Master Records > Customer > Set Up Customer Record

The Information Page allows you to set up and view basic information about the customer. This section discusses the settings you must define in the Information page of the Customer Maintenance function.

Notes:

•The Customer Transaction Summary area shows customer-related information such as customer address, customer's current and accumulated transactions, total orders that are put on credit hold, open orders, un-invoiced shipments, open credits, advanced billing payments, and outstanding balance as of the current date. You may click the Expand () button to show the customer's transaction summary information for your reference. The amounts or balances shown in this area are real-time based on the customer's transaction records. You may also click the underlined field label to view detailed information that comprises the balances displayed in the applicable fields.

•When the ClickToPay feature is enabled and this customer has at least one ClickToPay invoice transaction, the Copy ClickToPay URL button is enabled next to the Balance field in the Customer Transaction Summary area. Clicking this button allows you to copy the customer's payment URL to the clipboard which you can send to your customer or paste to a web browser. The URL will direct the customer to the online payment portal showing a list of their outstanding invoices.

To enter values in the Information page of the Customer Maintenance function, perform the steps below:

1.In the Sales Tax Information area, field labels displayed depends on the country tax selected for the company. Enter values in the following fields:

oFEIN/SSN

Accept or amend the value displayed in this field which refers to the federal employer identification number or, in case of an individual, the social security number. The default value comes from the vendor's record if a vendor code is entered in the Vendor # field. This field is available only if the company's country tax selected is United States.

oGST #/PST #

For companies with Canada as country tax, accept or amend the value displayed in these fields. The default value comes from the Company Tax ID area of the Company Setup > Regional Settings page.

oResale #

If the customer is exempt from sales tax, enter in the Resale # field the customer’s resale number.

oTax Code

Enter in this field the sales tax code that will be applied to the line items in the sales order or invoice that you will create for this customer. This sales tax rate will be imposed on the line items if the Ship To Address field is blank in sales orders. This will also be the default tax rate in the Payment/Bill/Ship page in any of the applicable functions in the Sales Order or Accounts Receivable module.

2.In the Primary Address area, set the address that serves as the customer's primary address. This will be the default shipping address when you create sales orders for the customer.

2.1. Accept or amend the default value in the Alias field. To amend, click the Lookup button to display the Search window where you can select the address alias to assign as the company's primary address. Once a valid address alias is selected, the related address information will automatically fill up the respective address fields.

2.2. To manually overwrite the address information regardless of the selected Alias, enter the new values in their respective fields such as street, city, state, zip code. Click the List box button in the State or Country fields; then, select from the list of options available. Note that state and country validation are in place.

2.3. To create a new company address, click the underlined Primary Address field label to directly access the Address Maintenance function.

3.In the Primary Contact area, set the contact record that serves as the customer's primary contact. This will be the point person where all business related activities are communicated. Enter or amend the values in the following fields:

3.1. In the First Name field, click the Lookup button to select from the Search window the contact record you wish to assign as the company's primary contact. Once a contact record is selected, it's details are shown in their respective fields.

3.2. To amend the phone and/or email information, click the field you want to amend; then, manually enter the new value in their respective field.

Notes:

•To directly dial the phone number displayed in the Phone field, click the Dial number button next to the Phone field. The Dial number button will only work if Microsoft's Phone Link application is set up in the workstation to directly make outside calls.

•To directly open and create a new email message addressed to the email address displayed in the EMail field, click the New mail message button next to the Email field. The New mail message button is only applicable if Microsoft's Mail application is properly configured on the workstation.

3.3. Click the drop-down button beside the Type field to select the phone and email type.

4.The Miscellaneous area displays for your reference the customer information that is defined in the Settings page of the Customer Maintenance function. Accept or amend the default values in the following fields:

oRecord Since

Accept or amend the date the customer record is created and saved. The default date is the system date.

oWebsite

Accept or amend the value in this field which is the URL of the vendor company's website. The default value comes from the customer record entered in the Customer # field above.

oCurrency

This field refers to the currency code that you will use when recording transactions for this vendor. This field is enabled only if the Use Multi-Currency option has been activated in either the PO Module Setup or AP Module Setup functions. Accept or amend the default value which is your company's home currency. Note that you can only specify currency codes that have been set up in the Currency Code Maintenance function. You must be cautious when assigning currency codes as these cannot be changed after you have saved the initial vendor record setup.

5.In the Classifications area, enter the appropriate values in the following fields:

oClass

Enter in this field the customer class based on the customer company's business. The system will use this date to categorize this customer record. The class codes available in this field are created using the Miscellaneous Maintenance function where the Type is set to "Class".

oIndustry

Enter in this field the customer industry code to which the customer belongs. The system will use this data to categorize this customer record. The customer industry codes available in this field are created using the Miscellaneous Maintenance function where the Type is set to "Customer Industry".

oTerritory

Enter in the Territory field the customer's territory where the business is being conducted. The territory customer codes available in this field are created using the Miscellaneous Maintenance function where the Type is set to "Territory Customer".

6.In the Transaction Defaults area, accept or amend the default values in the following fields which will become the default values when creating new transactions for the customer:

oBill To Address / Ship To Address

Enter in these fields the address codes for the customer’s billing and shipping addresses, respectively. These addresses will be the default billing and shipping addresses in the sales orders and invoices for this customer. Click the Bill To Address or Ship To Address field labels to display the Address Code Maintenance function screen where you can create new address records for billing and shipping. For more information, refer to the Address Code Maintenance section

oShip Via

Ship via codes determine the shipping method or shipping courier that will be used to ship the inventory items. Accept or amend the default value which comes from the Ship Via field in SO Module Setup. The ship via code you enter in this field will be the default method of shipment for customer orders.

oFOB

FOB codes determine the point at which title for goods shipped passes to you. Accept or amend the default value in this field which comes from the FOB field in SO Module Setup. This will be the default point at which the ownership of the shipped goods will pass to the customer.

oSalesperson

Enter in this field the salesperson code which will be the default salesperson when you create sales orders or invoices for this customer.

oWarehouse

Enter in this field the warehouse code which will be the default warehouse when create sales orders and invoices are created for this customer.

7.The rest of the fields shown in this page are read-only and contain information accumulated from various maintenance records related to this customer.

Information

Information

See Also