Customers Records and Settings

Settings

These settings relate to Customer records and transactions.

General Settings

Navigation: Main Menu > Setup > Settings > General (tab)

• Accounting > Setup Customer Age Analysis: An Edit field to select all the Transaction Types that should appear on the Customer Age Analysis (e.g. Customer Invoices, Customer Credit Notes, and for Work in Progress: Sales Orders and Sales Order Returns).

• Accounting > Setup Customer Summary: An edit field to select all the Transaction Types that should appear on the Customer Summary (e.g. Quotations, Sales Orders, Customer Invoices).

• CRM > Transaction Type IDs for Customer Invoices (e.g. = 2, in (1,2,3)): A field to type the code for the Transaction Types that are used to generated Customer Invoices. The ID fields are displayed in the ID column when you navigate to Main Menu > Setup > Transactions > Transaction Types (tab).

• CRM > Transaction Type IDs for Customer Orders (e.g. = 2, in (1,2,3)): A field to type the code for the Transaction Types that are used to generated Customer Orders. The ID fields are displayed in the ID column when you navigate to Main Menu > Setup > Transactions > Transaction Types (tab).

• General > Set new Customer Status to 'Active': Checkbox. If checked, new records will have the status of Active.

• Payments > Transaction Type - Customer Payments: A dropdown list of all the Transaction Types to select the relevant one (e.g. Customer Receipts or Customer Payments).

•  Alerts > Customer Warning Message: Click Edit in the Value column to open an SQL editor. Enter the applicable SQL instructions.

Transaction Settings

Navigation: Main Menu > Setup > Settings > Transactions (tab)

• The following settings may be added to Customer Receipts (CR):

  • Accounting > Set Transaction Complete when allocated: If the payment amount is fully allocated the Status of the transaction is automatically set to Complete.

  • Alerts > Warning Message: An option to customise the warning message using SQL.

  • Payments > Payments - Item ID - Cash: To use the Customer Payments feature, items must be created for cash and change. The Item IDs are filled in here.

  • Payments > Payments - Item ID - Change: To use the Customer Payments feature, items must be created for cash and change. The Item IDs are filled in here.

  • Transactions > Enable 'Clear Overpayment' function in ledger: Checkbox. If checked overpayments may be written off to a general ledger account.

• The following settings may be added to Customer Receipts - Forex 2 (CRFX2): 

  • Transactions > Enable 'Record Foreign Exchange Gain' function in Ledger: Checkbox. Feature is enabled if checked.

• The following settings may be added to Customer Receipts - Forex 1 (CRFX1):

  • Accounting > Set Transaction Complete when allocated: If the payment amount is fully allocated the Status of the transaction is automatically set to complete.

• The following settings may be added to Customer Credit Notes (CC):

  • Alerts > Warning Message: An option to customise the warning message using SQL.

• The following settings may be added to Customer Invoices (CI):

  • Alerts > Warning Message: An option to customise the warning message using SQL.

  • NCR > Transaction used for 'Customer Complaints': Checkbox. If checked the transaction is used.

  • Payments > Enable Customer Payments: Checkbox. If checked Customer Payments are enabled.

  • Service Manager > Transaction used for Progress Invoices: Checkbox. If checked the transaction is used.

  • Tracker > Module Field Service: Checkbox. If checked the transaction is used.

  • Transactions > Caption for Due Date: Type a caption. If no caption is provided, the field is supressed.

  • Transactions > Default: Deposit percentage (Control is hidden when set to default of 0%): Field to enter an amount.

  • Transactions > Enable 'Discount Outstanding' function in Ledger: Checkbox. If checked the feature is enabled.

  • Transactions > Enable 'Record Foreign Exchange Loss' function in Ledger: Checkbox. If checked the feature is enabled.

  • Transactions > Enable Signatures: Options are:

    • None: No signatures are required.

    • Transaction: Signatures are required on the transaction.

    • Transaction Flow: Signatures are required for the entire transaction flow.

  • Transactions > Link Meter Data to Transaction Items: Checkbox. If checked the feature is enabled.

  • Transactions > Show Delivery Address: Checkbox. If checked delivery addresses are shown.

Role Settings

Navigation: Main Menu > Setup > Settings > Transactions (tab)

These settings should be added to all the Transaction Types related to Customers:

• Access Allowed > Transaction - Access Allowed: Options are:

  • Access Denied: The role will have no access.

  • View - Rep only: The role only allows view access if the user is also the rep.

  • View - All: The role allows view access for all transactions.

  • Edit - User only: The user with this role may only edit the transactions they created.

  • Edit - Rep only: The user with this role may only edit transactions if they are the allocated rep.

  • Edit - All: The user with this role may edit all the transactions.

  • Edit & Delete: The user with this role may edit and delete all the transactions.

  • Full Access: The user with this role has full access (e.g. edit, delete, approve).

User Settings

Navigation: Main Menu > Setup > Settings > Users (tab)

• Accounting > Customer Age Analysis - Access Allowed: Checkbox. If checked, access is allowed.

• Service Manager > View all Customers: Checkbox. If checked, the user may view all customer records.

• Setups > Customers - Access Allowed: The options are:

  • All: The user may access all customer setups.

  • None: The user has no access to customer setups.

  • Mine (Rep): The user only has access where they are the rep.

• Setups > Customers Accounting - Access Allowed:  Checkbox. If checked, access is allowed.

List View

Buttons Explained

• View: Generates a list of Customers based on the selected filters.

• New: Creates a Customer Record.

• Actions: Allows changes to all the selected records:

  • Batch Update: Changes all the selected records when Update (button) is clicked. The options are:

    • Status: Changes the Status to the one selected from the dropdown list.

    • Terms: Changes the Terms to the one selected from the dropdown list.

    • Credit Limit: Changes the Credit Limit to the one selected from the dropdown list.

    • Rep: Changes the Rep to the one selected from the dropdown list.

    • Category: Changes the Category to the one selected from the dropdown list.

    • Region: Changes the Region to the one selected from the dropdown list.

    • VAT Type: Changes the VAT Type to the one selected from the dropdown list.

    • Adj% - Trans Items: Changes the Adjustment for Transaction Items to the percentage typed in the adjacent block. (All the adjustment fields are on the Accounting tab in Edit View under the heading Default Adjustments).

    • Adj% - Est Overall: Changes the Overall Estimate Adjustment to the percentage typed in the adjacent block.

    • Adj% - Est Materials: Changes the Adjustment for Material Items on an Estimate to the percentage typed in the adjacent block.

    • Adj% - Est Services: Changes the Adjustment for Service Items on an Estimate to the percentage typed in the adjacent block.

    • Adj% - Est Outwork: Changes the Adjustment for Outwork Items on an Estimate to the percentage typed in the adjacent block.

    • Entities: Changes the allocated Entity to the one selected on the dropdown list. Only applicable if more than one Entity was created.

    • Billing Method: Changes the Billing Method to the one selected from the dropdown list.

    • Price List: Changes the Price List to the one selected from the dropdown list.

  • Format: Formats the customer names so each word starts with a capital letter.

• Output: Displays the allocated templates, or a message that no templates are linked.

• Menu

  • Reset Data Filter: Resets all the data filters.

  • Settings

    • Edit Categories: Interface to create or edit categories.

    • Edit Regions: Interface to create or edit regions.

    • Edit Positions: Interface to create or edit job positions.

  • Export

    • Email Excel

    • Export Grid

  • Layout & Grids

    • Save

    • Save (All Users)

    • Restore Default (All Users)

Filters Explained

• Set: Sets a specific period (e.g. Today, This Month, This Year, Fin Year).

• Date: Filters the data to the set Start and End Dates.

• ←  →: Back/Forward arrows toggle the dates based on the Set period.

• Category: Filters the data to include All or only a specific Category.

• Region: Filters the data to include All or only a specific Region.

• Status: Dropdown list of statuses. Shows only records matching the selected Status unless All is chosen.

• Rep: Dropdown list of reps. Shows only records matching the selected Rep unless All is chosen.

• Terms: Dropdown list of terms. Shows only records matching the selected Terms unless All is chosen.

Fields Explained

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

• ID: The system-generated number allocated to the entry.

• RID: The system-generated number allocated to the entry.

• Status: The status of the customer record.

• Name: The customer's name.

• Reg. as: The customer's registration number.

• Code: The customer's code (account number).

• Category: The category allocated to the customer.

• Region: The customer's region

• Rep: The name of the rep allocated to the customer.

• Website: The customer's website URL.

• Accounts Contact: The customer's account contact.

• Terms: The customer's terms.

• VAT Type: The customer's VAT Type.

• VAT No.: The customer's VAT registration number.

• Created by: The User who created the entry.

• Vendor No.: The customer's vendor number.

• Credit App.: The Date of the customer's Credit Application.

• Currency: The customer's currency.

• Credit Limit: The customer's credit limit.

• Created by: The User who created the transaction.

• Price List: The price list allocated to the customer.

• Billing Method: The billing method allocated to the customer.

• Bank Name: The customer's bank details: Bank Name.

• Bank Branch No: The customer's bank details: Branch Code. 

• Bank Account No: The customer's bank details: Account Number. 

• Updated by: The name of the User who last updated the transaction.

• Updated: The Date on which the transaction was last Updated.

• Adj % - Trans - Items: Displays the percentage adjustment applied to Transaction Items.

• Adj% - Est Overall: Displays the percentage adjustment applied to the Overall Estimate.

• Adj% - Est Outwork: Displays the percentage adjustment applied to Estimate Outwork.

• Adj% - Est Services: Displays the percentage adjustment applied to Estimate Services.

• Adj% - Est Materials: Displays the percentage adjustment applied to Estimate Materials.

• Menu (...): A submenu to:

  • Open Customer: Opens the customer record for editing.

  • Delete Customer: Deletes the customer record if it has not been used in any transactions or linked to any service tickets.

  • View Customer Summary: Displays the customer summary.

  • View Changelog: Displays a list of changes, including the dates and user who made the changes (see Changelog below).

Edit View

Buttons Explained

• ⬆ ⬇: Arrows to scroll through customer records.

• Output: Displays any output templates, or a message that there are none.

• New: Creates a Customer Record.

• Delete: Deletes the customer record if it has not been used. 

• Save: Saves the changes (greyed out if there are no changes).

• Menu

  • View Customer Summary: Displays a summary of the customer's transactions as specified under General Settings.

  • View Changelog: Displays a note with a summary of all the changes (see Changelog below for which changes are recorded).

  • Add Inventory Location: Provides a dropdown list of locations to select one or an option to select Not linked to a Group.

  • Layout & Grids

    • Save

    • Save (All Users)

    • Restore Default (All Users)

Fields Explained

• Name: A field to enter the Trade Name of the customer.

• Reg. as: A field to enter the Registered Name of the customer.

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

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

• Rep: A dropdown list of staff from which to select a rep.

• VAT No.: A field to type the VAT registration number.

• Website: A field to type the website URL.

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

• Postal Address: A field to type the postal address.

• Street Address (Default): A field to type the street address.

• Note: A field to type a note.

• Contacts (tab): Options to add contacts to specify contact people for the customer. An Add Contact button opens a form to type in the necessary contact details.

• Street Addresses (tab): Options to add additional addresses. An Add Street Address button open a line in which the details can be typed. A checkbox allows the address to be set as the default address.

• Accounting (tab): Options to provide the following information:

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

  • Contact: A dropdown list of statuses to select the person who should receive the invoices.

  • Contact (Statements): A dropdown list of statuses to select the person who should receive the statements.

  • Code: A field to generate a code (click the ellipses (...)) or type a code.

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

  • Reg No.: A field to type a registration number.

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

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

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

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

  • Credit App.: A calendar popup to select the Date of the Credit Application.

  • Credit limit: A field to type the customer's credit limit.

  • Secured limit: A field to type the customer's secured credit limit.

  • Billing Method: A dropdown list of billing methods to select one.

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

  • Debit Order Bank Detail

    • Bank: A field to type the name of the customer's bank.

    • Branch No: A field to type the bank's branch number or code.

    • Account No: A field to type the account number.

  • Default Adjustments

    • Trans Items Adj%: A field to type the default adjustment that should be applied to Transaction Items.

    • Estimates - Overall Adj%: A field to type the default adjustment that should be applied to Estimates Overall.

    • Estimates - Materials - Adj%: A field to type the default adjustment that should be applied to the Material Items on estimates.

    • Estimates - Services Adj%: A field to type the default adjustment that should be applied to the Service Items on estimates.

    • Estimates - Outwork Adj%: A field to type the default adjustment that should be applied to Outwork Items on estimates.

  • Warning (Display on Transactions): A field to type a warning that will appear on transactions.

• Attachments (tab): Options to add attachments which can be uploaded files or URLs. An Add Attachment button opens an interface from which a file can be uploaded, or URL inserted.

Changelog

Changes to the following fields are recorded:

• Account No.

• Adj% Items & Est 

• Bank

• Branch No

• Company

• Credit Limit

• Currency

• Price List 

• Rep 

• Status

• Terms 

• VAT Type 

Customer Categories

• Customers can be linked to Categories (e.g. hospitality, manufacturing).

• Categories are created from Customer List View > Menu (button) > Edit Categories.

Customer Regions

• Customers can be linked to Regions. 

• Regions are created from Customer List View > Menu (button) > Edit Regions.

Positions (Job Descriptions)

• Positions can be created to specify the positions held by Customer's Contact staff (e.g. Manager, Bookkeeper).

•  Positions are created from Customer List View > Menu (button) > Edit Positions.

Data Pipelines

The following data pipelines can be used on Output templates:

• Cus_All

• Cus_Rec

• Cus_Contacts

• Cus_Addresses

• Cus_Attachments

Related Topics

• Reference: Customer Age Analysis

• Reference: Customer Deposit Receipt

• Reference: Customer Payments (Recorded from Customer Invoices)

• Setup Guides: Customer Age Analysis

• Setup Guides: Customer Payments

• Tutorials: Customer Records

• Tutorials: Customer Age Analysis

• Tutorials: Customer Credit Notes

• Tutorials: Managing Customer Deposits

• Tutorials: Customer Invoices

• Tutorials: Customer Payments