Customers Edit View

Overview 

Customers and clients are the people or organisations that purchase goods or services from a business. In BOS Professional, the term customer is used and includes clients.

Organisations can have an unlimited number of customer records.

Edit View refers to the interface from which new customer records are created, or existing records are edited.

Navigation: Main Menu > Customers > Customers

Buttons Explained 

• Arrows: Navigates between customer records.

• Output: Unavailable.

• New: Opens an interface to create a new customer record.

• Delete: Deletes the record.

• Save: Saves any changes.

• Actions

  • New

    • Quotation: Creates a quotation with the customer information prefilled.

  • View

    • Customer Summary: Opens a customer summary docked to the right of the list view (on the screen beneath the popup).

    • Quotations: Navigates to Quotations' List View with a filter applied to only show quotations issued to the customer that was navigated from.

    • Work in Progress: Navigates to Sales Orders' List View with a filter applied to only show sales orders issued to the customer that was navigated from.

• Menu > View Changelog: Opens the change log.

• Close: Closes the Edit Customer popup.

Header Explained 

• Company: A field to type the customer's trade name.

• Reg. Name: A field to type the registered name of the customer.

• Category: A dropdown list of customer categories to select one.

• Region: A dropdown list of regions to select one.

• Rep: A dropdown list of reps to select one.

• VAT No.: A field to type the customer's VAT Registration number.

• Telephone: A field to type the customer's phone number.

• Postal Address: A block in which to type the customer's postal address.

• Street Address (Default)

  • This address is auto filled from the Street Addresses tab.

  • However, the address can be edited and will update the address on the Street Addresses tab.

• Note: A block to type a note.

Contacts (tab) Explained 

The Contacts tab only displays information. The details can be edited by double clicking an entry.

• Add Contact (button): Opens a popup form with three tabs (Detail, User Fields, Notes) to create a new contact.

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated number for the contact.

• Status: Option to set the contact to inactive. An inactive contact will still show on historic transactions but cannot be added to current transactions.

• Name: The full name of the contact.

• Position: The contact's position. 

• Tel: The contact's phone number.

• Mobile: The contact's mobile phone number.

• Email: The contact's email address number.

• Menu (...): A submenu that can also be accessed by right clicking an entry with the following options:

  • Edit

  • Delete

Street Addresses (tab) Explained 

• Add Street Address (button): Opens a row for a new address to be entered.

• Lookup: A field to type the name for the address (e.g. Factory, Office).

• Address: A field to type the address, press enter between each address field.

  • The address is only displayed in full after Save (button) is clicked.

• Checkbox: Check the checkbox if this is the default street address.

• Menu (...): Click the last column to display an X. Click the X to delete the address.

Accounting (tab) Explained 

• Status: A dropdown list to select one of these statuses:

  • Prospect

  • Active

  • Suspended

  • Closed

• Contact (Accounts): A dropdown list of contact people added on the Contacts tab to select the person to contact for accounts.

• Contact (Statements): A dropdown list of contact people added on the Contacts tab to select the person the statement should be sent to. If a contact is not selected here, statements are sent to the Accounts contact person.

• Reg. No.: The organisation's registration number or individual's identity number.

• Account No.: An account number which can also be generated by clicking the three ellipses on the right.

• Vendor No.: A field to type a vendor number.

• Credit Terms: A dropdown list of credit terms to select one.

• Credit App.: A calendar to select the date of the credit application.

• Secured limit: A field to type the credit limit that is secured.

• Approved limit: A field to type the full credit limit which includes the secured limit and any unsecured limit.

• Deposit %: A field to enter the deposit percentage the customer should pay.

• Est. MU %: A field to type a number that represents the percentage markup applied to standard estimates (e.g. 23 for 23%).

• Est. Com: A field to type the estimated amount of commission paid. The percentage is applied to the selection from the adjacent dropdown list. The options are:

  • % of Profit

  • % of Value Added

  • % of Selling Price

  • % of Cost Price

  • 2nd Adjustment

  • N/A

• Item Adj%: A field to type a number that represents the percentage added to an item's price. The number can be positive (e.g. 5 for 5%) or negative (e.g. -5 for -5%).

• Price List: A dropdown list of all price lists to select one.

• Access Allowed Checkboxes: The following features are available to the customer, if checked:

  • Quotations

  • Campaigns

  • Sales Orders

  • Work Orders

  • Delivery Notes

  • Invoices

• VAT Type:  A dropdown list of VAT types to select one.

• VAT No.: A field to type the customer's VAT Registration number.

• Currency: A dropdown list of all the allowed currencies to select one.

• Warning (Displays in Customer Transactions):

  • A block to type a warning that is displayed on customer transactions.

  • This warning is for staff who capture or fulfill the orders and not meant for the customer.

Attachments (tab) Explained 

The Attachments tab only displays information. The details can be edited by double clicking an entry.

• Add Attachment (button): Opens a popup from which a URL can be inserted, or a file can be chosen to add as an attachment.

• Field Chooser (*): Allows users to add or remove columns.

• Status: Displays the status of the attachment which can be Pending, Active, or Expired. 

• Description: The attachment's description.

• Type: The type of attachment. The available types are:

  • Other

  • Artwork

  • Quotation

  • Agreement

  • Specification

  • Image (.jpg, .png)

  • Finance

  • Contract

  • Notice

• Expires: The expiry date selected for the attachment.

• Issued: The issued date selected for the attachment.

• Reminder: The reminder date selected for the attachment.

• Date: The date on which the attachment was created.

• User: The user who created the attachment.

• Menu (...): A submenu that can also be accessed by right clicking an entry with the following options:

  • Edit

  • Delete

Budgets (tab) Explained 

Buttons and Date Options

• Set: A dropdown list to select:

  • No Date

  • Year: Calendar year.

  • Fin Year: Financial year.

• Arrows: Adjusts the date in the direction of the arrow

• View (button): Displays the budget

• Batch Update - Budget

  • A field to type an amount.

  • The amount will be set as the budget for all the selected fields when Update (button) is clicked and the action is confirmed.

• Add (button): Adds a row that can be completed.

• Arrow on Add (button):

  • Adds monthly budgets for the selected periods if confirmed.

  • Inserts a column displaying the actual amounts earned during the selected period.

Fields

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated number for the budget entry.

• Start: The date on which the budget starts.

• End: The date on which the budget ends.

• Budget: An editable field for the budgeted amount.

• Actual: Prefilled from data. Displays the actual amounts.

• %

  • Displays the percentage difference between the actual and budgeted amounts.

  • Percentages that exceed the budget are displayed in green and those that are under budget are displayed in orange. 

  • If there were no actual amounts, this percentage is not calculated.

• Menu (...): Click the last column to display an X. Click the X to delete the budget.

User Fields (tab) Explained 

Additional information can be captured by creating user fields.

• User Fields can be created  here: Main Menu > Settings & Defaults > User Fields (tab). Select the following module from the dropdown list: Customers (ID = 0)

• If user fields are created for the module, they appear on this tab.