Customer Record

To access this form, click on any Customer ID or click the click the button in the Maintain Customers table.

To access the Maintain Customers table go to Maintenance>Accounts Receivable>Customers.

  • Clicking Add Customer opens an empty Customer Record form.
  • Clicking a Customer ID opens the existing Customer Record form.

    • Note: The existing Customer Record form and empty Customer Record form are different. Use the empty Customer Record form to begin the addition of a customer. Then open the newly added Customer Record form to complete any needed information.

Add Customer Record Form Fields

The Add Customer Record form has three sections: Customer Details, Billing Address & Contact, and Shipping Address.

Fill out the fields on the form. Click the drop-down links below for more information on each section of the form and its fields.

Name Enter the full name of the customer
Customer ID Enter the unique ID string for the customer
Resale Tax ID Enter the unique tax ID
Website Enter the customer website
Status

Enter the current status of the customer, as a descriptive term rather than a code. Valid values for this field are Active, Inactive, and Discontinued.

  • Active (A) - Set a customer ID to active to allow transaction entry to the ID.

  • Inactive (I) - Set a customer ID to inactive it is no longer used for normal transactions, but it may need to be used at some point. A warning message appears when attempting to use an inactive customer ID. The warning message is for notification only; the ID can still be used in a transaction. Inactive codes also appear on reports.

  • Discontinued (D) - Designate a customer ID as discontinued when it is no longer being used. The system does not allow transaction entry to a customer ID with a discontinued status; however, discontinued codes appear on reports.
Type Optionally, select a type from the drop-down list or enter a type in the text box. The meaning and usage of the Type field is determined by the organization
Class Optionally, select a class from the drop-down list or enter a class in the text box. The meaning and usage of the Class field is determined by the organization
Address Enter the street address portion of the customer address
City Enter the city of the customer address
State/Province Enter the state or province of the customer address
Postal Code Enter the zip or postal code of the customer address
Country Enter the country of the customer address
Phone Enter the phone number of the customer address
Fax Enter the fax number of the customer address
Title Select the title of the contact person associated with the customer address from the drop-down list
First Name Enter the first name of the contact person associated with the customer address
Middle Initial Enter the middle name of the contact person associated with the customer address
Last Name Enter the last name of the contact person associated with the customer address
Position Enter the position of the contact person associated with the customer address
Email Address Enter the email address of the contact person associated with the customer address
Shipping Address Click to open the Shipping Address form and complete the fields below
Address Code Select a code or enter a new one to identify the shipping address used on an invoice
Same As Select the address from the drop-down list that the customer shipping address is the same as: Main Address, Service Address, or None
Street Address Enter the street address of the customer shipping address
City Enter the city of the customer shipping address
State/Province Enter the state or province of the customer shipping address
Postal Code Enter the zip or postal code of the customer shipping address
Country Enter the country of the customer shipping address
Phone Enter the phone number of the customer shipping address
Fax Enter the fax number of the customer shipping address
Sales Tax Code Select the sales tax code from the drop-down list or enter the sales tax code in the text box
Title Select the title of the contact person associated with the customer shipping address from the drop-down list
First Name Enter the first name of the contact person associated with the customer shipping address
Last Name Enter the last name of the contact person associated with the customer shipping address
Middle Initial Enter the middle name of the contact person associated with the customer shipping address
Position Enter the position of the contact person associated with the customer shipping address
Email Address Enter the email address of the contact person associated with the customer shipping address
Cancel Click to clear the Shipping Address form
Delete Click to delete the Shipping Address form
Save Click to save the Shipping Address form

User Defined Fields

Created by an administrator, user defined fields (UDF) have specific characteristics such as field type, character length, and default values specific to the field. All fields that display in this section are specific to your organization.

Edit Customer Record Form Fields

The Edit Customer Record form has two sections: Customer Details and Customer Details Tab.

Click the drop-down links below for more information on each section of the form and its fields.

Customer Name The full name of the customer
Customer ID The unique ID string for the customer. Click the Vendor ID to display the Update Customer ID Form
Status The current status of the customer, as a descriptive term rather than a code. Valid values for this field are Active, Inactive, and Discontinued
Website The customer website
Class The class of the customer
Type The type of the customer
Contact Person The name and title of the contact person associated with the customer address
Email The email address of the contact person associated with the customer address
Phone The phone number of the customer address
Billing Address The billing address of the contact person
Shipping Address The service address of the contact person

The Edit Customer Record form includes these tabs of editable information.

Customer Details Click to display Customer Details
Addresses Click to display Addresses
Billing and Discounts Click to display Billing and Discounts
Accounting Codes Click to display Accounting Codes
Notes Click to display Notes
Attachments Click to display Attachments
Email Click to display Email
User Defined Fields Click to display User Defined Fields (visible only if your organization has user-defined vendor fields)
Delete Click to delete this customer record. You cannot delete a record once it has activity