Create, edit and delete Customers

Information that you enter that does not change often is called static information. When you enter details for a customer, that information is called a masterfile record.

There are two types of customer masterfiles that you can create:

  • Customer Categories
  • Customer Accounts

Customer Categories

You are able to create customer categories for your customers. You can use categories to group your customer accounts for reporting purposes, since customer reports can be printed per category. This can be useful for tracking sales in a particular area, to a particular group of customers or to track sales per sales agent.

You do not have to use customer categories if you do not want to. You can start and stop using categories at any time, however, you cannot delete a category if it has a customer account linked to it.

To access this function, select Customers…Lists…Customer Categories:

If you want to create a new category, click on the Add Category button and the screen below will display, where you will enter the name of the category.

Adding Customer Accounts

To create customers to sell items to, select Customers…Lists…List of Customers or select Customers…Add a Customer. The Customers screen, as shown below, will display:

If you want to create a new customer account, click on the Add Customer screen. Here you will enter the masterfile information for the customer account. In the top section of the screen, you will enter the name, opening balance, credit limit and Tax Reference number of your customer.

Activate your customer by checking the Active check box. This will ensure that you will be able to process transactions for the customer.

You are able to add the opening balance at a later stage by selecting the Adjust Opening Balance option from the Customers…Special menu.

The Accepts Electronic Invoices check box allows you to indicate that the customer has agreed to accept electronic documents.

The Auto Allocate Receipts to Oldest Invoice check box is automatically checked when creating a new customer which notifies the system to automatically allocate the customer’s receipts to the oldest invoices. If you prefer to manually allocate receipts to their corresponding invoices, uncheck the Auto Allocate Receipts to Oldest Invoice check box.

To skip between the master files, click on the next or previous links.

The bottom part of the screen has nine tabs.

  • Details
  • Activity
  • Additional Contacts
  • Notes
  • User Defined Fields
  • Sales Graph
  • Quotes
  • Invoices
  • Report Layouts

In the Details section, you will enter the basic contact information of your customer, as you can see in the screen above.

This screen also contains some special features regarding the delivery address, email, telephone, mobile number and web address. As you can see, these options are displayed in green underlined text, which makes them active links.

The Map button on the Delivery Address will direct you to Google™ Maps which will pinpoint the customer’s location. Addresses entered should be in a uniquely identifiable format, containing as much information as possible in order to find the locations and co-ordinates.

The Copy from Postal Address button will automatically copy the postal address into the delivery address box. You will use this option when the customer’s postal address and delivery address is the same.

The Email button will instantaneously create an email, using the email address entered in this field.

Note: You have the option of emailing documents such as invoices and credit notes to customers. If you wish to use this facility, you must ensure that the email address you enter is correct and if you are a South African user adhere to the emailed documents criteria.

If you use Skype and want to make a Skype call, click on the Telephone or Mobile links on the Customer edit screen, and a Skype call will be started.

The Web Address button will direct you to the customer’s website, if applicable.

These special features will only work if the fields are completed with relevant information.

You have four statement distribution options available.

They are:

Options Description
None If the customer does not require a statement, select this option.
Print If the customer requires a printed statement, select this option.
Email If the customer wants his/her statements to be sent via email, select this option. If you are a South African user, ensure that you adhere to the emailed documents criteria.
Print and Email If the customer wants his/her statements to be printed and emailed, select this option. If you are a South African user, ensure that you adhere to the emailed documents criteria.

You also have the option that the customer can view the invoices online in the Customer Zone. Just check the check box to allow this.

Select the Sales Rep allocated to a customer in the Sales Rep drop down menu.

You can select a specific price list for the customer. If you invoice for this specific customer, then Accounting will use the price list as specified in the master file.

Accounting allows you to allocate a default discount to the customer masterfile. You can enter the discount percentage in the Default Discount field, and this will pull through to the processing documents.

Users can also set a default VAT type which will apply when transacting (Customer defaults will override Item and Account defaults).

You can also set a default due date for your customer documents. For example the customer must pay you 7 days from the date of invoice.

Activity Tab

In the Activity tab, Accounting will show the value of the opening balance, all tax invoices, all customer returns, all receipts and discounts, and all write-offs. A balance will also be displayed for the account. You can view the transactions that make up the balance by clicking on the detail link on each line. For new customer accounts, there will not yet be any balances. Below is an example of an activity tab for a customer account that has transactions.

Click on the detail link to view a detailed activity sheet of the customer’s invoices, returns etc.

You are able to add contact details for different people in the customer’s organisation in the Additional Contacts tab. To add another line, click on the icon and to remove a line click on the icon.

Notes Tab

The Notes tab is where you will find or create notes linked to the specific customer account. These notes are displayed in the Company Dashboard until they have been marked as completed. If you create a note without entering an action date, the system date, or entry date, will be used as the Action Date.

You can also add attachments by clicking the button.

Individual files may not exceed 2 MB in size. A maximum of 5 attachments per note or transaction can be added.

User Defined Fields Tab

If you have created User Defined Fields in the Company Settings, you will see the headings that you created for the fields in the User Defined Fields tab. You will enter the relevant information here.

Sales Graph Tab

On the Sales Graph tab, Accounting will display a graph of the sales to the customer, per month. You are able to drill down to another sales graph displaying daily sales by clicking on one of the monthly sales bars. From the daily sales graph, you can then drill down to transactions by clicking on one of the days in the chart. If you are creating a new customer, there will be no values in the graph as yet. Below is an example of a Sales Graph for a customer with transactions

Click on the Show Settings link to change the display of the transaction types and the financial categories:

Quotes Tab

Any quotes that you have processed for a customer account will be displayed in the Quotes tab. You are able to view and edit the quotes by clicking on the edit link on each quote.

Invoices Tab

All customer invoices are listed under the Invoices tab.

You have the option of selecting a range of invoices by checking the check boxes next to the invoice, and select to either reprint or email them by clicking on the Print Invoices or Email Invoices buttons.

Report Layouts Tab

You can select the default report layouts for a customer in the Report Layouts tab. This will allow you to have different layouts per customer if you wish. You are able to design your own document layouts by downloading the Custom Layout Designer.

Editing Customer Accounts

Customer information can change on a frequent basis. It is very important to keep track of your customers’ details as they have to pay you for your items or services. If your customer information is not up to date and you cannot get into contact with them, your bad debt ratio might increase as you may not be able to recover monies owed by them.

  • Click on the Customers…Lists…List of Customers option.
  • The following screen will be displayed:
  • To edit a customer, click on the Actions option on the customer line and select the Edit option or you can click on the green customer name link.
  • The following screen will display:

Other Bulk Actions

Accounting allows you to update customer masterfiles in bulk without having to edit one customer at a time, however, you cannot change address information:

Check all the customers that you want to update and click on the Update button:

Once you made the change, click on the Save button.

Mark As Active/Inactive

You can also set customers as active or inactive in bulk. Check all the customers that you want to update and click on the Mark As Active/Inactive button:

Deleting Customer Accounts

If you have captured the incorrect customer information and want to delete the customer account, you can do so in the List of Customers screen.

  • Click on the Customers…Lists…List of Customers option.
  • The following screen will be displayed:
  • To delete a customer, click on the Actions option on the customer line and select the Delete option.

You cannot delete customers with transactions allocated to it.