Create Customer Files

Note: The term ``Customers'', as used in BasicBooks Accounts Receivable, includes all those to whom you make sales and/or who owe money to you. Before you can enter invoices into the database or receive payments for those invoices you must have the customer's name on file. For purposes of the program the term ``customers'' is a catch-all term that can include not only those to whom you make sales but also anyone else who owes you money and from whom you will receive payments - whether the payment for an invoice or for some other purpose - even such things as mortgages, rents, loans, installment sales, etc. You may create files for as many customers as you wish.

Each customer must have a unique code for accessing the customer file and making entries for the customer. The first step in accessing a customer file is always to enter a ``Customer Code''.

To add a customer to the Customer Database;

Select:

Customer Database -> Customer Maint -> Create New Customer

Figure: Customer Code Entry

Creating Customer Codes

• Assign a unique code for each customer. Duplicate codes are not allowed. This code may be from 1 to 10 alphabetical and/or numerical characters. Assigning a Customer Code is the first step in creating a new customer. You will use this code to access each customer in all Accounts Receivable functions. (Tip: In creating a customer's code you can simply abbreviate the customer's name or, if you have several customers with the same or similar names, an easy-to-remember code is the first few letters of the customer name followed by the first few digits of the customer's street address.) When you need a customer code but don't know that code you can always click the Find button and see the complete list of customers. You can also search the customer Database by any part of the customer name after clicking the Find button.. Click OK when you have entered the code and advance to the ``Add New Customer'' widow.

Selecting Customers

You will use the same Customer Code entry box to access a customer file for all functions. If you know the Customer Code enter it and click OK. If you don't know a Customer's Code click the Find button to see a list of all customer codes. After clicking Find you can enter any part of the customer name in the Name Search Box that appears to see all customers with names containing the same letters you entered. Or, you can leave the box empty and click the Search button to see a list of all Customer Codes.

Creating the Customer File

Figure: Customer Maintenance Window

When the customer widow appears enter the relevant data. The only box required to be completed is the Customer Name. However, it is always a good idea to complete all fields. Printed customer lists will not be complete if other fields are left blank.

• Date Established - This is the date you created this customer and is today's date by default. It is automatically inserted. However, you may enter any date you wish in this box. You may also click the Calendar button to select a date.
• Taxable Status - If this customer is to be charged sales tax on purchases you should select a tax rate by clicking the down arrow by this box and then click the appropriate rate. (These are the rates you established in the Accounts Receivable Control File.) If the customer is not taxable click the (Y/N) box and press enter to change from Y to N, or reverse.
• Earned Discount Level - At this time this is a purely informational field and has no effect.
• Credit Rate - You may assign a credit rating to each customer. Credit ratings are whatever you want use that is meaningful to you. There is no standard format and this is for your information only.
• Credit Limit - You should assign a credit limit to each customer. When entering invoices for the customer, and in some reports, you will receive a warning if the purchase or customer balance causes the customer to exceed their credit limit.
• Credit Terms - If you put an entry in this box it will appear on the invoice entry widow for this customer. You may leave this blank.
• Default Accounts Receivable - The default Accounts Receivable account number and name from the Accounts Receivable Control File will be automatically inserted in this box when creating a new customer. You may enter a different account by double clicking on this box and selecting from the list of possible accounts. This account number will be automatically associated with all invoices, payments, and credits for this customer until it is changed. You can change this account number only if the customer's balance is zero.
• Default Sales Account - The default Sales Account number and name from the Accounts Receivable Control File will be automatically inserted in this box when creating a new customer. You may enter a different account by double clicking on this box and selecting from the list of possible accounts. This account number will be automatically associated with all invoices, payments, and credits for this customer until it is changed. You can change this account number at any time. You may also select different Sales Account numbers when entering invoices, payments, and credits.
• History boxes are provided to show the Total Due, the current Amount Overdue, and Total Purchases for the customer. You may enter the historical Total Purchases for the customer if you know the amount. You may not enter the Total Due, Amount Overdue, Payments Held O/A, or Credits Held O/A. These fields are automatically maintained by the programs.
  
  (Note: when first setting up Accounts Receivable you will probably have customers who have a balance outstanding. To record this balance in Accounts Receivable you should use the Invoice Entry function to enter this balance due just as though it was an invoice. Create an invoice which is in the amount of the balance due and enter it just as though it was a normal customer invoice. You may apply payments and credits to this balance amount as previous charges are paid or credited until the amount due is reduced to zero.)
• Payments and Credits Held On Account - You may not enter into these fields. These amounts are automatically maintained by the programs. ``Held on Account'' is for payments and credits which can not be immediately applied to customer invoices. If you are holding payments or credits for a customer at the time the new customer record is created enter these through the Payment Entry and Credit Entry functions just as you entered the outstanding balance for a customer in the step above.
• Largest Amount Charged - When creating a new customer you may make an entry into this field if you know the amount of the customer's largest past single purchase. This amount will be automatically updated any time the customer makes a single purchase for an amount larger than the previous largest single purchase.
• Contact Name and Comments - For your information purposes only.
• Click SAVE to save the new customer data.