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.

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How to Create New Customer

• Click the 'NEW' button.

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• Key in you customer's details

• 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

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. Brought Forward: Summary Statement Open Item: Detail Statement Field type : Option Default : Open Item
Aging On	Select a default Aging type, ie. Invoice Date or Due Date. Invoice Date: based on IV Date Due Date: Based on after due date(terms) 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

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
Reg No.(new)	Key in Company's Registration Number Field type : Alphanumerical Length : 80
(Old)	Use the magnifying icon to search for the registration number 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.

Tax

Field Name	Explanation & Properties
Default Tax	Select a default tax code based on customer
Tax Area	Not applicable to Malaysia/Singapore
Sales Tax Area	Key in Company Sales Tax Number
Service Tax Area	Key in Company Service Tax number
Exemption No	Input the Sales Tax Exemption no. received from customer Field type : Alphanumeric Length : 50
Expiry Date	Set a Expiry Date. This will be tax exempted before the expiry date. Field type : Date

Tariff Code Setting
This setting set to customer who has supply the taxable goods under the Sales Tax (Person Exempted from Payment of Tax) Order 2018.

Field Name	Explanation & Properties
Tariff	Add tariff code of taxable goods to be sold in exemption. You can find out your tariff code at <ahref="url"> http://mysstext.customs.gov.my/tariff/</a> Lookup: Maintain Tariff Related Topic Maintain Stock Item#Main_Header
Tax	Select an appropriate tax code falls under the Person Exempted in Schedule A, B, and C. Schedule A tax code : SEA Schedule B tax code : SEB Schedule C tax code : SEC1, SEC2, SEC3, SEC4, SEC5 Lookup from Maintain Tax

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Press 'SAVE' button once you are done

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After Saving, you should see all your customer's information on this screen

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Edit Customer

• If you want to make some changes in your customer details. click the 'EDIT' button

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.

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Delete Customer

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

NOTE : 
1. Ability to DELETE customer depends on the User Rights given to user.

Customer Code Format

• Customer code are generated AUTOMATICALLY after pressing the SAVE button

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

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Credit Control

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

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.

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.

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See also

• Maintain Tariff
• Maintain Tax
• Maintain Supplier
• Maintain Stock Item