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Overview
Overview
Customers are those companies or individuals that you invoice for sales or services rendered. You may add an unlimited number of Customers to your database. Provision is made to add multiple contact people to customer records as specify their positions. Documents and correspondence are always sent to a Contact Person linked to a customer.
These tutorials explain how to add and edit customer details and related functions such as job positions, categories, and regions. It also explains how to create a new contact.
Navigation: Main Menu > Office > Customers
Table of Contents
How to Create a Customer Record
How to Create a Customer Record
Before Adding a Customer
Before Adding a Customer
To avoid duplicates, search the database for existing customers first:
Navigate to Customers.
Set the Date Filter to No Date and click View to display all records.
Use the Search Bar and type the name of the customer or part thereof.
How to Create a Customer
How to Create a Customer
Navigate to Customers.
Click New (button) and fill in the details as follows:
Name = Type the customer's Trade Name.
Reg. as = Type the customer's Registered Name.
Category = Select a category from the dropdown list.
Region = Select a region from the dropdown list.
Rep = Select a rep from the dropdown list.
VAT No. = Type the customer's VAT Registration Number.
Website = Type or paste the customer's website URL.
Telephone = Type the customer's telephone number.
Postal Address = Type the customer's postal address.
Street Address = Type the customer's street address.
Note = Type any note about the customer (optional).
Click Contacts (tab).
Click Add Contact (button) and fill in the details on the popup as follows:
Title = Type the person's title.
First Name/s = Type the person's first names.
Surname = Type the person's surname.
Display as = Type the name by which the person is known.
Company: This field is prefilled with the name of the customer.
Position = Select a position from the dropdown list.
Location = Select a location from the dropdown list of addresses.
Email = Type the person's email address.
Mobile = Type the person's mobile phone number.
Tel = Type the person's office phone number.
SMS = Type the number on which the person can receive an SMS.
Birthday = Select the contact's birthday on the calendar.
Note = Type any note about the contact (optional).
Repeat Step 3.1 to add more contacts. (To delete a contact: right-click the contact and select Delete from the context menu.)
Click Street Addresses (tab).
Click Add Street Address (button) and fill in the details on the line that appears as follows:
Reference = Type a name for the address (e.g. Office, Postal)
Line1 = Type the first line of the address.
Line2 = Type the second line of the address.
City = Type the name of the city.
State / Province = Type the name of the province, state or similar.
Country = Type the name of the country.
Code = Type the postal code.
Latitude = Type the latitude coordinates.
Longitude = Type the longitude coordinates.
Km = Type the distance between your office and the customer's office in km.
Checkbox = Check the box if this is the customer's default address.
Note: All the fields are optional, use them as you see fit.
Note: You can delete an address by clicking the menu in the last column to display an X, and then clicking the X.
Click Accounting (tab) and fill in the details as follows:
Note: You must have Setup access to see this tab.
Status = Select a Status from the dropdown list.
Contact = Select the Accounts Contact person (e.g. the person you would email the invoices to) from the dropdown list.
Contact (Statements) = Select the person who you must email the statements to from the dropdown list.
Code = Click the ellipses (...) in the block (on the right) and click Yes (button) when asked to generate a new field to create a code. The code uses the first three letters of the name followed by three numbers (e.g. QUI001). Alternatively, type your own code in the block.
Vendor No. = Type the customer's vendor number.
Reg No. = Type the customer's registration number.
VAT Type = Select a VAT Type from the dropdown list.
VAT No. = Type the customer's VAT Registration Number.
Currency = Select the customer's currency from the dropdown list.
Credit Terms = Select the customer's credit terms from the dropdown list.
Credit App. = Select the date of the customer's credit application from the calendar.
Credit limit = Type the customer's credit limit.
Secured limit = Type the customer's secured credit limit.
Billing Method = Select the customer's billing method from the dropdown list.
Price List = Select a price list from the dropdown list.
Debit Order Bank Detail: Complete the bank details if your customer pays by debit order.
Bank = Type the name of the customer's bank.
Branch No = Type the branch code of the customer's bank.
Account No = Type the customer's bank account number.
Default Adjustments = Enter a number (e.g. 20 for 20%) in the blocks provided to set default markups for the customer as follows:
Trans Items Adj% = Type the default adjustment that should be applied to transaction items.
Estimates - Overall Adj% = Type the default adjustment that should be applied to estimates overall.
Estimates - Materials - Adj% = Type the default adjustment that should be applied to material items on estimates.
Estimates - Services Adj% = Type the default adjustment that should be applied to service items on estimates.
Estimates - Outwork Adj% = Type the default adjustment that should be applied to outwork items on estimates.
Warning (Display on Transactions) = Type a warning that will appear on transactions (e.g. Customer Invoices).
(optional) Click Attachments (tab):
Click Add Attachments (button) and fill in the details as follows:
Description = Type a description for the attachment (e.g. Credit Application).
Type = Select a type from the dropdown list (Document, File, Link, or Image).
URL/Filename = Paste the URL in the block or click the ellipses(...) inside the block and browse your local network. Click the file to upload and click Open (button).
Click Save (button).
Click Close (button).
Click Save (button) on the top row of buttons if not greyed out.
How to Edit Customer information
How to Edit Customer information
Set the Date Filter to No Date and click View (button).
Use the Search Bar to find the customer.
Double-click the customer's record to open it.
Make the necessary changes (see How to Create a Customer Record for information on the fields).
Click Save (button).
How to Activate a Customer
How to Activate a Customer
Use the Search Bar to locate the customer you want to activate.
Double-click the customer’s name.
Click Accounting (tab).
Next to Status, select a status from the dropdown list that is Active or similar (e.g. occasional).
Click Save (button).
How to Create or Edit Categories
How to Create or Edit Categories
ℹ️ Categories allow you to group and sort customers.
From Customer List View, click Menu (button) > Edit Categories.
Edit any of the names or click Add (button) and type a new name in the Name column.
Click Save (button).
Close the popup using the X in the corner.
How to Create or Edit Regions
How to Create or Edit Regions
ℹ️ Regions are a grouping and sorting field for customers.
From Customer List View, click Menu (button) > Edit Regions.
Edit any of the region names or click Add (button) and type a new region name in the Description column.
Click Save (button).
Close the popup using the X in the corner.
How to Create or Edit Positions
How to Create or Edit Positions
ℹ️ Positions are allocated to Customer Contacts. It refers to the position they hold in the customer's business.
From Customer List View, click Menu (button) > Edit Positions.
Edit any of the positions or click Add (button) and type a new position in the Description column.
Click Save (button).
Close the popup using the X in the corner.
Related Topics
Related Topics
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