OVERVIEW
On selection of any Customers menu function, the Customer Maintenance window will open.
The window contains six panes of customer details with a series of common control buttons at the bottom of the window
File Path
Masters > Customers > View
This file path takes you to the Customer Maintenance window. This window has six tabs.
Business tab
Customer code
Unique customer identification code.
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.
Link icon
Click to view any linked external files. Hold the shift key down and click to create a new file link for the record.
Company name
Customer company name.
Do not use tick box
Tick this box to indicate this customer should not be used.
Index 1
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.
Description
Index code, scrap reason, QA test or Incoterm description.
Show button
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.
Pop Up List
This shows a list of all Customer Index 1 codes.
Index 2
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.
Description
Index code, scrap reason, QA test or Incoterm description.
Show button
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.
Mkt project
Default marketing project. See the Marketing Data Maintenance window help for more details of Marketing Project codes and their use.
Description
Index code, scrap reason, QA test or Incoterm description.
Show button
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
User reference index code.
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
Language code.
For details of the Language Swap system for which this can be used see Introduction to the Language Swap System.
Language swap icon
Click to open the language swap Maintenance by Record or file window, as applicable, to translate available text in to swap languages.
Address and contact field
The selected address and contact, the default when first read. You can change this in the Addresses pane and 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:
The Print Standard Letter option 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
Last modified date and time of values.
Last modified
Last modified date and time of master data.
Last modified by
Last modification of master settings user.
View or Add to Marketing button
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.
Next and Previous Customer Code icons
Finds the preceding and next value of the field alongside. By repeatedly clicking you can cycle through the file. After the files last record, an audible tone will sound and the first record on file will be found.
Revert to Saved button
To revert any changes to the previously saved version.
Save as Shown button
To save the changes you have made to the data file.
Cancel button
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 button
The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.
Addresses Tab
Default address and alternative addresses. Some address-specific defaults such as Tax Regime are also maintained here.
Addresses are maintained in the Address Maintenance Subwindow.
Contacts tab
Contact details for the address selected.
Contacts are maintained in the Contact Maintenance Subwindow.
Financials Tab
These show the financial arrangements with the customer.
Tax I.D
Customers tax identification.
EORI I.D
Customers EU Economic Operators Registration Number.
Payment days
Payment days for SOs.
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.
SO Currency
Default currency code for sales and A/R.
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.
Quick pay discount
Quick payment discount normally applied to SOs.
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 tick box
Default SOs to No invoice on dispatch.
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
Default posting account prefix (if left blank will be part account prefix).
Default sales posting cost centre
Default posting account suffix (if left blank will be part account suffix).
Alternative ledger posting customer
Alternative account for A/R ledger postings.
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 controls
All SO tick box
Stop all sales orders and jobs flag.
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.
All Dispatches tick box
Stop all dispatches flag.
This checkbox is used to prevent any sales dispatches for the customer, regardless of their credit status.
SO if over credit limit
Stop sales orders and jobs if over credit limit flag.
If the checkbox is checked, the sales orders and jobs cannot be saved if the outstanding order value would exceed the customer’s credit limit. Quotations and Estimates are unaffected.
Dispatches if over credit limit
Stop dispatches and job issues if over credit limit flag.
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.
Status
Credit limit UK£
Credit limit (including tax) in local currency.
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.
Outstanding invoice value UK£
Current account balance in local currency (including tax).
On-order value (excl. tax) UK£
Current on-order value (exclusive of tax) in local currency.
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 UK£
Current account balance in default currency (including tax).
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.
Sales Values in UK£ for Periods: (excluding tax)
See the Customer Periods sub window for details.
Drill down icon
Double click on data to drill down to details.
Group Discount % Rates
Discount 1-20 Descriptions
Discount class 1 to 20 description.
These descriptions are maintained in the File — System Manager Company Details Maintenance window, Descriptions tab pane.
Discount 1-20 rates for the customer
Discount class 1 value.
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.
Text Tab
Texts for the customer.
Comments
Comments text.
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
Payment terms for SOs.
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
Special sales order unique text.
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
Standard sales text for SO header.
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 button
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
This is the text chosen by the value shown in the list of alternative.
Standard Text list
List of all standard texts.
Banking and Others tab
Banking details and other information for the selected customer.
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.
Branch
Customers bank branch.
Sort Code
Customers bank sort code.
Account number
Customers bank account number.
Reference
Bank reference.
Flag
Bank flag.
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 Field 1
User character field 1 (single character)
User Field 2
User character field 2 (4 characters).
User Field 3
User character field 3 (18 characters).
User Field 4
User character field 4 (30 characters).
Export or Import Customer
Opens the Customer Master and Related Export and Import window in which you can export a customer and its related master records or import from an export file from another datafile.
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Compiled in Program Version 6.00. Help date last modified on 14 March 2023
Class wcusedit (Customer Maintenance) last modified 25 May 2022 FP: Masters > Customer > View