Maintain Customer

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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.
Customer-Maintain Customer-Browse.jpg


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New Customer

  • To create NEW customer, CLICK on NEW button. See screenshot below.
Customer-Maintain Customer-NEW.jpg


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

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

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.


Tax

Customer-Maintain Customer-Sales Tax Tab2.jpg
Field Name Explanation & Properties
Default Tax
  • Select a default tax code based on customer
Tax Area
  • Not applicable to Malaysia/Singapore
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
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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Edit Customer

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


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Save Customer

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


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Delete Customer

  • You can DELETE the unwanted customer data. See screenshot below.
Customer-Maintain Customer-DELETE.jpg
NOTE : 
1. User able to DELETE the customer data depends on the user access rights granted.


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Customer Code Format

  • Customer code can be AUTO generate or overwrite it manually. See screenshot below.
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.
Customer-Maintain Customer-Duplicate Code.jpg


  • You can set the customer code format via Tools | Options...(Customer). See screenshot below.
Customer-Maintain Customer-Customer Code Format.jpg


  • Explanation of the Customer Code Format:
Customer-Maintain Customer-Customer Code Format2.jpg
  • 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.
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.
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.
Customer-Maintain Customer-Credit Control-Suspended.jpg


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See also