Unlimited number of customers.
See all transactions immediately,
either current year or historical.
Search by code, name, or other criteria.
Multiple sub accounts. Send statements
to Head Office, invoices to branch.
Cash sales are seperate from debtors.
Seperate analysis of cash business.
Email documents or message to client.
Multi-level pricing, link to inventory.
Recurring monthly invoices.
Interest chargeable, allocate periods.
Multiple delivery addresses.
Credit limits, for effective credit
control at point of sale.
Close dormant or overdue accounts,
no unexpected sales to closed accounts.
Multiple discount system for different
categories, different discounts,
Monthly, weekly, or C.O.D. debtors
Commission on sales to salesperson.
Direct link to jobcards from customer.
Debits for a service provided,
can be set up against each customer,
and invoicing will take place
without further input of items.
Duplicate monthly recurring items
from one customer to another.
|Screen shot. [Colors, fonts, text and Icons, User configurable].|
|Customer record||Each customer has a unique record in the file, and all details, as well as several options that affect the way the program operates viz a viz the customer, are recorded here. Go to top of page|
|Code||Use an alpha numeric code here, preferably starting with the first three letters of the customer surname, e.g. SMI001 for Mr J. Smith, SMI002 for another Smith, etc. You can have as many customers as you want, and new customers will automatically be indexed. However, the search is case sensitive.|
|Account to||If this is a "master" account, where items are invoiced to other accounts, but the statement must be for this customer, showing the invoices from the sub accounts, use the word MASTER here, and on the sub accounts, put the code of this account to link to. Leave this blank if this a normal account, not linked to any other.|
|Name||You can type in the name here however you like. However, there is a search facility on name, which will show a lot of Mr. So and so, if you name the account Mr. So and so. If you want to search on name, put the surname first, then the Mr. X.Y.Z. However, in our experience, searching by code is more than adequate if done correctly, and you can enter the name as the way in which your customer would want to be addressed.|
|Address line 1||Normally, a street address.|
|Address line 2||Normally a postal box number.|
|Town/City||Normally the post office of your customer.|
|Postal,or Zip, code||The postal code should tell the postal authority whether to deliver to the street or box number.|
|Country||Not necessary for internal mail. In the Dental option, your client`s Practice number goes here.|
|Telephone number||include the dialling code, and remember international codes leave out the zero.|
|Contact||The name of the person you usually deal with. It has no significance in the program.|
|Area||Not necessary, but you can print reports using this area, so if you want reports of all sales in the New York area, enter a "NY" here, or "PA" or whatever.|
|Tax number||Some countries require the customer tax number on documents, usually, GST.|
|Enter your customer email address here.|
|URL: www.||The address of your customers web page, like http://www.greatmargins.com|
|Discount||This would be a "usual" discount, which can be overridden at point of sale. However, right click to find a differential discount system linked to this customer, linked to product categories, and this discount will override a standard one, but it can also be overridden at point of sale.|
|Total||This is the total amount owing by your customer. If a negative amount, you owe him the money.|
|Current||The value for the current month. Aging is done at the end of each month, when you do a "customer month-end" in Internal, Company Details, or a Weekly aging there. These value fields can only be accessed with a level 7 access code, as altering ANY amount will automatically throw thr trial balance out of balance, unless the relevant transactions are updated, too.|
|Thirty, or Last Week||The value for 30 days, or if a weekly or COD debtor, for last week When entering a receipt, you will be able to enter the payment against the correct period, which in most cases, is usually the oldest outstanding amount. We do operate an open item system which is easily accessable when entering the payment, to see all the outstanding invoices.|
|Sixty, or 2 weeks ago||The value for 60 days, or if a weekly or COD debtor, for 2 weeks ago.|
|Ninety, or 3 weeks ago||The value for 90 days, or if a weekly or COD debtor, for 3 weeks ago.|
|Over||The value for over 90 days, or if a weekly or COD debtor, overdue amounts.|
|Interest||Any interest charged by the program will be entered here, and calculations do NOT add interest to interest already charged, each month. When entering receipts, please make sure that any interest paid is correctly "aged" against this interest, as the program will not do that by default.|
|B/F||The amount brought forward from last month-end, i.e. what was owed at the end of the last month.|
|B/F year end||The amount brought forward from last year-end.|
|Sales price level||There are three sales prices against each product item, and this link will bring the relevant price from the stock card onto the invoice, when invoicing this customer. Default to 1.|
|Credit limit||You can specify a credit limit for the customer. A value of zero, by default, allows unlimited credit, but any other value will prevent invoices being posted which will take the customer above the limit.|
|Open/closed||You can close an account, disallowing any further sales to it.|
|Notice period||The notice period, 30,60,90, 120, will, if specified, cause the text from quotation number 000011 to be printed on the statement if the customer has an overdue amount in that period. You can edit this text at Files, Quotation, F6, to reflect "if you do not pay by whenever, further action, etc.etc.", or whatever you wish to say.|
|Interest||Either yes, charge interest, or not. If yes, this customer will be assessed for interest according to the next field, or by default when you process the interest charges each month, at Transactions, Sundry, Interest.|
|- Days||Inform the program at what period this account must be assessed for interest chargeable.|
|Discount type||There are two discount types, Sales or Settlement. The usual is Sales, but settlement involves adding an extra line to each sales invoice, showing the discount that can be deducted if paid within the specified time. What happens is that line items are added to the invoice, showing the normal discount, and all this discount is added back to the invoice with a special product code, specified on Internal, Company Control, Discount. When making the receipts, as open item, the invoices are checked by the operator, and either allowing or not, that discount.|
|Special month end||A special month end is not a very satisfactory arrangement for you, as it is better to age all debtors together, but a special month end will allow you to age a debtor seperately from the others, on a different day.|
|Contact date||Any date here will alert the message system to bring up the activated message on that date, (if loaded by the supervisor). If the message system is active, the supervisor has to tell the package to search all debtors for any messages, each day. The reason this is not automatic, is that some businesses have thousands of debtors, and it does not interrupt work flow if the supervisor does it.|
|Monthly ? Weekly, COD||By default, all debtors are monthly, but enter a 1 or 2 here for others.|
|Slow payer||This will just give you a warning when invoicing at point of sale, that this customer is generally, a "slow payer".|
|Commission to||You can link sales for this customer to a listed "operator", for the payment of commission. At point of sale, this operator will be designated, not as operator making the invoice, but as commission due. You can override this, if commission is not due.There are reports to list all commission payable.|
|Vehicle||For FMCG (fast moving consumer goods) distribution, you can list the vehicle here, (from the Jobcard File), on which this customer`s goods are usually loaded. This vehicle can be changed, without affecting this value, on any delivery note, at point of delivery, as can the loading order in which the load is placed.|
|Daily||For FMCG (fast moving consumer goods) distribution, you can list the days here, (MTWTFSS), on which this customer`s goods are usually supplied. Goods can be added to any day for any customer, even if this field is blank.|
|Loading order||For FMCG (fast moving consumer goods) distribution, you can list the loading order here, (use A to Z), in which this customer`s goods are usually loaded onto the vehicle. This loading order can be changed, without affecting this value, on any delivery note, at point of delivery, as can the vehicle on which the load is placed|
|Lines on order from||For FMCG (fast moving consumer goods) distribution, you can enter the number of lines you wish the order form to print for each customer. These are blank lines, printed after any standing orders, for you to enter orders received by phone.|
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