BOS provides a single truth about each customer to every customer-facing employee. This means that there are no duplicate, out-dated or isolated customer records. The business has access to the most current, most accurate version of the customer's details, including useful, personal notes, on one central system.
The Customers module is a fixed module that needs to be added to the Main Menu or/and to the Tile menu using Main Menu > Setup > Menu Manager.
Access needs to be granted in Main Menu > Settings > Users > Setups > Customers - Access.
Main Menu > Setup > Customers > View
When selecting Edit Categories from the Menu button, a side-panel will appear, allowing you to add or edit Customer Categories.
Main Menu > Setup > Customers > Menu > Edit Categories
To add a Customer Category simply click on the Add button and enter a Name for the Category. To delete a category, click on the X in the desired Category's row.
The Menu button allows you to save or restore the Customer Categories data grid.
When selecting Edit Job Description from the Menu button, a side-panel will appear, allowing you to add or edit Job Descriptions.
Main Menu > Setup > Customers > Menu > Edit Job Description
To add a Job Description simply click on the Add button and enter a Description. To delete a Job Description, click on the X in the desired Job Description's row.
You can create an unlimited number of Customers on BOS. These are recorded either as Companies or as Individuals. Important contact, CRM and accounting information is stored here.
Main Menu > Setup > Customers > New > Company or Individual
Main Menu > Setup > Customers > View > Select Customers > Double-click / right-click and Open Customer
Main Menu > Setup > Customers > New > New Company
a. Telephone - This will be the Customer's reception telephone number.
b. Fax - The Fax number of the Customer.
c. Category - This indicates the Customer Category.
d. Rep - You are able to specify a Rep for the Customer here.
e. VAT No. - Enter the Customer's VAT number here.
f. Postal Address - Here you can enter the Postal Address of the Customer.
g. Street Address - Here you can enter the Street Address of the Customer.
5. Accounting - The Accounting tab (image below) allows you to specify the following Accounting information of the Customer:
a. Status - This specifies the Status of the Customer.
b. Contact - This drop down list will be populated with the Customer's Contacts (6), select the contact person responsible for Accounting.
c. Account No. - Enter the Customer's Account number here.
d. Vendor No. - Enter the Customer's Vendor number here.
e. VAT Type - Specify the VAT Type that applies to the Customer here.
f. VAT No. - Enter the Customer's VAT number here.
g. Currency - Specify the Customer's Currency here.
h. Credit Terms - Specify the Customer's Credit Terms here by selecting the desired Credit Term from the drop down list.
i. Credit App. - This specifies the Credit Application date.
j. Approved/Secured limit - This specifies the Customer's Approved and Secured Credit limit.
k. Adj % - Items - This allows you to add Price adjustments to the specific Customer's Items. This setting applies to Transaction Items as well as to Estimate Items when an Estimate uses Selling Price. It will also override the Adj% of a Price List. The goal is for Prices to be identical when Items are added to a Transaction Item or to an Estimate which uses Selling Price.
l. Adj % - Est - This allows you to add Price adjustments to the specific Customer's Estimates. This setting applies to Estimates, but at the Transaction Item level. This allows you to have a default markup on your Estimate to give you your standard list price (Assuming the Estimate uses Cost Price), and then the Adj% - Est will be applied on the Transaction Item, probably as a discount from your ‘List price’ which can then be displayed on the Quote letter. If the Setting is blank or 0, it is not applied.
m. Price Lists - This allows you to link a Price Lists to the Customer. Customers are only able to link to one Price List.
n. Warning - Any warnings you wish to record can be entered here.
User-defined Fields can be added to Customers. For more about User Fields, click here.
If User-defined Fields are created for Customers, and additional tab will be available. See image below:
6. Contacts - The Contacts data grid will list all the Contact Persons of the Customer (more below)
7. Menu - The Menu button provides the following additional functionality:
If any changes are made to the form’s layout or to the Input Fields, you need to Restore Default Layout to make the changes visible.
8. Created / By - This indicates when the Customer was first entered and the User who entered the Customer.
The Customer Setup is the same for an Individual Customer compared to a Company Customer. However for Individual Customers you are not able to have multiple Contacts.
Main Menu > Setup > Customers > New > New Individual
To add a new Contact, click Add, and the data grid will populate with a new row. There are two ways to capture Customer Contacts: you can simply complete the First name, Surname, Position, Tel, Mobile and E-mail fields in the data grid or you can right-click or click on the Ellipsis on a Contact row and select Edit Contact. By selecting Edit Contact, BOS provides more functionality for data capture than the data grid. See image below:
Main Menu > Setup > Customers > New > New Company > Add Contact > Right-Click on contact in data grid > Edit Contact
Once you've selected Edit Contact an Edit Contact interface will open. See image below:
The Edit Contact interface provides the same fields as the Individual Customer interface.
User-defined Fields can be added to Customer Contacts. For more about User Fields, click here.
Once you are finished, click on the Arrow button next to the Edit Contact heading top-left and you will return to the Contacts data grid. All the fields of the Contact will automatically be populated in the grid. See image below: