Customer Record

To access this form, go to Maintenance > Accounts Receivable > Customers

Select Add Customer or select any Customer ID in the table

  • Selecting Add Customer opens an empty Customer Record form.
  • Selecting a Customer ID opens the existing Customer Record form.

    • Note: The existing Customer Record form and empty Customer Record form are different. Use the empty Customer Record form to begin the addition of a customer. Then open the newly added Customer Record form to complete any needed information.

Add Customer Record Form Fields

The Add Customer Record form has two sections: Customer Details and Billing Address & Contact.

Customer Details

Name Enter the full name of the customer
Customer ID Enter the unique ID string for the customer
Resale Tax ID Enter the unique tax ID
Website Enter the customer website
Status

Enter the current status of the customer, as a descriptive term rather than a code. Valid values for this field are Active, Inactive, and Discontinued.

  • 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.
Type Optionally, select a type from the drop-down list or enter a type in the text box. The meaning and usage of the Type field is determined by the organization
Class Optionally, select a class from the drop-down list or enter a class in the text box. The meaning and usage of the Class field is determined by the organization

Billing Address & Contact

Address Enter the street address portion of the customer address
City Enter the city of the customer address
State/Province Enter the state or province of the customer address
Postal Code Enter the zip or postal code of the customer address
Country Enter the country of the customer address
Phone Enter the phone number of the customer address
Fax Enter the fax number of the customer address
Title Select the title of the contact person associated with the customer address from the drop-down list
First Name Enter the first name of the contact person associated with the customer address
Middle Initial Enter the middle name of the contact person associated with the customer address
Last Name Enter the last name of the contact person associated with the customer address
Position Enter the position of the contact person associated with the customer address
Email Address Enter the email address of the contact person associated with the customer address

Save your changes. To add more information to this customer record (such as shipping addresses, billing information and account codes), go back to the Maintain Customers page and select the newly added customer record.

Existing Customer Record Form Fields

The Customer Record form has seven sections: Customer Details, Addresses, Billing and Discounts, Accounting Codes, Notes, Attachments, and Email.

Select the drop-down links below for more information on each section of the form and its fields.

Customer Name The full name of the customer
Customer ID The unique ID string for the customer. Click the Vendor ID to display the Update Customer ID Form
Status The current status of the customer, as a descriptive term rather than a code. Valid values for this field are Active, Inactive, and Discontinued
Website The customer website
Class The class of the customer
Type The type of the customer
Contact Person The name and title of the contact person associated with the customer address
Email The email address of the contact person associated with the customer address
Phone The phone number of the customer address
Billing Address The billing address of the contact person
Shipping Address The service address of the contact person

Billing Address

Address The street or post office address where the customer is billed
City The city of the customer address
State/Province The state or province of the customer address
Postal Code The ZIP or postal code of the customer address
Country The country of the customer address
Phone The phone number of the customer address

Fax

The fax number of the customer address
Contact Person The name and contact information of the contact person associated with the customer address

Service Address

If this is the same as the billing address, select "Billing" from the Same As drop-down menu. If not, proceed to fill out the fields for the customer's service address.

Shipping Addresses

Select Add Address to open the Shipping Address form and complete the fields below

Address Code Select a code or enter a new one to identify the shipping address used on an invoice
Street Address Enter the street address of the customer shipping address
City Enter the city of the customer shipping address
State/Province Enter the state or province of the customer shipping address
Postal Code Enter the zip or postal code of the customer shipping address
Country Enter the country of the customer shipping address
Phone Enter the phone number of the customer shipping address
Fax Enter the fax number of the customer shipping address
Sales Tax Code Select the sales tax code from the drop-down list or enter the sales tax code in the text box
Title Select the title of the contact person associated with the customer shipping address from the drop-down list
First Name Enter the first name of the contact person associated with the customer shipping address
Last Name Enter the last name of the contact person associated with the customer shipping address
Middle Initial Enter the middle name of the contact person associated with the customer shipping address
Position Enter the position of the contact person associated with the customer shipping address
Email Address Enter the email address of the contact person associated with the customer shipping address
Cancel Click to clear the Shipping Address form
Delete Click to delete the Shipping Address form
Save Click to save the Shipping Address form

Use this tab to specify details about any credit holds and billing terms for this customer. This tab is named differently if you do not have the AR Billing module installed.

Billing Information

Credit Hold: Check this box to indicate a hold status for the customer. A warning message will display whenever an invoice or credit is entered for the customer, but you can still proceed with entries.

Taxable: Check this box if the customer is subject to sales tax. If this is selected, you must enter a Shipping Address on the Addresses tab and select a Sales Tax Code for this customer.

Apply Finance Charges: Check this box if the customer is subject to finance charges.

Default Shipping Address: If the "Taxable" check box is selected, select a default shipping address for the customer.

Billing Comments: You can also add any comments about the customer in the "Billing Comments" field.

Terms

First Discount, Days Available, Second Discount, Days Available: This is the percentage allowed as a discount by this customer and the number of days beyond the invoice date that the discount is allowed. Enter the customer's discount percentage followed by the number of days that the discount is available. Two discount intervals can be set up, such as a 2 percent discount if paid within 10 days, and a 1 percent discount if paid within 20 days.

Days Until Net Amount Due: After specifying the discount percents and the days available, enter the number of days until invoices are due to this customer. For example, if the customer's payment terms are Net 30, enter 30 in this box. When entering an invoice, the system uses this number and the invoice date to calculate the due date for the invoice. This calculated date appears as the default due date for the invoice. If you do not enter a response, the system assumes the number of days is 30. And if you leave this field blank, the system assumes that invoices are due immediately.

The Accounting Codes tab of the Customer Record consists of the default accounting codes for transactions. Enter the revenue account code, distribution code, and discount general ledger code related to this customer. The system applies this information for entries where this customer is used.

Revenue Account Code: Enter an existing revenue account code, or select one from the drop-down list.

Distribution Code: Enter an existing distribution code, or select one from the drop-down list. The distribution code entered here is the default distribution used during transaction entry for this customer; however, the distribution code can be changed for individual transactions.

Discount General Ledger Code: Enter an existing discount general ledger code, or select one from the drop-down list.

Prepayment Account: Enter an existing prepayment account, or select one from the drop-down list.

Enter any notes about the customer here.

Add any attachments to associate with the customer. This could include things like contracts or photos.

The Email tab of the Customer Record consists of two sections: Accounts Receivable Invoices and Customer Statements.

Accounts Receivable Invoices

Print Paper Invoice(s): Check this box to print paper invoices.

Email Invoice(s): Check this box to email invoices. If this box is checked, you must enter an email address where the invoice will be sent.

Email Addresses: Enter the email addresses where the invoice will be sent.

Invoice Process Template: Select an invoice process template from the drop-down list.

Customer Statements

Print Paper Statement(s): Check this box to print paper statements.

Email Statement(s): Check this box to email statements. If this box is checked, you must enter an email address where the statement will be sent.

Email Addresses: Enter the email addresses where the statement will be sent.

Statement Process Template: Select a statement process template from the drop-down list.

When you have finished entering your information, select Save.

Note: If you delete a customer record, it cannot be restored after deleting. We recommend setting the customer status to "Inactive" or "Discontinued" instead.