Master Records > Customer > Update, Delete or Archive Customer

The Customer Maintenance function allows you to update and maintain customer records. This section discusses the procedure on amending or deleting a customer record. The changes you make will only affect the transactions that you post after you made the changes.

Note: You can only update and/or delete a customer record, and edit the customer settings if you are granted the appropriate access rights. These access rights are defined in the Group Access Rights function in the System Manager module.

Update Customer Records

To update a customer record, perform the following procedures:

1.Access the Customer Maintenance function from Customer group under the Maintenance menu. You can also access the Customer Maintenance function by clicking the underlined Customer # field label in any applicable functions. The Search screen is automatically displayed when this function is accessed.

Note: Various drillable fields are available in this function screen. When you click any drillable fields in this function, the system automatically displays the corresponding Maintenance function screen.

2.Enter in the Search field the customer # that you want to update or you may browse through the pages to locate the customer record; then, double-click the customer code to select. As soon as a customer # is selected, the customer's details are displayed on their respective fields in the different pages of this function.

3.Amend the values in applicable fields in the Information, Contacts, Settings, GL Accounts, Access Restrictions, Activity, and Notes pages of this function. Fields that are grayed out and inaccessible cannot be changed or amended. Refer to the detailed discussion on these fields and options in Set Up Customer Record topic.

4.When you are ready, click the Save button from the function toolbar to save your changes; otherwise, click the Cancel button to disregard all changes.

Delete or archive customer records

To delete or to archive a customer record, perform the following procedures:

2.Enter in the Search field the customer # that you want to delete or you may browse through the search pages to locate the customer record; then, double-click the customer code to select. As soon as a customer # is selected, the customer's details are displayed on their respective fields in the different pages of this function.

3.When you are ready, click the Delete button from the function toolbar. Any of the following may occur:

•If no transactions were recorded for the customer record, a message will display requesting confirmation to delete the customer record. Click Yes to confirm; otherwise, click No.

•If the customer had a non-zero (outstanding) balance, a message will display informing you that deletion is not allowed. Click Ok to close the message window.

•If transactions involving the customer record were posted but it had a zero balance, or that it is assigned to another record, a message will display informing you that the record will be archived. Click Ok to proceed.

Notes: Archiving a customer record simply sets a flag in its record so it will not show up in any customer Lookup list; the customer's information remains saved and intact.

Reactivate (Unarchive) customer records

To reactivate or unarchive a customer record, perform the following:

2.Click the New button to display the Create New screen.

3.Click the Archive Search button beside the Customer # field. This will display the Archived Search window where you can select the archived customer record that you want to reactivate or unarchive.

4.In the Archived Search window, enter in the Search field the customer # that you want to reactivate or unarchive, highlight the record; then, click OK. Alternatively, you may browse through the search pages to locate the customer record; then, double-click the customer code to select.

5.A message will display asking for confirmation if you want to unarchive the record. Click Yes to confirm; then, click the Save button in the function toolbar.

Update, Delete or Archive Customer

Update, Delete or Archive Customer

See Also