Maintaining customers (Subsidery ledgers)

Entering customers:

You can enter the information of companies or people to whom you are selling goods, basically which are your customers. You can also enter the information of the companies with whom you want to do your business. You can save all the information about our customers, like their names, addresses, shipping info, mailing address, last date of sale, history, mod of payment and terms, beginning balance etc.. To enter the customers’ information open maintain tab then select option “customer/prospects”.

A following window will open:

 This window requires the following information:

·         Customer ID, Name, Contact, Address, Web site, E-mail etc. This basic information is required by the General tab.

Every customer will be allocated the unique and separate ID, which can not be given to any other customer. And it can not be repeated for any other customer. After this write the name of the organization from which you purchase the material for your company in the ‘Name’ portion. In the space of ‘contact’ you can either write the name of the person to whom you are contacting in the particular company or the post/designation of the person in that company. As shown in the following figure:

 This all information is to be filled in the general tab.

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Three things which are compulsory to record the information of the customer are

1.      Customer ID.

2.      Name.

3.      The general ledger sales account (in the Sales Default tab)

General:

From this tab you can save basic information about the customer such as contact information, address, phone and fax numbers, sales tax code, and beginning balances, email website, customer type and current balance of the customer.

Sales defaults:

This tab let us set up unique sales transaction defaults for each customer record. This tab requires the following information:

Sales rep: sales representative that has a contact with the customer.

G/L sales account: This is normally an income account. When selling inventory items to the customers, this account refers to the sales account and inventory account.

Open P.O #: This is the standard purchase order number for the customers.

Ship via: For delivery select that which shipping you are using.

Terms: From this option you select the discounting terms you gave to your customers.

In the option of G/L account select the sales account as shown in following picture:

Payments Defaults:

Payment default let you set up the customized receipt of the each customer’s record. From this tab you can give the information about the payment methods of the customers either by the cheque or credit cards. Give the information required such as the card holder’s name address city, zip code, country, credit card number etc.

Custom fields:

These are used to store specific information for each customer, for example the reference, from who’s reference has this customer contacted us, or how many more people have become our customers through this person, or any other unique information about a customer.

History:

The history tab tells you about the whole history of the customers which you have saved already. This includes that since when is he a customer, last invoice date, last invoice amount, last payment date etc. you can only view the information when you have saved it. You can not change this information once you have saved.

It tells you about the customer that from how many time he or she is your customer. What is the last invoice date? What is the last payment date? Etc. after providing all the information about the customer click on the button ’save’ in order to save all the data about your customer.

Changing customer ID:

Now if you have written down the ID of your customer incorrect, the correction can be made. To change the ID just open the list, select that customer. Then press the button Change ID which is at the top of the window. But one thing that is to be remembered is that the button of change ID will be activated only if the customer’s old ID is written in the Customer ID box. If the Customer ID box is empty the button will be inactive until the Customer’s old ID is written. As shown below:

When the customer’s old ID is written in the box, then the button will be activated as shown in the figure below:

When you will click the button of “Change ID” a window will appear. In that window the option of current customer ID will be inactive. You can only enter the new ID and click the button “OK”. The ID will be saved automatically you don’t need to press the save button.

Deletion of any customer Account:

An account can be only deleted only its beginning balance is not entered. If the transaction is recorded in any customer’s account then the account can not be deleted.

To delete any customer’s account, select that customer and press the button “delete”. After clicking on the button delete a new window will open confirming that you really want to delete this customer? Click on the button OK your customer account will be deleted.