Master Records > Customer > Set Up Customer Record

The Customer Maintenance function allows you to set up customer records. The system displays this function screen when you access the Customer Maintenance function or click the underlined Customer # field label in any applicable function screens. This function can be accessed in the Sales Order, Accounts Receivable, or Return Authorization module.

Before you can successfully set up a customer record, you must first create the following maintenance records:

•Pay Code

•Currency Code

•Entity Code

•Revenue Code if you track revenue by customer

Various drillable fields are available in this function. When you click any drillable fields in this function screen, the system automatically displays the related Maintenance function screen. There are exceptions, such as you cannot access the Warehouse Maintenance function if the Inventory Control module is not activated.

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

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. Click the New button to create a new customer code record.

Note: If the Customer Maintenance function is accessed for the very first time and there are no existing customer code records, the Information page is automatically displayed; otherwise, the Search screen is displayed by default.

2.Assign a number to the customer for which you want to create a record. Enter the number in the Customer # field. When you have assigned a valid customer number, the rest of the fields in in this function becomes accessible.

3.Enter in the Vendor # field the vendor code to be assigned to this customer record. Alternatively, you may click the List box button to select from a list the appropriate vendor code. Once a valid vendor number is entered in this field, related information from the vendor's maintenance record is automatically filled in the corresponding fields in this function.

Note: The Vendor # field is disabled and inaccessible if the Accounts Payable and Purchase Order modules are not activated.

4.If no vendor code is assigned to this customer record, you must enter in the Company field the customer's company name. The customer record cannot be saved if this field is left blank.

5.Enter in the Alias field the customer's other company name, if any.

6.In the Information page, enter the basic information about the customer. For more information, refer to the Information Page section.

7.In the Addresses page, enter the addresses assigned to the customer record. Refer to the Addresses Page section for more information.

8.In the Contacts page provide the names, titles, phone numbers of as many contact persons for this customer. For more information, refer to the Contacts Page section.

9.In the Settings page, enter the various parameters that will govern the transactions affecting this customer. For more information, refer to the Settings Page section.

10.In the Credit Card Information page, configure the settings for saving customer's credit card information and enter credit card details. Refer to the Credit Card Information Page section for more details.

11.In the GL Accounts page, enter the default Account Receivable GL Account ID to which receivables from this customer will be posted. For more information, refer to the GL Accounts Page section.

12.Enter information pertaining to customer activities by creating new activity records. For more information, refer to the Activity Page section.

13.In the Shipments page, you can view and track your shipments. For more information, refer to the Shipments Page section.

14.In the Attachments page, you can attach files, documents and even URLs to a customer's transaction or maintenance record. Refer to the Attachment Page section for more information.

15.In the Notes Page, enter narrative information about this customer. For more information, refer to the Notes Page section.

16.Enter settings for the reports email recipients in the Email Setup page. Refer to the Email Setup Page section for more details.

17.When you are done entering the information and settings for the customer, click the Save button in the function toolbar to save this customer record; otherwise, click Cancel to quit.

18.After saving the customer record, you may click the function toolbar buttons below to perform the corresponding transactions:

oNew Invoice

Click this button to directly access the AR Invoice Transaction function window, with the customer's # and other relevant details pre-filled in the appropriate fields. In the AR Invoice Transaction window that opens, you can proceed to create a new AR invoice for the customer.

oNew Order

Click this button to directly access the Sales Order function window, with the customer's ID and other relevant details pre-filled in the appropriate fields. In the Sales Order window that opens, you can proceed to create a new sales order for the customer.

oNew Quote

Click this button to directly access the Sales Quote function window, with the customer's ID and other relevant details pre-filled in the appropriate fields. In the Sales Quote window that opens, you can proceed to create a new sales quote for the customer.

oApply Payment

Click this button to directly access the Apply Payment function window, with the customer's ID and other relevant details pre-filled in the appropriate fields. In the Apply Payment window that opens, you can proceed to apply payment for the customer's invoice/s.

Q. While creating a new customer record, I want to change the currency code but the currency code field is disabled. I have activated more than one currency code in the system. How can I select the other currency codes I have set up?

A. Make sure that you have selected the Use Multi-Currency option in the Sales Order or Accounts Receivable Module Setup functions. When you add a customer record, you should be able to select another active currency code you have set up using the Currency Code Maintenance function.

Set Up Customer Record

Set Up Customer Record

See Also