Customers - Customer Tab

Access this tab using Maintain>Accounts Receivable>Customers.

Use this tab to set up customers. Later, use customer IDs when entering certain transactions. Transactions entered using the Accounts Receivable module require a Customer ID.

 

Customer ID: Enter a unique ID to represent the customer, or use the drop-down list to select an existing customer to change. We recommend using all numeric codes. Numeric IDs are generally easier and faster to enter during transaction entry. We also recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | and ".

Status: Specify the status of the Customer ID. When creating a ID, accept the default status, A (Active), or select I (Inactive) or D (Discontinued) the drop-down list. The status can be changed at any time. Below are valid status entries and their descriptions:

• Active (A) - Set a customer ID to active to allow transaction entry to the ID.
• Inactive (I) - Set a customer ID to inactive it is no longer used for normal transactions, but it may need to be used at some point. A warning message appears when attempting to use an inactive customer ID. The warning message is for notification only; the ID can still be used in a transaction. Inactive codes also appear on reports.
• Discontinued (D) - Designate a customer ID as discontinued when it is no longer being used. The system does not allow transaction entry to a customer ID with a discontinued status; however, discontinued codes appear on reports.

Name: Enter or change the name of the customer as you want it to appear on the reports and forms the system produces.

Currency: Select a currency from the drop-down list, such as USD, CAD, EUR, GBP, or MXN. The currency defaults to the organization's functional currency. Currencies were created and activated by the Administrator using the Organization>Currency Setup form.

Always Receive in Customer's Currency: Select this check box to always pay this customer in the specified currency. This allows you to designate if you want to set up alternate currency customers. For example, when you get ready to pay an invoice (Transactions>Accounts Receivable>Enter A/R Invoices), the Customer ID drop-down list is limited to those customers whose currency matches the currency of the session and any other customer whose "Always Receive in Customer's Currency" check box is not selected.

Cash Only: Select this check box to designate a customer as Cash Only. Therefore, the customer can never have an open accounts receivable balance and Balance Due must always be zero. If checked, the Customer ID displays in the drop-down of the Customer ID field on the Order Entry form when cash sale is checked on the Order Entry Form. Also, this displays in Enter Cash Receipts and Receipt Writing. This cannot be un-checked once used in a Sales Order form. Customer IDs designated as Cash Only can be renamed but not merged.

Web Site: Enter the URL if the customer has a site on the World Wide Web.

Resale Tax ID: Enter a resale tax ID if the customer has one.

Optional Designation Class, Type: Enter an optional class and type, or select existing ones from the drop-down list. Classes and Types are used to limit or sort customer IDs on reports.