Add and Manage Customers

Purpose

This form is used to manage and maintain your customer list.

Add customers

Procedure

Customer Name: Enter customer’s name here, this field is mandatory.
Customer Short Name: Enter customer short name here, this field is unique and also mandatory.
Address: Enter the address of the customer here, do not leave it blank otherwise system will keep on asking to enter it while saving the sales documents (qoutations, order, invoices etc)
NTN No: Enter national tax number of the customer.
GST No: Enter general sales tax number of the customer
Customer’s Currency: Select currency of the customer.
Sales Type/Price List: Select the price list to be applied to the customer (E.g retail/wholesale)
Phone/Secondary Phone Number/Fax Number/E-mail:  Enter the contact details of the customer
Sales Person: Select the sales person of the customer these salesman can be added from the salesman setup

Discount Percent: This is discount percent that will applied everytime the order or invoice is made.

Prompt Payment Discount Percent: This is a discount percentage that will be displayed if the customer pays promptly, this is just a memorandum field and is not used for any auto calculation
Credit Limit: This is the default credit limit assigned to the customer.

Payment Terms: Select the payment term of the customer (e.g 15 days, 30 days) These can be defined from the payment setup.
Credit Status: Customer can be allowed or blocked using this option

Default Inventory Location: Select the default inventory location from where the goods will be dispatched to the customer.
Default Shipping Company: Select the default shipping company via which the goods will be dispatched to the customer.
Sales Area: Select the sales area of the customer, this can be added from the Sales area setup.
Tax Group: Select the tax group (E.g Tax, Non Tax etc)

Contacts.

Maintain contact list for a selected customer using tab Contacts.

Here are the rules for emailing contacts in Customers, Branches and Suppliers. Each item is referring to a Contact Category.

– ‘invoice’ for invoices, and statement and receipts
– ‘delivery’ for deliveries
– ‘order’ for orders and quotations
– ‘general’ for everything

EVERY reports will send an email to everybody from the current and the main company will match those criteria except for statement and receipts.

Example the invoice report will send an email to (if existing) – branch.invoice – branch.general – customer.invoice – customer.general.

For statement and receipt only the first person (in that order) will receive the email.

So, a contact set as general on the customer settings, will receive every emails except from statement and receipt (except if nobody else get this email).

To summarize, general mean all and customers receive email for every branch.

Tips and Tricks

If you send out Customer Statements from the Report Center by email, it is important that you put an email on the customer (not only the branch).

Many Customers?

If you have many records you can enable Search Customer List in Company setup. You can then start a search by pressing a space in the Customer List, or use the edit box in front of the list if such one is available. Now enter fragment of Customer name and press tab. The list will now be populated with relevant records. If you enter a *, all records will be shown.

Missing Drop Down Boxes for Customers

Unless the Setup -> Company Setup Search Customer List check box is left untickled, there will be no existing customers in the drop down box display under the New Customers.

Press Space Bar, enter star sign (*) or enter characters that will be search in customer names. After pressing Enter drop down list will be supplied with customer names found by the filter.

Deleting a customer entry

If you entered a document for a customer you can’t delete it anymore. Set Customer status to Inactive instead.

Changing Address

Changing the Customer Address will not show up in reports if there exists a Branch Address which is what gets into the reports. So change the address from the branch setup first so it gets updated on the reports(quotations, order, deliveries, invoice etc )