From a customer record, you can see information and summaries of sales, payment, purchasing and other activities for that customer. You can quickly see summaries of all quotes, orders, back orders, orders in fulfillment (shipping items) and invoices. You can see the customer ledger card. Customers can be flagged for follow up using the Action Codes option. Each customer record is assigned a unique ID number (the customer code). For customers with multiple locations (usually a primary bill-to location and multiple ship-to locations), enter a separate customer record for each location.
List Customers
- To see a list, edit a record or add a new record go to Customers > Customers > List Customers
- The Customer List screen shows a complete list of active customers. Perform an Advanced Search to find inactive customers
List Customers Fields
| Buttons and Functions | Description |
| Edit or View Details | To see further detail or edit a record, click on the corresponding code. This will open the record. After editing, click on the Save button to save the changes to the record. |
| Sort | Sort allows user to reorder the elements in the grid. |
| Customer Code | Code identifying the customer. |
| Customer | Customer name that will appear on transaction documents and reports. |
| Address | First line of customer address. |
| City | Customer city. |
| State | Customer state code. |
| Zip Code | Customer zip code (postal code). |
| Phone No. | First contact phone number. |
| Additional References | Keywords used to quickly search for or identify the customer. |
| Bill-To Code Save the record | “Bill-to” Customer code for this “ship-to” customer. A ship-to customer may receive the goods but generally does not receive the bill. |
| Active | Is the type active or inactive? |
Customer Details Fields
| Buttons and Functions | Description |
| Active check box | To view an inactive account, see Active and Inactive Records |
| Customer Code | One- to twenty-character code identifying the customer. The code can be created by the user (Manual Entry) or automatically defined. An entry in this field is required. |
| Customer | Customer name that will appear on transaction documents and reports. An entry in this field is required. |
| Address 1-4 | Customer address lines (1-4). Click the Expand button to see (or hide) lines 3-4. |
| City | Customer city. |
| State | Customer state code. Based on the state’s settings the code or the state name will print on documents. An entry in this field is required. |
| Country | Customer country code which is automatically shown based on the state. |
| Currency | Customer currency. |
| Zip Code | Customer zip code (postal code). The format of the entry in this field is restricted. |
| Customer Type | Customer type identifying the customer for filtering and reporting on many sales and customer reports. An entry in this field is required. |
| Additional References | Keywords used to quickly search for or identify the customer. |
| Ship Via | The method of shipment preferred by the customer. This method will be the shipping method on an order for this customer. The method can be changed during the order process. |
| Warehouse | The warehouse that normally supplies the customer. This will be the warehouse on an order for this customer. The warehouse can be changed during the order process. An entry in this field is required. |
| Salesperson | The salesperson assigned to this customer. This will be the salesperson on an order for this customer. The salesperson can be changed during the order process. An entry in this field is required. |
| Terms | Payment terms that apply to this customer. These will be the terms on an order for this customer. The terms can be changed during the order process. An entry in this field is required. |
| Tax Jurisdiction | Tax jurisdiction that applies to this customer. This will be the tax jurisdiction on an order for this customer. The tax jurisdiction can be changed during the order process. An entry in this field is required. |
| Taxable Status | Taxable status that applies to this customer. Common tax codes are “Y” for a customer that is not tax exempt and “N” for a customer that is tax exempt. This tax code will be compared to the tax code for each item on order and an appropriate code will be placed on the line item on an order for this customer. The tax code can be changed during the order process. An entry in this field is required. |
| Tax ID | Customer’s sales tax exemption number if the customer is exempt from sales tax. |
| Pricing Tier | Pricing tier that applies to this customer. The pricing tier discount structure will affect the customer’s price on product where discounting is offered by customer price list. This also affects how quantity break discounts, warehouse discounts, and customer price list discounts work together. An entry in this field is required. |
| Bill-To Customer | A Customer code in this field indicates that this customer is a “ship-to” for a “bill-to” customer. Generally, orders are placed for bill-to customers and ship-to customers can serve as the shipping address. Depending on the settings, sales history can be stored for the bill-to and the ship-to. The customers are linked in terms of sales analysis and related data. Adding a bill-to number in this field automatically puts the ship-to number on the bill-to number’s ship-to list. |
| Credit Limit ($) | Credit limit in dollars and cents for this customer. The No Limit checkbox indicates the customer has no credit limit. A credit limit of “0” means that the customer will have zero credit limit. Open invoices and orders are evaluated during order entry to determine whether a customer is over their credit limit. If so, the user will be prevented from creating an order without a certain permission level. An entry in this field is required. |
| Credit Status | Credit status that applies to this customer. A customer’s credit status will determine whether an order can be created and whether a PO number is required for the order. An entry in this field is required. |
| User Choice 1-7 | Company-defined fields for use as needed to store information. |
| Current Balance ($) | Displays the current balance owed by the customer. |
| Last Order Date | Displays the date of the last order for this customer. |
| Allow backorder | Are back orders OK for this customer? Click the check box if back orders are normally acceptable for this customer or if the customer has no preference. Make sure the check box is empty if back orders are not acceptable. If there is insufficient stock to fill the customer’s order for a line item, whether a customer accepts back orders will affect the prompts available during order entry. If back orders are generally OK or if there is no preference, the back order quantity will be added. If the customer does not accept back orders, a user (with permission) will be able to accept the order as a regular order (not a back order). |
| Accept partial shipment | Will the customer take partial shipments? Check the check box if partial shipments are OK or if the customer has no preference. This information will automatically display at order time if the possibility of a partial shipment exists. |
| Recommend substitute items | If your customer accepts substitute products or has no preference, click the check box. If the customer does not accept substitutes, make sure the check box is empty. This information is used during the order entry process when a specified item is out of stock. If the customer does not accept substitutes, a prompt does not appear during order entry suggesting alternate items. |
- To add customer contact, please see Adding Contacts from the Customer or Vendor Record.
Copy a Customer
- From an existing customer record, click the Copy a Customer button to create a new customer record based on the “source” customer record
- After you make your selections and click Save, you will be able to edit the new record
- Go to Customers > Customers > open a record > Copy a Customer button, to copy a customer record and create a new customer record
Copy a Customer Fields
| Buttons and Functions | Description |
| Save | To create the new customer record, click Save. The new record will be created and opened so you can edit the record as needed. |
| Source Customer Code | Customer record to be copied. The Customer code of current customer record is entered by default. This can be changed to any customer code. Use the Look Up button to find a customer record. |
| New Customer Code | Customer code for the new record which will include the same data as the copied record. |
| New Ship-to Customer | Should the new record include the source customer code as its Bill-To? The new record will be considered a Ship-To record for the source customer. |