Maintain Customers/Prospects

After the maintenance of charts of accounts we want to maintain our customers so we will do the following procedure for this.

First we will go for the option Maintain there will be different further options but we want to maintain our customers so we will click on the option “Customers/prospects”. It will be like this.

When we will click on the option “Customers/Prospects” following window will appear.

There are further following options like general, sales defaults, purchase defaults, customer’s fields and history but first we will go to the general option.

First we will click on the general option. So in this window we will type the info that is related to our customer. First here is the customer id option and we have to fill it. If the City or place of customer is mentioned then we will use customer id info with the specific code but if the place is not mentioned then we will only use the digits id. Suppose in case of city we can use code like Lhr 200. But in the case of the not giving the place we will type 100 as customer id.

Then here is the option of the Name of the customer and we will enter the name of the customer here. Both of the options are showing below as window.

After this we will enter the contact info of the customer. Then here is the option of “Bill to Address”. This option shows that how and here the order will be delivered. Basically it’s the shipping address of the customers. Then we will enter the customer’s address, city and country if the customer. There is a option of sales tax as well.

Then we will fill all the info of customer like Telephone #, fax, E-mail, web address. We will fill all this info in this following part of the window.

After this the sales default option and when we will click on the option sales default following window will appear.

Now we will fill this info. First here is the option of Sales Rep. we will fill the name of the sales rep here. After this here is the option of the GL sales Acct. In this we will enter our account that we have done in the charts of accounts. When will click on the search option all the accounts will open there and we can easily select that account which is required to us. But it can be also done by simply entering the Code of the account and your account will be shown.

After this here is the option of Open P.O. P.O stands for PAY ORDER. And why it’s calling open Pay Order? It’s just because we are recording this for the first time in our records. It’s just for one time when we will enter the P.O then it will not call Open we can enter the P.O info any time.

Then there is the option of ship via and we will fill this option. Then Resale #, it’s just for the purpose if we have order something from online store for the manufacturer. Then the things will be delivered to us directly. So we will mention the resale # here.

Then pricing level option, in this we will set our price level for the customers. We will see that at what price we are dealing best. You will compare your cost and price here so then you will set the price level. And in the price level option here is further more options under this like Price level 1, Price level 2, ….. Price level 10. So it’s for the different customers.

Then we will click on the option Payment Defaults and the following window will appear.

In this window we will enter the cardholder’s Name. It’s for the people who are paying us via Debit or credit card. So here will the all record. Further address info is already available here. Then will enter the Credit card number here and the expiration date as well. On the right hand here is the option of the payment method and cash account. We have to fill this all info.

Then we will go for the option Customer Fields and the following window will appear.

In customer field you can write anything that you want to mention. Suppose you can write second Contact, Reference, and Mailing Sites. Any other extra information that you want to mention you can type here in the Customer field option.

Then next here is the option of History. When you will click on the option history following window will appear.

In this window there is the history of all the work that you have done in the previous options like general, Sales default, Payment default etc.    There will be the Last invoice date, last payment date, Period history, Sales and cash options.

Default Information

Now, we can have check on the all customers default activities. So if we want to set any default sales activities of the customer we have an option here in the software. So we will go to the menu Maintain and then we will go to the option default information and then click on the sub option Customers. It will look like the following window.

And when we will click on the sub option Customers a following window will appear.

In this window first of all here is the option of Payment terms. This option will show us about all the payment records that at what date the customer is paying us and receiving discounts. In this first here is C.O.D (Cash on Delivery). It will not use any discounts or the due date because it is clear by its name as Cash on delivery. So the payment will be done when the things deliver.

Then the next is prepaid, in this you will pay amount first then the company will deliver or provide you whatever you need. You pay all the cash before and then receive goods.

The next one is due in number of days. It will show you that here is the limit of the date of the payment in days. If you will pay before that limit of days you will get this % discount then. So “net in days” means that limit and discount in days means the days in which if you will pay then you will get discount. Then the discount % and credit limit will also define that this customer has this credit limit. If you will enter the amount which is above of the customer’s limit then you will find a warning indication from the software but if you want to proceed further on the excess of the credit limit if the customer then you can.

There is also an option of Due on the date of next month. So it shows that payment due date on the next month and in due end of month, the due payment will be on the end of the month.

Then here is the option of GL sales account. From this you can enter the account that was made in the charts of accounts. So you will enter there and Press Alt+ S your GL sales account will be saved and that will also show in the sales default option of the Maintain customer menu.

 Then here is the discount GL account option if you want to discount on any GL account for any customer then you can mention here.

Next option in the previous window is Account aging. So when we will click on the option Account aging following window will appear.

In this window, two option are present. One is “Invoice date” means the number of day for the payment is counted by the date of issuing the invoice.

And “Due date” means that the number of days for the payment is counted by the due date that is decided at the time of transaction. Than the three categories for aging of payment. You can change it by yourself according to your requirement.

Then the next option is customer fields. When you will click on the option customer field the following window will appear.

This window is related to that window where we maintain our customers and use to write extra information. So if we want to add other options or statements or the options that we need so we can edit it and type and press OK that is on the right upper corner.

Then the option of finance charges, When you will click on the this option the following window will appear.

In this window you can add finance charges to any customer. If the customer is not paying within the due date then you can charge extra finance charges. First you will click on the option Charge finance charges that is o the left upper corner.

Then you will enter the days in the on invoices option. The days overdue this means those days which will be extra or over the due. Then you will enter the Interest rate % annually. Then the balance above and minimum finance charges. Then if the customer is not even paying on the finance charges then the interest will also charge on the finance charges. You will mention the finance charge interest on the finance GL account. So it will be more like interest on interest.

Then in the end you can also write you own warning statement below.