Master Records > Customer > Set Up Customer Record

The Settings page allows you to enter the parameters that the system will use when you record transactions for a customer. This section discusses the details on how to define the settings for a customer record.

To set up settings for a customer record, perform the steps below:

1.In the Status field, accept the default Active status or change it to Inactive if you do not want this customer record to be used for the meantime.

2.In the Credit Limit field, enter the credit limit for this customer. In the Effective Date field, enter the date that the credit limit amount is in effect. Alternatively, you may click the Calendar to select the date. Clicking the Credit Limit field label will display the Credit History screen.

Note: When you create a sales order or invoice for this customer and he has exceeded his credit limit, the system will provide a warning message; however, you can still proceed to save the transaction by activating the Allow to Exceed Credit Limit feature in the SO/AR Module Setup function.

3.Enter in the Temp Credit Increase field a temporary additional credit for the customer. Enter in the Effective Date field the start date when the temporary additional credit is in effect; then, in the Valid Until field, enter the date when the temporary additional credit expires. Alternatively, you may click the Calendar button to select the date. The temporary credit increase, provided that it is not expired, is added to the credit limit to calculate the customer's available credit.

4.In the Pay Code field, enter a pay code. This pay code signifies this customer’s method of payment.

Note: You cannot assign an ACH pay code if the Electronic Payment feature is not activated. To activate this feature, mark the Electronic Payment checkbox in the Settings page of the Customer Maintenance function.

5.Enter in the Parent Customer # field the number of the parent account assigned to this customer. A customer that is assigned with a parent account can still be assigned as a parent for another customer.

Note: Once you assigned parent account and saved the customer record, you can no longer change the assignment. If you left the Parent Customer # field blank, you can still go back to the customer record to assign a parent account.

6.If you track revenue by customer, enter a revenue code in the Revenue Code field. The revenue code will determine the GL account IDs to which sales, sales returns, discounts and cost of sales will be posted as a result of recording this customer’s sales transactions.

Note: In AccountMate, you can track revenue by inventory, customer or salesperson depending on your selection in the SO Module Setup or AR Module Setup function.

7.If AccountMate is configured to use sales orders/invoices as basis for sales commissions, enter in the Commission field a commission code that will be the default commission code when sales orders and invoices are created for the customer.

Note: You can configure AccountMate to use the sales orders/invoices as basis for sales commissions by choosing the Commission Based on SO/Invoice option in the SO Module Setup or AR Module Setup function.

8.In the YTD Start Date field, you may enter the date when the system will start to accumulate this customer’s sales transactions. When you enter a date in this field, the system will compute for the sales volume from that date until the current date and show this accumulated sales amount in the YTD Sales field in the Information tab.

9.In the Pricing area, enter values in the following fields:

oDiscount %

Enter in this field the sales discount rate. This is the default discount rate that will be applied to the line items in the sales orders and invoices for this customer; however, you may change the default sales discount rate for each line item in the sales order or invoice.

oCustomer Price Group

Enter a price code in this field. You may leave this field blank if you do not want to assign a price group for this customer.

In the Multiple Price based on area, you can choose the basis for the sales price during the period covered by the number of days that you have entered in the Expire Days field. The available pricing option in this area is the option selected in the Multiple Price based on area in the SO Module Setup or AR Module Setup function.

oUse Last Sales Order Price

Marking this checkbox allows the system to automatically use the line item’s price in the last sales order for the customer.

oExpire After

Enter in this field the number of days during which you will use the selected pricing option for new sales orders or sales invoices for this customer.

Note: The Multiple Pricing feature will be available only if you have activated the Pricing Control module.

10.In the Order/Invoice Transaction Controls area,

oShow Notepad First in Transactions

Mark this checkbox to configure AccountMate to display the Notes page as the default in the applicable Transaction function when the user records transactions for the customer. The Notes page must contain notes before it is displayed as the default tab in the applicable Transaction function.

oRequire Customer PO #

Mark this checkbox to configure AccountMate to require the user to provide a customer purchase order number during creation of invoices, recurring invoices, sales orders, sales quotes, recurring sales orders, and blanket sales orders; import of invoices; and approval of sales quotes.

oCheck for Duplicate Customer PO #

Mark this checkbox to configure AccountMate to verify whether the customer purchase order number assigned to a transaction has already been used for the customer's previous transactions.

oUse Customer Item # for SO/Invoice Entry

Mark this checkbox if you want to use the customer's item numbers when creating sales orders or invoice transactions. To set up customer item numbers, you must use the Customer Inventory Maintenance function.

oLimit Item Search to Customer Inventory only

Mark this checkbox if you want to see only customer's inventory items when you are doing an item search while creating sales orders or invoice transactions. This checkbox is enabled only if the Use Customer Item # for SO/Invoice Entry checkbox is marked.

oPrint Item # on Orders/Invoices

Mark this checkbox if you want to show the item # on printed sales orders or invoices. This checkbox is enabled only if the Use Customer Item # for SO/Invoice Entry checkbox is marked.

11.In the Ship Transaction Controls area, mark the Generate Invoice during Shipment checkbox if you want to activate the Ship SO Generate Invoice feature which allows you to automatically create an invoice each time you ship a sales order for this customer.

12.In the Collection Transaction Controls area,

oApply Finance Charge

Mark this checkbox if you want to activate the Apply Finance Charge feature. This feature allows you to apply finance charges to the past-due invoices when you access these balances in the Apply Finance Charge function.

oPrint Statement

Mark this checkbox if you want to activate the Print Statement feature which allows you to generate and print statements for this customer using the Print Customer Statement function. If this feature is activated, you must select one of these methods:

•Open Item - This option displays all open invoices as of the statement period.

•Balance Forward - This option incorporates the ending balance of the previous statement period into the beginning balance shown in the customer statement for the current period.

oConsolidate Statement

Mark this checkbox if you want to consolidate the subsidiary’s account statement with that of its parent account. This checkbox is enabled only if you access the parent account's customer record.

13.In the Electronic Payment checkbox, mark this checkbox if payments made by this customer are done using direct deposit. If this checkbox is marked, the following fields are enabled. Define the direct deposit parameters in these fields:

oPrenote Status

To generate prenotes with which you can test your electronic payment transmission for this customer, click the List box button beside the Prenote Status field; then, select the Require Prenotification option.

Notes:

•The federal government requires that all bank accounts, which will receive electronic fund transfers, must be prenoted at least 10 business days prior to the actual transfer. If you fail to prenote a customer's bank account prior to electronic fund transfer, the Electronic Fund Transfer Agency (EFTA) may reject the transfer and, in some cases, assess a fine.

•If you change the bank's account number, account type or routing number, the system will reset the prenote status to Require Prenotification and you must repeat the prenotification process.

oLast Prenote Date

Enter in this field the date when this customer record was last included in a prenote file. The system automatically updates the last prenote date on the customer record when you include the customer during a Generate Prenotes run using the Process Electronic Payment function.

oBank Name

Enter in this field the name of the bank to which the payment will be electronically deposited from the customer.

oAccount Type

Click the List box button next to this field; then, select either the Checking or Savings account type.

oAccount #

Enter in this field the account number of the bank to which the payment will be electronically deposited from the customer.

oBank Routing #

Enter in this field the routing and transit code that directs the electronic payments from the financial institution to which you will electronically receive the payment from the customer.

Settings Page

Settings Page

See Also