This field is the account # attached to a customer. This number can either be created by the user the day of the creation of the customer’s account, or automatically assign by the system. If the user leave that field blank, once the user create the account by clicking on Save at the bottom of the Main screen, the system will assign the next number available to this customer. This is 10 characters long and is alpha-numerical.
The user will be able to recall a customer in any sub-menu of the Accounts Receivables menu by using this account number.
Name: This field is where the user can fill in the Customer’s Name. The name is 60 characters and can be alphanumerical. It will print full name on invoices, statements and orders but name will be cut to 45 on reports.
Address: This is where the user can fill in the Customer’s address. This field will print on Invoices, Statements and any other documents that involve the customer. The address can be up to 40 characters, and can be alphanumerical.
City: This is where the user can fill in the city where the customer is located. This field will print on Invoices, Statements and any other documents that involve the customer. The city can be up to 40 characters, and can be alphanumerical.
Country: This is where the user will select from a drop down list the Country where the customer is located. This field will print on Invoices, Statements and any other documents that involve the customer. This field is a drop down menu and will only display all Countries set up originally by the User in the Countries Maintenance. If the user choses Canada, the next field will be the postal Code. If the user choses the United States, the next field will change to zip code.
Postal Code / Zip Code: This field will display either the Postal Code or Zip Code of the customer depending on how it was set up originally by the user in the Provinces/ States Maintenance. This field will print on Invoices, Statements and any other documents that involve the customer. This field can be alphanumerical, and the number of characters will varied based on if it was set up has a Postal Code or a Zip Code.
Province: This is where the user will select from a drop down list the Province where the customer is located. This field will print on Invoices, Statements and any other documents that involve the customer. This field is a drop down menu and will only display all Provinces set up originally by the User in the Provinces/ States Maintenance.
Phone / Fax / Cell phone / Pager / Other phone: These fields can be used to add multiple phone and fax numbers. It will be add to the customer’s file as a contact information and will also print on Invoices, Statements and any other documents that involve the customer.
Long Distance: If checked, the user will know that between his location and his customer’s location is considered as a long distance. This box is only use internally as a reference when the user wants to contact his vendor, and will not print on any document.
Currency: This field will display a drop down list that is populated directly from the Currencies Maintenance. This is from that field that the user selects in which currency every transactions with this customer will be performed. This will be automatically reflected on a every Invoices, Statements, Orders for this customer.
Federal License: Type in the license number if customer is exempt from the federal tax.
Provincial License: Type in the license number if customer is exempt form provincial tax. In Ontario, the license number will be typed in this field in customer is exempt.
Air miles: This is only for internal user only since this field is not integrated to the pin pads. This field is alphanumerical and it is 30 characters.
Alpha 1 - 2 - 3 - 4: These fields are directly attached to the Customer Search. When the user press F1 on the customer field of any Menus in the Account Receivable module, the user will be able to Search by ALPHA. If this type of Search is selected, the system will look for any information includes in these 4 fields. This will accelerate the Search.
These fields are limited to 20 characters and can be Alpha-numerical.
Language: This field will display a drop down list that is populated directly from the two default languages of the system (English / French). This will define in which language all documents and communications with this customer will occur. This field is completely independent from the System language set up and is only related to the customer.
Email: The user must type in the customer's email address. Invoices and Statements will be sent to this email address. This field is alphanumerical and it is 100 characters.
Website: This field was created for internal uses only. This will display only on the main tab of the customer account and will not print on any document or communication with the customer.
Carrier: This field will display a drop down list that is populated directly from the Carriers Maintenance. Over here, the user can give additional shipping information.
i.e : Shipped by UPS, via own trucks et.
Eco Fee exemption: The user must type in the Eco fee exemption number if the customer is exempt from the Eco fees. A distribution centre is usually exempt from the Eco fee. The Eco fee is attached to the products.
Comments: On that field, the users could add any additional information that are not already populated in the main tab or other tab of the Customer Maintenance. This field is limited to 5 lines of 50 characters each (total of 250 characters).
Type: This field will display a drop down list that is populated directly from the Account Types Mmaintenance. This field will have an impact when the user will run any report with customer'ss information. The user will be able to sort the information by customer’s type or run the report only for specific type of customers. These types will also have an impact on special promotion or special prices can be given by customer number in the special prices maintenance.
Region: The user will select the region from a drop down list - This is mostly used for any sales statistics reports.
Salesperson: The user will select the salesperson fro a drop down list - the general salesman will be used for cash sales - when customers has sales representatives on the road, commission will be paid based on their sales. This report can be select by salesperson. There's a difference between the clerk and the salesperson. The clerk is the one entering the invoice and the salesperson is on the road.
Price Level: The user must select from Price Level 1 to 6. Usually, Price Level is used and they prefer given discounts using special prices. Other uses Price Level 1 to 3. It is very time consuming to manager 6 different price level.
Net price on invoice: The user must decide if the net price only should be printed on the invoice. If this box is clicked, this means that the net price only will be displayed - the customer will not see the discount given on the invoice.
Account Type: The user will select the account type from the drop down list.
Credit Limit: The user must type in the credit limit based on the account type chosen. If the account type is cash, this field will be left blank.
Registered Amount: The user will enter a registered amount based on the company's policy if applicable or the user can leave this field blank. Usually, you would enter a credit limit or a registered amount and not both. This amount is great for job sites such as satellite customer for house construction. They will have to find out who the land belongs too and they will deliver a letter to the land owner mentioning that the contractor will be delivering for approximate amount of goods. Each time that something is sold under this account, the system will keep track of what the registered amount and will deduct the sales to date. The system will advice when registered amount amount was exceeded. To protect the customer, another letter will be send to the land owner. This registered amount is mostly used in the province of Quebec and is mostly used by customers specialized in contractors.
Terms: The user must select the terms from a drop down list.
Master number: The user must enter the main customer that the satellite customer is associate too. If this was left blank by mistake and the user saved the information, this field cannot be added once saved. The user must recall the customer freshly created and change his status to closed and recreate a new account. If invoices were entered under a satellite customer number and realized that it wasn't attached to the main customer,the status of this account will be changed to closed and will have to create a new account. Please notice that no merging invoices option is available.
Charge Interest: The user mus click on the box if interest must be charge at the end of the month on over due invoices.
Type: The user must select balance forward or open items based on the company's policy.
Printing: The user must select how the customer wants his statement at the end of the month. you can either select print - fax or email
Invoices: The user must select if the customer's wants invoices sent with the statement.
Options:
Do not print - No invoices will be printed or sent with the statement
Print all - All open invoices will be printed or sent with the statement
Print not paid - all not paid invoices will be printed and sent with the statement
Print Current - current invoice only (not previous months) will be printed and sent with statement
Maximum MB for emailing: This option depends on the capacity on the customer's computer. If enter max of 4 megs, system might send 3 or 4 emails depending on what is sent to them as invoices or statements which is selected in previous field.
Status: This status can be change throughout time. Each status as his specific meaning and will have different impact on the system:
- Active: This status means that the customer is active, and the user can do any kind of transactions in the system (Create an Order, a quote as well as an Invoice etc.) without any limitation;
- Inactive: This status can be use temporary to block any transactions with this customer. With status selected to inactive, the user will not be able to complete the following transactions with this customer: Creation of an order of an invoice
.
However, the customer’s history will still be in the system. Therefore, the user will be able to look for the customer through his research. The customer’s information will also print on any internal report.
- Close: This status means that the customer will be inactive definitely. With this status, the user will not be able to complete any transaction with the customer. The history won't display on any reports. The history will be available from the customer maintenance only. Therefore, the customer will never show up on any search, and will not print on internal report.
Besides the account number, the user can see the following arrows: . The arrow to the left brings you to the previous account and the arrow to the right brings you to the next account when an account number is already displayed.