Customers: Customer Maintenance

Index indicator

The text shows which index the next/previous will operate on. By double-clicking on this you can cycle through the indexes and change the next/previous sequence.

Previous

Finds the preceding value of the field alongside. By repeatedly clicking, you can cycle through the file. After the file’s first record, an audible tone will sound and the last record on file will be found.

Next

Finds the next value of the field alongside. By repeatedly clicking, you can cycle through the file. After the file’s last record, an audible tone will sound and the first record on file will be found.

Revert to Saved

To revert any changes to the previously saved version.

Save as Shown

To save the changes you have made to the data file.

Cancel

Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.

OK

The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

Customer code

Customers. Unique customer identification code. {CUSFILE.CUSCODE char 6}

This is a 6 character code that uniquely defines the Customer record. You should have a reasonably recognizable code system for customers, as this helps when selecting them throughout the program.

TIP: When disabled, double-click on in the field to initiate a Find.

TIP: The best code system is CAL002, or similar, for Caliach, being the second customer starting with CAL entered into the system. Do not number them CAL1, CAL2, etc., as they will not sort numerically if you reach CAL10. The result will be that CAL10 comes between CAL1 and CAL2! If you plan to have more than 10,000 customers or so, a different scheme may be more advisable.

Company name

Customers. Customer company name. {CUSFILE.CUSCNAM char 40}

Do not use

Customers. Do not use this customer. {CUSFILE.CUSBAR boolean}

Index 1

Customers. Index 1 code. {CUSFILE.CUSIDX1 char 4}

An alpha-numeric code assigned to the Customer that can be used throughout the system to select or sort. For example, it can be used to group Customers into classes such as distributors, or individuals as managers, supervisors, etc.. Index Codes must be pre-defined in the Index and Other Code Maintenance window before being assigned to a Customer.

Index 1 description

Index and Other Codes. Index code, scrap reason, QA test or Incoterm description. {IDXFILE.IDXDESC char 255}

Show

Click this button to display a list of alternatives for the field alongside the button. Double-clicking on a list line will enter the value from the list.

Popup list

A list of all customer index 1 codes.

Index 2

Customers. Index 2 code. {CUSFILE.CUSIDX2 char 4}

A second and independent alpha-numeric code assigned to the Customer that can be used throughout the system to select of sort. For example, it can be used to group Customers into classes such as manufacturers, service businesses or government agencies etc.. Index Codes must be pre-defined in the Index and Other Code Maintenance window before being assigned to a Customer. Using one Index Code to define the individual and one to define the company giving powerful sort criteria to direct marketing mail precisely and obtain very selective sales reporting.

Index 2 description

Index and Other Codes. Index code, scrap reason, QA test or Incoterm description. {IDXFILE.IDXDESC char 255}

Show

Click this button to display a list of alternatives for the field alongside the button. Double-clicking on a list line will enter the value from the list.

Popup list

A list of all customer index 2 codes.

Marketing project code

Customers. Default marketing project code (IDXID = con(‘0’,CUSMKTP)). {CUSFILE.CUSMKTP char 4 Idx} See the Marketing Data Maintenance window help for more details of Marketing Project codes and their use.

Marketing project description

Index and Other Codes. Index code, scrap reason, QA test or Incoterm description. {IDXFILE.IDXDESC char 255}

Show

Lists the available marketing codes set up the File — System Manager — Index Codes. Double-click on a listed code to enter that value.

User reference

Customers. User reference index code. {CUSFILE.CUSUREF char 10}

CUSTOM CAPABILITY: With the oCustom1.$CusurefAfter() method you can apply a custom method to verify what is entered in the User Reference field. This can enable you to enforce a coding policy amongst many users.

Language

Customers. Language code. {CUSFILE.CUSLANG char 2}

For details of the Language Swap system for which this can be used see Introduction to the Language Swap System.

Address and contact

The selected address and contact, the default when first read. You can change this in the Addresses pane and also the elements included. See Address Maintenance Subwindow for more help.

Right-click on this field to obtain print functions for the currently selected address and contact:

Print Standard Letter opens the Standard Letter Selection window and Print 4×4 Label opens the 4 by 4 Label Position window.

NOTE: For help on formatting of addresses with contacts and the control you have over what elements are included and any text enhancements, see “Formatting Addresses for Printing” section in the Address Maintenance Subwindow topic.

Last value change

Customers. Last modified date and time of values. {CUSFILE.CUSMODV date datetime 8}

Last modified date and time

Customers. Last modified date and time of master data. {CUSFILE.CUSMODM date datetime 8}

Last modified user id

Customers. Last modification of master settings user. {CUSFILE.CUSMODU char 3}

View or Add to Marketing

Opens the Marketing Data Maintenance window with the linked marketing record for the current customer, if available, or creates one, if not. Linking a customer to a marketing record provides powerful Customer Relationship Management capabilities.

Tax ID number

Customers. Customers tax identification. {CUSFILE.CUSTAXN char 30}

Default currency code

Customers. Default currency code for sales and A/R. {CUSFILE.CUSCUR char 3}

The default currency for Sales Orders and the currency in which Accounts Receivable Statements are prepared. You can only enter a currency symbol that is defined in the Currency Control window.

Payment days

Customers. Payment days for SOs. {CUSFILE.CUSPDAY number 0dpShortnum}

The number of days (or months, if so set in the Company Details Maintenance window) that you expect, by default, the customer to pay invoices. You can obtain a list of overdue invoices that are determined on this value. If set to 0 (zero), the default payment days in the Company Details Maintenance window will be applied to Sales Orders.

NOTE: You can enter a negative payment days. This has special significance. If you set it to -1 the system will force the due date on an invoice to be the same as the invoice date itself. If you set it less than -1, say to -NN, the payment date will be set to NN-1 days from the invoice date. These rules operate in days only and are regardless of the default payment policy (from Invoice, Month-End or Period-End) or Days/Months set in the Company Details Maintenance window. This allows you to override the normal system’s operation of payment dates for special customer payment term conditions. For instance it may be that your normal terms of business are ‘One Month from End of Month’ but for some special customers you want payment on invoice and others a number of days from invoice.

Quick payment discount

Customers. Quick payment discount normally applied to SOs. {CUSFILE.CUSQPDI number 2dpShortnum}

This discount value is applied, by default, to a Sales Order prepared for the customer. A quick-payment discount is applied to the net pre-tax invoice value if the customer pays within the payment days. Tax is applied on each SO item after applying this discount. This remains the case even if the quick-payment discount is subsequently not applied due to the customer missing the payment days.

Default no invoice on dispatch

Customers. Default SOs to No invoice on dispatch. {CUSFILE.CUSNINV boolean}

If this check box is checked, by default, sales orders created for the customer will have the No Invoice on Dispatch flag set. See Sales Orders for more details.

Default sales posting account

Customers. Default posting account prefix (if left blank will be part account prefix). {CUSFILE.CUSDACP char 6}

Default sales posting cost centre

Customers. Default posting account suffix (if left blank will be part account suffix). {CUSFILE.CUSDACS char 4}

Alternative ledger posting customer

Customers. Alternative account for A/R ledger postings. {CUSFILE.CUSALTC char 6}

Leave this blank or enter a valid Customer Code of another Customer. If a valid Customer Code is entered, when an Invoice or Credit Note is created for the current Customer, the alternative customers account in the Accounts Receivable ledger will be posted with the transactions involved. For example, if customer AAA001 has customer BBB005 entered in the A/R ledger posting customer code, when an invoice is created for AAA001, BBB005’s account will be posted in the A/R. This is useful where the Customer (AAA001) is appropriate for the Sales Order, Sales history and maybe Product Serial Numbering, Tracking, etc. but where payment will be made from a totally different organisation, for example, a finance company. When deleting a customer, the system will not check that the customer you are deleting is referred to in another customer record.

NOTE: The Sales Order customer, not the posting customer, is recorded with the dispatched net sales value for the period.

Stop all sales orders and jobs

Customers. Stop all sales orders and jobs flag. {CUSFILE.CUSSTOO boolean}

This checkbox is used to prevent any sales orders or jobs being created for the customer, regardless of their credit status. Quotations and Estimates can be created and amended.

Stop sales orders and jobs if over credit limit

Customers. Stop sales orders and jobs if over credit limit flag. {CUSFILE.CUSOVER boolean}

If the checkbox is checked, the sales orders and jobs can not be saved if the outstanding order value would exceed the customer’s credit limit. Quotations and Estimates are unaffected.

Stop all dispatches

Customers. Stop all dispatches and job issues flag. {CUSFILE.CUSSTOP boolean}

This checkbox is used to prevent any sales dispatches for the customer, regardless of their credit status.

Stop dispatches if over credit limit

Customers. Stop dispatches and job issues if over credit limit flag. {CUSFILE.CUSOVER boolean}

If the checkbox is checked, the dispatch process will be prohibited if the outstanding invoice value would exceed the customer’s credit limit, were the dispatch to be processed as normal.

Credit limit in local currency

Customers. Credit limit (including tax) in local currency. {CUSFILE.CUSCRLT number 2dp}

The figure entered here is the amount the customer is permitted to have outstanding before dispatches are prohibited. For this prohibition to be effective the ‘Stop if over limit’ checkbox must be checked.

On-order value in local currency

Customers. Current on-order value (exclusive of tax) in local currency. {CUSFILE.CUSORDV number 2dp}

This is a non-editable value, maintained automatically that indicates the value, exclusive of tax, of goods currently on confirmed Sales Orders or Jobs, awaiting dispatch or issue. This value can be re-set using the Data File Integrity Maintenance window.

Outstanding invoice value in default currency

Customers. Current account balance in default currency (including tax). {CUSFILE.CUSOINVF number 2dp}

This is a non-editable value, maintained automatically that indicates the value of un-paid invoices pending with a customer. With the Ledgers option, this amounts to the customer’s current account debit balance. This value can be re-set using the Data File Integrity Maintenance window.

Outstanding invoice value in local currency

Customers. Current account balance in local currency (including tax). {CUSFILE.CUSOINV number 2dp}

Sales Value for Periods

See the Customer periods subwindow for details.

Discount 1 to 20 Descriptions

Company and System Settings. Discount class 1 to 20 description. {MCDFILE.MCDDIS1 to 10 char 15}

These descriptions are maintained in the File — System Manager Company Details Maintenance window Descriptions tab pane.

Discount 1 to 20 rates for the customer

Customers. Discount class 1 value. {CUSFILE.CUSDIS1 number 2dpShortnum}

A field (range 0.00 to 99.99) in which the default sales discount rate is entered for Discount Class 1 to 20 Parts. When a Part is entered in a Sales Order for this Customer, the appropriate Class Discount Rate will be applied to the Part (plus any quantity additional discount). The discount rate entered here is applied to the Sales Price or currency sales price. Discount rates can be set in Global Changes. If there is a Customer Part record the prices or additional discounts within it will apply to any Sales Order.

Comments

Customers. Comments text. {CUSFILE.CUSCTXT char 10000000}

A variable length field that can be used for any descriptive text relating to the Customer record. This text is not used elsewhere in the system but can be printed. It acts as any aide-memoir you wish, e.g. history of sales visits, etc.

Payment terms

Customers. Payment terms for SOs. {CUSFILE.CUSTERM char 1000}

A variable length field that is applied by default, to any Sales Orders, and hence Invoices, that are created for the customer. If you leave this blank, the default payment terms in the Company Details Maintenance window default will be applied to Sales Orders.

Sales Order header individual text

Customers. Special sales order unique text. {CUSFILE.CUSOTXT char 10000000}

A variable length field that can contain text, unique to this customer, that will appear at the head of every Quotation and Sales Order created for this customer.

Sales Order header standard text

Customers. Standard sales text for SO header. {CUSFILE.CUSTXS char 4}

Standard text, that applies to many customers and maintained as Standard Text, can be selected for this customer using it’s code. The standard text will appear after any individual text (described above) at the head of each Quotation and Sales Order.

Show

Click this button to display a list of alternatives for the field alongside the button. Double-clicking on a list line will enter the value from the list.

Standard Sales Text

Standard Texts (E,P,S,W). Text. {TXTFILE.TXTTEXT char 10000000}

Standard Text List

List of all standard sales texts.

Banking Details.

Six text field are available to store banking information appropriate for electronic payment, such as BACS. This data is not used for any specific function in the program, but the data can be extracted in Custom Functions and on custom searches and reports and Ad Hoc reports or ODBC.

Bank name

Customers. Bank name. {CUSFILE.CUSBANM char 40}

Branch

Customers. Bank branch. {CUSFILE.CUSBABR char 30}

Sort code

Customers. Bank sort code. {CUSFILE.CUSBASO char 8}

Account number

Customers. Bank account number. {CUSFILE.CUSBAAC char 15}

Reference

Customers. Bank reference. {CUSFILE.CUSBARE char 20}

Flag

Customers. Bank flag. {CUSFILE.CUSBAFL char 3}

User Defined Fields

These fields are available for any use you wish to put them. They are not used or reported by the system and are provided for use with custom searches or reports or Ad Hoc reports. There are 4 character fields that are limited to 1, 4, 18, and 30 characters respectively. These fields can be set in Global Changes. The field descriptions are set in File — System Manager — Company Details Maintenance window Descriptions tab pane.

TIP: You can selectively get the system to inherit customer record user defined field data onto Jobs and Sales Orders. This is done by setting the following system options:

• optJobInheritsUserFields
• optSOInheritsUserFields

The option value is set to 1234, or any combination of those numbers. It will cause those Job or SO user defined fields to be inherited from the customer fields.

User 1

Customers. User character field 1 (single character). {CUSFILE.CUSUSE1 char 1}

User 2

Customers. User character field 2 (4 characters). {CUSFILE.CUSUSE2 char 4}

User 3

Customers. User character field 3 (18 characters). {CUSFILE.CUSUSE3 char 18}

User 4

Customers. User character field 4 (30 characters). {CUSFILE.CUSUSE4 char 30}

Export or Import Customer

Opens the Customer Master and Related Export and Import window in which you can export a customer and it’s related master records or import from an export file from another datafile.

• – Customers Menu
• Address Maintenance Subwindow
• Contact Maintenance Subwindow
• Customer Periods
• Customer Reports Selection
• Customer ScratchPad