Customers

Overview

You are able to add an unlimited number of Customers to your database including Companies and Individuals. And in turn, you can add as many Contacts as you require to each Company. Documents and correspondence are always sent to a Contact Person linked to a Customer.

By default, a red Warning bar is displayed to warn you about the following: Blank Name, Duplicate Name, Duplicate Account No, No Contacts, Blank Accounts Contact.

The default Warning can be changed to a custom message using the Setting: General Setting > Alerts > Customer Warning Message

General Settings

• Customer Contacts - Hide fields: Image, SMS, Fax - Y/N

• Default - Set new Customer Status to 'Active'

• General Setting > Alerts > Customer Warning Message

User Settings

Customers - Access Allowed - Used to control access to the Customers module. Options include:

• All

• All - Excluding Accounting settings

• Only Mine - Excluding Accounting settings (I'm the Rep)

• Access Denied

Data Filter

• Date - When the Customer was created

• Category

• Rep

• Status

• Terms - The Credit Terms of the Customer

• Entity - Customers that are not linked to Entities, will not be filtered. The filter is updated according to the Entity Access of the active user.

• Search - Acc No. or Name

Changelog

The Changelog can be opened from the list view popup menu or from the edit view by selecting Menu (button) > View Changelog. 

Changes to the following fields are recorded:

• Company

• Status

• Rep 

• Terms 

• Currency

• Credit Limit

• VAT Type 

• Adj% Items & Est 

• Price List 

• Bank

• Branch No

• Account No.

How to add a new Customer

Before adding a new Customer, always search the database to make sure the Customer does not exist already. 

• Navigate to the Customer module and click the New button.

  • Company 

    • Name: Company Trading Name

    • Reg. as: Company Registered Name (if it differs from the Company Name.

  • Individual

    • Name: Enter the First Name and Surname 

Accounting

The Accounting tab is only visible to users with full access to the Customer module. Important fields include:

• Contact - Accounting documents (Invoices and Statements) are sent to the person listed as the Accounts Contact. By default, the first contact that is added is linked as the Accounts Contact, but you are able to select a different Contact.

• Acc No. - Click the '...' button to generate an account number in the format AAA001 (First three letters followed by 001, 002, etc. until a unique number is found.)

• VAT Type - Default VAT Type that will be used on the Customer's vatable transactions.

• Currency - Default Currency used on the Customer's transactions.

• Adj % - Items - Default markup/discount that will be applied to Transaction Items.

• Adj% - Est - Default markup % applied to Estimates.

• Price List - Links the Customer to a custom Price List. This is set by default when Customer Prices are set in the Item Pricing module.

• Warning - The warning will appear on Transactions when the Customer is selected.

Adding a new Contact (Companies)

Click the New button above the Contacts grid and populate the Name and Contact detail.

Right-click a contact and select Edit to view more detail.

• Birthday - Can be used to send birthday wishes.

• Position - See below for details on how to update this lookup list

Customer Categories

Customers can be linked to Categories, eg. Hospitality, Manufacturing, etc. From the Customer list view, click on Menu > Edit Categories.

Customer Regions

Customers can be linked to Regions. From the Customer list view, click on Menu > Edit Regions.

Positions (Job Descriptions)

 From the Customer list view, click on Menu > Edit Job Descriptions

Output

The following data pipelines can be used on Output templates

• Cus_All

• Cus_Rec

• Cus_Contacts

• Cus_Addresses

• Cus_Attachments