40.2 Field Descriptions

Enter a unique customer code in this field. This code identifies the customer within the accounting system. Short codes are quicker to enter and easier to recall although the code can be up to 15 characters long. This is an entry required field, so data must be entered in it before the record can be stored.

Choose a consistent method for creating codes. If a consistent method for creating codes is used even a new salesperson will find it simple to figure out the code for every customer. The code may be an abbreviation of the customer's name. For example, if the first three letters of the first two words in the customer's name are always used, Ken's Hat Shop would be given the code KenHat. Using the first two letters of each word would make the code KeHaSh. If most of the customers are individuals, it may be preferable to use a last name and a first initial for the code. For example, if the customer's name is Robert Smith, the code could be SmithR or smithr.

Enter here the credit limit amount for the customer. The amount entered here is displayed on the order screen in the Order Entry System and on the invoice screen in the Accounts Receivable System. Input to this field is optional.

The amount displayed here is the total amount of all orders placed by the customer that have not yet been billed. When an order is billed this amount is decreased. This is a display only field and is only used if the Order Entry System is present.

Enter the full name of the customer here. This unabbreviated name is printed on all invoices, statements and various accounts receivable reports. The full name of the customer does not have to be entered; input to this field is optional.

Enter the customer's address as you would want it to appear on invoices, statements, mailing lists, mailing labels, etc. Data entry in each of these fields is optional.

This field is user defined and is used to flag or rate each customer using your own predefined system. If the Inventory Control System is present, this field may be used for selecting an inventory pricing category. See the Inventory Control manual for further details. Input to this field is optional.

This field is display only. The amount and date of the last payment received are displayed. This field is updated whenever a payment is made for the customer using the Customer Payments screen in the Cash Receipts Menu.

This field is display only. This is the current balance for the customer.

This field is the general ledger account number that controls the accounts receivable balance. All transactions against the customer create an entry to this account. The balance in the controlling account equals the sum of all the individual customer balances. Note that multiple controlling accounts are possible.

This field has a validation screen associated with it that accesses the general ledger master file. If you cannot remember the general ledger account you wish to enter here, do the following:

1. With the cursor in the Controlling Account field, press the VALID button (GOLD <F1> key and the letter V). The general ledger validation screen is displayed.

2. Press the QUERY <F2> button and then press the FIND NEXT <F3> button until the desired general ledger account is displayed.

3. Press the GOLD <F1> key and the letter E. The customer screen is displayed with the desired general ledger account automatically entered into the Controlling Account field.

Enter a number in the range of 0 and 100. For example, if thiscustomer receives a 5 percent trade discount, then 5 is entered here.

The percentage entered here is used by the system to calculate the amount of the customer's discount on an invoice (or order entry order). This discount is only calculated for products that are marked as discountable in the product master file. Input to this field is optional.

Enter here the prompt payment terms for this customer. The pay terms entered here must have been previously entered in the payment terms master file. You may examine the payment terms master file through the validation screen associated with this field.

The value entered here becomes be the default value for pay terms on the invoice screen and on the order entry order screen. The pay terms determines the due date, the discount, if any, and the latest date the customer can pay and still qualify for the discount (discount date).

This is the general ledger account in which sales discounts are recorded. The account entered here is used as a default value for the Disc Account field which appears both on the order screen (Order Entry System) and on the invoice screen (Accounts Receivable System

This field has a validation screen associated with it that accesses the general ledger master file. If you cannot remember the general ledger account you want to enter here, do the following.

1. With the cursor in the Discount Acct field, press the VALID button (GOLD <F1> key and then the V key). The general ledger validation screen is displayed.

2. Press the QUERY <F2> button and then press the FIND NEXT <F3> button until the desired general ledger account is displayed.

3. Press the GOLD <F1> key and the letter E. The customer screen is displayed with the desired general ledger account automatically entered into the Discount Acct field.

Enter here the sales tax code normally applicable to this customer. This code must have been previously entered into the sales tax master file. You may examine the sales tax master file through the validation screen associated with this field.

The value entered here becomes the default value for the sales tax locality field on the invoice trailer screen (also on the order entry order trailer screen). Input to this field is optional.

Once the customer has been created within the master file system, you are ready to enter transactions to the customer. Transactions that would affect the customer are invoices, credit memos, and cash receipts.