Creating a customer record
The Customer master record is an integral part of the invoicing system. You use information from the record to create repair orders and bill customers for parts and services provided. You must create a customer master record for to bill the customer.
To create a customer master record:
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Go to Menu > Masters > Customers.
The Customers page opens. -
Click Add New in the upper-right corner of the page.
The Add New Customer pop-up window opens. The Required Info tab is open by default. -
Enter the new customer’s ID in the Customer Number field and press TAB.
You can now complete the Customer Information and Address sections of the Required Info tab.Note: You can enter up to 12 characters for the customer ID.
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In the Customer Information section, complete these fields:
Required field: *Field Definition Name *
Customer’s name
Customer Type *
Customer type
Default value is STANDARD.
Note: Your company determines the options available in this field.
Currency
Customer’s default currency (such as US$, CN$)
Note: This field is required if you enable the Multi-Currency feature.
Price Table *
Pricing strategy used to charge parts, labor, services, vendor parts, fuel tickets and miscellaneous charges on an invoice for the customer
Payment Method
Customer’s default payment method, such as Cash, Visa, Mastercard, or Discover
Federal Tax Identification Number
Customer’s Federal Tax ID (reference only)
Customer DOT Number *
Customer DOT Number
Note: This field is required only if the
Require Customer DOT NumberApplication option is set to YES. -
In the Address section, complete these fields:
Required field: *Field Definition Address 1 *
Customer’s physical address
This address prints on invoices generated for this customer.
Address Line 2
Customer’s secondary physical address (for example, Suite 300)
City *
Customer’s city location
State *
Customer’s state location
Zip Code *
Customer’s ZIP/postal code
County
Customer’s county location
Country
Customer’s country location
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Click Next.
The Optional Info tab opens. The tab shows the Contact pane. -
If you want, you can complete these fields:
Field Definition Phone
Customer’s phone number
Ext.
Customer’s extension, if applicable
Fax
Customer’s fax number, if applicable
Email
Customer’s email address
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Click Save.
The Add New Customer pop-up window closes. The Customers page Definition tab shows the information you just added. -
Complete the Settings section.
Note: The Settings section covers the customer’s account-related settings.Field Definition Terms
Customer’s terms (such as Net 10, Net 20)
Default value is blank.
Note: Your company determines the options available in this field.
Receivables Account
Separates customers within a single receivables account
Default value is blank.
Require PO
Determines if a customer purchase order is required when a repair order or direct sale invoice is created for this customer
Options are:
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NO (default)
A purchase order is not required. -
YES
A purchase order is required.
Suspend Service
Suspends this customer’s maintenance service
Options are:
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NO (default)
The customer’s maintenance service is active. You can create repair orders. -
YES
The customer’s maintenance service is inactive. You cannot create repair orders. If you try to create a repair order, the program gives you an error message stating that the customer’s service is suspended.
Tax Exempt
Determines if the customer is tax-exempt
Options are:
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NO (default)
The customer is charged tax on goods and services. -
YES
The customer is not charged tax on goods and services.
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Complete the Enforce Credit Limit field.
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If you select YES, the program will enforce any credit limit set for POs and ROs.
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If you select NO, the program will not enforce credit limits.
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Click Save.