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 customers name. For example, if the first three letters of the first two words in the customers name are always used, Kens 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 first initial for the code. For example, if the customers name were 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 been billed yet. When an order is billed this amount is decreased. This is a display only field.
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, i.e., this is not an entry required field.
Address, City, State, Country, Zip, Phone
Enter the customers address as it should appear on invoices, statements, mailing lists, mailing labels, etc., in this field. Entry of data in these fields is optional.
This field may be used to flag or rate each customer using a predefined system. For example, a credit limit code could be entered in this field.
This field may also optionally be used for selecting an inventory pricing category. See Chapter 8, Inventory for further details. Input to this field is optional.
This field is display only, which means this screen cannot be used to alter the data in the field. The amount and date of the last payment are displayed.
The current balance for this customer is displayed in this field. This field is display only, so the entry cannot be changed using the customer screen.
This field contains the general ledger account number used as the accounts receivable controlling account. All transactions against the customer create an entry to this account. The number entered in this field is checked to make sure it is valid. This field requires input, so it must contain valid data before the record can be stored.
If you cannot remember the number of the general ledger account to enter here, a second screen is provided for searching the general ledger file. The screen is displayed by pressing the GOLD <F1> key and then the V key. This allows you to QUERY and FIND the desired general ledger account. When the desired account has been found, press the GOLD <F1> key and then the E key. This returns you to the customer screen with the controlling account filled in.
This is the trade discount rate that this customer normally receives. The percentage entered here is used by the system to calculate the amount of the customers discount on an order or invoice. This discount is only calculated for products that are marked as discountable in the product master file.
Enter a number in the range of 0 and 100. For example, if this customer normally receives a 5 percent trade discount, then 5 is entered here. Input to this field is optional.
Default Pay Terms
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 becomes the default value for the pay terms on the order entry order screen and on the invoice 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 prompt payment discount (discount date).
Enter into this field the general ledger account to be posted when recording prompt payment discounts. The number entered is validated against the general ledger account file. The discount account entered here appears as a default value on the tax and discount screen on the order entry form. Input to this field is optional.
If you cannot remember the general ledger account to enter here, a second screen is provided for searching the general ledger account file. The screen is displayed by pressing the GOLD <F1> key and then the V key. This allows you to QUERY and FIND the desired general ledger account. When the desired account has been found, press the GOLD <F1> key and then the E key to redisplay the customer screen screen with the discount account filled in.
Default Sales Tax
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 becomes the default value for the sales tax locality field on the order entry and invoice trailer screens. Input to this field is optional.
When you have finished entering data for a customer, the screen might appear as follows:
When this record is stored, a blank form for entering the next customer appears and the system remains in ADD mode. If the record for the newly entered customer needs to be checked, press the QUERY <F2> button, enter data that identifies the record and then press the FIND <F3> button. If any changes are needed, press the UPDATE <F4> button; otherwise, press the ADD <F6> button to enter the next customer record.