Customer Tutorial

Overview#

Customers are those companies or individuals that you invoice for sales or services rendered. You may add an unlimited number of Customers to your database. Provision is made to add multiple contact people to customer records and to specify their positions. Documents and correspondence are always emailed to a Contact Person linked to a customer.

💡These tutorials explain how to add and edit customer details and related functions such as job positions, categories and regions. It also explains how to create a new contact.

How to Create a Customer Record#

Before Adding a Customer#

1. Navigate to Customers.
2. Set the Date Filter to No Date and click View to display all records.
3. Use the Search Bar and enter the name of the customer or part thereof.

How to Create a Customer#

1. Navigate to Customers.
2. Click New (button) and fill in the details as follows:
   1. Name = Enter the customer's Trade Name.
   2. Reg. as = Enter the customer's Registered Name.
   3. Category = Select a category from the dropdown list.
   4. Region = Select a region from the dropdown list.
   5. Rep = Select a rep from the dropdown list.
   6. VAT No. = Enter the customer's VAT Registration Number.
   7. Website = Enter or paste the customer's website URL.
   8. Telephone = Enter the customer's telephone number.
   9. Postal Address = Enter the customer's postal address.
   10. Street Address = Enter the customer's street address.
   11. Note = Enter any note about the customer (optional).
3. Click Contacts (tab).
   1. Click Add Contact (button) and fill in the details on the popup as follows:
      1. Title = Enter the person's title.
      2. First Name/s = Enter the person's first names.
      3. Surname = Enter the person's surname.
      4. Display as = Enter the name by which the person is known.
      5. Company: This field is prefilled with the name of the customer.
      6. Position = Select a position from the dropdown list.
      7. Location = Select a location from the dropdown list of addresses.
      8. Email = Enter the person's email address.
      9. Mobile = Enter the person's mobile phone number.
      10. Tel = Enter the person's office phone number.
      11. SMS = Enter the number on which the person can receive an SMS.
      12. Birthday = Select the contact's birthday on the calendar.
      13. Note = Enter any note about the contact (optional).
   2. Repeat Step 3.1 to add more contacts. (To delete a contact: right-click the contact and select Delete.)
4. Click Street Addresses (tab).
   1. Click Add Street Address (button) and fill in the details on the line that appears as follows:
      1. Reference = Enter a name for the address (e.g. Office, Postal)
      2. Line1 = Enter the first line of the address.
      3. Line2 = Enter the second line of the address.
      4. City = Enter the name of the city.
      5. State / Province = Enter the name of the province, state or similar.
      6. Country = Enter the name of the country.
      7. Code = Enter the postal code.
      8. Latitude = Enter the latitude coordinates.
      9. Longitude = Enter the longitude coordinates.
      10. Km = Enter the distance between your office and the customer's office in km.
      11. Checkbox = Check the box if this is the customer's default address.
          • Note: All the fields are optional, use them as you see fit.
          • Note: You can delete an address by clicking the menu in the last column to display an X, and then clicking the X.
5. Click Accounting (tab) and fill in the details as follows:
   • Note: The setting Customers Accounting – Access Allowed determines whether you can see this tab.
   1. Status = Select a Status from the dropdown list.
   2. Contact = Select the Accounts Contact person (e.g. the person you would email the invoices to) from the dropdown list.
   3. Contact (Statements) = Select the person who you must email the statements to from the dropdown list.
   4. Code = Click the three dots (...) in the block (on the right) and click Yes (button) when asked to generate a new field to create a code. The code uses the first three letters of the name followed by three numbers (e.g. QUI001). Alternatively, type your own code in the block.
   5. Vendor No. = Enter the customer's vendor number.
   6. Reg No. = Type the customer's registration number.
   7. VAT Type = Select a VAT Type from the dropdown list.
   8. VAT No. = Enter the customer's VAT Registration Number.
   9. Currency = Select the customer's currency from the dropdown list.
   10. Credit Terms = Select the customer's credit terms from the dropdown list.
   11. Credit App. = Select the date of the customer's credit application from the calendar.
   12. Credit limit = Type the customer's credit limit.
   13. Secured limit = Type the customer's secured credit limit.
   14. Billing Method = Select the customer's billing method from the dropdown list.
   15. Price List = Select a Price List from the dropdown list.
   16. Debit Order Bank Detail = Complete the bank details if your customer pays by debit order.
       1. Bank = Enter the name of the customer's bank.
       2. Branch No = Enter the branch code of the customer's bank.
       3. Account No = Enter the customer's bank account number.
   17. Default Adjustments = Enter a number (e.g. 20 for 20%) in the blocks provided to set default markups for the customer as follows:
       1. Trans Items Adj% = Enter the default adjustment to apply to Transaction Items and General Estimates that use Sell Prices.
       2. Estimates – Overall Adj% = Enter the default adjustment to apply to general estimates (that is, Estimate Items on transactions).
       3. Estimates – Materials – Adj% = Enter the default adjustment to apply to material items on estimates. This adjustment only applies to estimates that are created from Estimate Types.
       4. Estimates – Services Adj% = Enter the default adjustment to apply to service items on estimates. This adjustment only applies to estimates that are created from Estimate Types.
       5. Estimates – Outwork Adj% = Enter the default adjustment to apply to outwork items on estimates. This adjustment only applies to estimates that are created from Estimate Types.
   18. Warning (Display on Transactions) = Enter a warning that will appear on transactions (e.g. Customer Invoices).
6. (optional) Click Attachments (tab): 
   1. Click Add Attachments (button) and fill in the details as follows:
      1. Description = Enter a description for the attachment (e.g. Credit Application).
      2. Type = Select a type from the dropdown list (Document, File, Link or Image).
      3. URL/Filename = Paste the URL in the block or click the three dots (...) inside the block and browse your local network. Click the file to upload and click Open (button).
      4. Click Save (button).
      5. Click Close (button).
7. Click Save (button) on the top row of buttons if not greyed out.

How to Edit Customer information#

1. Navigate to Customers.
2. Set the Date Filter to No Date and click View to display all records.
3. Use the Search Bar to find the customer.
4. Double-click the customer's record to open it.
5. Make the necessary changes (see How to Create a Customer Record for information on the fields).
6. Click Save (button).

How to Activate a Customer#

1. Navigate to Customers.
2. Set the Date Filter to No Date and click View to display all records.
3. Use the Search Bar to find the customer.
4. Double-click the customer's record to open it.
5. Click Accounting (tab).
6. Next to Status, select a status from the dropdown list that is Active or similar (e.g. occasional).
7. Click Save (button).

How to Create or Edit Categories#

1. Navigate to Customers.
2. Click Menu (button) > Edit Categories.
3. Edit any of the names or click Add (button) and enter a new name in the Name column.
4. Click Save (button).
5. Close the popup using the X in the corner.

How to Create or Edit Regions#

1. Navigate to Customers.
2. Click Menu (button) > Edit Regions.
3. Edit any of the region names or click Add (button) and enter a new region name in the Description column.
4. Click Save (button).
5. Close the popup using the X in the corner.

How to Create or Edit Positions#

1. Navigate to Customers.
2. Click Menu (button) > Edit Positions.
3. Edit any of the positions or click Add (button) and enter a new position in the Description column.
4. Click Save (button).
5. Close the popup using the X in the corner.