Maintain Customer

Menu: Customer | Maintain Customer...

Introduction

• To keep the customer profile data such as addresses, telephone, fax, email, contact person, credit limits, credit terms, etc. In other words, it is your customer contacts list.

File:Customer-Maintain Customer-Browse.jpg

New Customer

• To create NEW customer, CLICK on NEW button. See screenshot below.

File:Customer-Maintain Customer-NEW.jpg

• You will get a blank form to be fill-in with the customer data.

File:Customer-Maintain Customer-NEW FORM.jpg

• You may start input the following fields:

Field Name	Explanation & Properties
Company	Input the customer billing company name. Field type : Alphanumerical Length : 100
Description 2 (UNDERLINE below Company)	An optional field recommended to input Chinese translated name, former company name, company register no, etc. Field type : Alphanumerical Length : 100
Control A/c	Select an appropriate Customer Control Account wish to be posted to GL when customer documents are created. Field type : Lookup from the Maintain Accounts (Special Type: Customer Control Account) Length : 10
Code	AUTO/MANUAL generate the Customer Code. Field type : Alphanumerical Length : 10
Cust Category	Categorize your customer for reporting purpose. Field type : Lookup from Maintain Company Category Length : 15

General

File:Customer-Maintain Customer-General Tab.jpg

Field Name	Explanation & Properties
Branch Name	You may maintain multiple set of addresses by differential the Branch Name. Default Branch Name: BILLING Field type : Alphanumerical Length : 100
Address (4 lines)	Input the company addresses. Field type : Alphanumerical Length : 40 (each lines)
Attention	Input the contact person. Field type : Alphanumerical Length : 70
Phone 1 & 2	Input the telephone no. Field type : Alphanumerical Length : 30
Fax 1 & 2	Input the fax no. Field type : Alphanumerical Length : 30
Email	Input the email. Field type : Alphanumerical Length : 60
Area	Select a default Area. Field type : Lookup from Maintain Area Length : 10
Agent	Select a default Agent. Field type : Lookup from Maintain Agent Length : 10
Currency	Select a default Currency. Field type : Lookup from Maintain Currency Length : 6
Credit Terms	Select a default Terms. Field type : Lookup from Maintain Terms. Length : 10
Credit Limit	Set the credit limit. (for non-Advance Credit Control module) Field type : Numeric
Statement	Select a default statement type, ie. Open Item or Brought Forward. Field type : Option Default : Open Item
Aging On	Select a default Aging type, ie. Invoice Date or Due Date. Field type : Option Default : Invoice Date
Price Tag	Set the price tag to the items. Field type : Lookup from Maintain Stock Price Tag. Length : 10

Note

File:Customer-Maintain Customer-Note Tab.jpg

Field Name	Explanation & Properties
Account Open Date	Creation date Field type : Date
Remark	This remark will show in Inquiry | Account Inquiry... For example, "Check payment refer to Ms Lee (012-345 67890)". Field type : Alphanumerical Length : 80
Biz Nature	Input customer business of nature. For example, Chemical Manufacturing, Car Service, etc. Field type : Alphanumerical Length : 100
Note	Record the customer knowledge base. You can use the "Date Stamp". Field type : Alphanumerical Length : Rich Text
Status	Active - Allow to create official documents and select to print Customer Statement. Inactive - Not allow to create official documents, but cannot select to print Customer Statement. Suspend - Not allow to create official documents, but can select to print Customer Statement. Prospect - Allow to create official documents and select to print Customer Statement. Pending - Allow to create official documents and select to print Customer Statement.

Sales Tax

Field Name	Explanation & Properties
Sales Tax Exemption No	Input the customer Sales Tax Exemption Account no. Field type : Alphanumeric Length : 50
Expiry Date	Set a Expiry Date. This will be tax exempted before the expiry date. Field type : Date

Edit Customer

• You can EDIT the customer, CLICK on EDIT button. See screenshot below.

File:Customer-Maintain Customer-EDIT.jpg

NOTE : 
1. User able to EDIT the customer data depends on the user access rights granted.
2. Any EDITING the system will be audited (logged) with changes made.

Save Customer

• You have to SAVE the customer data before can be used. See screenshot below.

File:Customer-Maintain Customer-SAVE.jpg

Delete Customer

• You can DELETE the unwanted customer data. See screenshot below.

File:Customer-Maintain Customer-DELETE.jpg

NOTE : 
1. User able to DELETE the customer data depends on the user access rights granted.

Customer Code Format

• Customer code can be AUTO generate or overwrite it manually. See screenshot below.

File:Customer-Maintain Customer-Customer Code.jpg

IMPORTANT : 
1. Every customer code is unique. 
2. If the system found there is an duplicate code trying to save, users will be notify by warning message.
See screenshot below.
  

• You can set the customer code format via Tools | Options...(Customer). See screenshot below.

• Explanation of the Customer Code Format:

• For example,

Company Name	Customer Control Acc	Format	Result
ABCD SDN BHD	301-000	%.1s-%.1s%.1d	3-A-1
ABCD SDN BHD	301-000	%.2s-%.2s%.2d	30-AB-01
ABCD SDN BHD	301-000	%.3s-%.3s%.3d	301-ABC-001
ABCD SDN BHD	301-000	%.4s-%.4s%.4d	301--ABCD-0001

Credit Control

• Credit Control use to control the customer outstanding within the specific overdue and credit limit given. See screenshot below.

File:Customer-Maintain Customer-Credit Control.jpg

IMPORTANT : 
1. Depends on the user access rights to the Customer Credit Control.
2. Override credit limit can be granted in the user access control.

Credit/Overdue Limit

• Credit limit is the limit to set based on the total outstanding.
• Overdue limit is the limit to set based on the overdue outstanding only.
• Tick "Add PD Cheque to Credit Limit" to include any post dated payment to increase the credit limit.

Exceed Credit/Overdue Limit

• Credit Control can be apply to the following document type :-

1. QT - Quotation
2. SO - Sales Order
3. DO - Delivery Order
4. IV - Sales Invoice
5. CS - Cash Sales
6. DN - Debit Note

• You have tick "Apply To" in order to set the further action (eg. unblock, block or override) to control the exceed credit and overdue limit. See screenshot below.

File:Customer-Maintain Customer-Credit Control-Exceed Credit Limit.jpg

Control Type	Action	ALLOW EXCEED
Exceed Credit Limit	Unblock	YES
Exceed Credit Limit	Block	NO
Exceed Credit Limit	Override	PASSWORD REQUIRED
Exceed Overdue Limit	Unblock	YES
Exceed Overdue Limit	Block	NO
Exceed Overdue Limit	Override	PASSWORD REQUIRED

Suspended

• You have tick "Apply To" any document type in order to tick the SUSPENDED.
• At the same times, you can input the suspended message to prompt to the user when they try to save the documents. See screenshot below.

File:Customer-Maintain Customer-Credit Control-Suspended.jpg