Creating a Customer Card

A Customer is a person, company, or other entity  whom you sold goods on credit to and agreed to receive payment for these goods.

Accounts Receivable are also known as 'Trade Debtors' or 'Customers'.

A Customer Card is where all transactions entered against that customer is logged and stored as an Invoice, Credit or Payment for further purposes.

The customer card only needs to be set up the once and access can be given to other users for further use.

Setting up a Customer Card.

1. From the Navigation Panel click "Relationships"
2. Click on Cards
3. Click "New" (top task bar)
   
   1. Enter "Card ID" - (Customer code)
      
   2. Enter Card Type.
   3. Card types are a means grouping Customers together for Contract Pricing, Reporting etc.
   4. Enter Customer "Name".
      
      
      
   5. Tick "Is Customer'
      
      
4. Click on Tab "Status"
   
   1. On Stop - If the 'On Stop' is flagged, any customer sales orders placed for that customer will automatically be put on hold, it then requires a user with appropriate permission to release the order.
   2. Account Closed - customer will not be visible when placing sales orders, customer misc debits, misc credits, payments.
   3. Credit card limit exceeed.  This is automated from the System and the flag will be on once the credit limit on the customer card has been reached if one is filled in.
   4. Last Sale Invoice Date.  This is automated from the System with date and time of the last sales invoice for that customer card.
   5. Last Customer Payment Date - is system generated date of the last date of the payment received.
   6. Last Purchase Invoice Date - this field is mostly empty except when the goods are delivered directly to the customer by the supplier.
      
      
5. Balances Tab within the Status Tab
   
   1. As you highlight each Customer the outstanding amounts show in the appropriate Ageing Period.  This is system generated.  Shows what the Customer owes for each month. A Total Amount as well as Overdue amount.
      
      
6. Click on "General" Tab and fill in the relevant fields -
   
   1. Select a "Charge to" - If the customer is from a branch you will select the head office, otherwise it defaults to the customer code.
   2. Enter "Parent Company Name"
   3. Enter "Trading As" Name.
   4. Enter "ABN" and "ACN" 
      
      
7. Click on the Tab "Bank Account" If you have the customers bank details
   Click on New, insert each Bank Account and assign the Primary Account accordingly
   
   1. Enter the Payee Name
   2. Enter the BSB
   3. Enter The Account Number
   4. Select "Customer Primary Account" Tick
      
8. Click on "Contracts" 
   From with in this tab, you can preview the contracts that have been set up for this customer card. Otherwise click on Link to maintain Contracts.
   
   
9. Click on "Addresses" tab . This tab controls and identifies various Customer Addresses.
   Eg below:
   
   
   
10. Click on "Contact" tab
    Contacts is a list of information about the people within a company and there roles and details.
    
    1. Click on 'New' to insert the people (contacts) within that company and there details.
    2. Enter name of the Contact
    3. Job Description of that Person
    4. Phone - for that contact
    5. Mobile - for that contact
    6. Fax
    7. Web Id
    8. Email Address - for that contact
    9. Tick the appropriate check box for the role of that Contact Person 
       See Example below:
       
11. Click on "Cases" tab
    Cases can be broken up into many categories eg:
    
    1. Scheduling Appointments
    2. Phone Calls logged
    3. Report on Problems
    4. Service Orders
    5. Sales Orders etc
       A Case can be inserted from within a Customer Card as well as from the Cases Icon. Click on the Link for further instructions.
       Cases
       
       
12. Click on "Settings" tab
    Click on "General Settings"
    The only fields that need to be reviewed are:
    
    1. Card Status: Identify the status of the Customer/Supplier Card
        
       Active - The card is valid and active. Transactions can be posted against the card.
       Closed - The card is closed. The card will not show up in the list and transactions cannot be posted to the card.
       Lead - The card could be a possible prospect and you could be considering contacting them.
       Legal - The card has been set to 'Legal' which means you are taken up legal action and no transactions will be posted against this card.
       Prospect - The card is a Prospect whom you are considering to contact.
    2. Discount from list - assign a value if you wish to give this customer a discount
    3. Tax Code - If a tax code is assigned to a card, then when Miscellaneous Debits and Credits are entered against this card, the tax code that is on the card will be drawn to screen as the default tax code. When placing a Sales Order/Shipment and a Purchase order/Invoice the tax codes are drawn from the product file.  
    4. Auto Email Invoices - if tick is on, the customer will be set to email invoices.

    5. Available on Point of Sale - if tick is on, this customer can be seen at POS

       
       

       Click on "Customer Settings" Tab enter the fields required for your company as per spread sheet below.

       

       Field	Type	Description	Default Value	Notes
       Customer Start Date	Drop Down(Select a Date from the Calendar)	This is a manually entered by the user if you wish to keep a record of the time you set up this customer.
       Customer End Date	Drop Down(Select a Date from the Calendar)	This is a manually entered by the user if you wish to keep a record of the time the customer is put on stop or account closed completely.
       Customer Contract Start Date	Drop Down(Select a Date from the Calendar)	If a start date is selected, this limits and filters the contracts that have been assigned to a customer. The system first of all looks at the date that is set up on the contract.
       Customer Contract End Date	Drop Down(Select a Date from the Calendar)	If a end date is selected, this limits and filters the contracts that have been assigned to a customer. The system first of all looks at the date that is set up on the contract.
       Sales Area	Drop Down (System Reference)	Regions assigned to sales reps. This can be used for reporting and can be populated on any customer window.
       Sales Person	Drop Down (System Reference)	Is the sales rep that is assigned to a customer card.
       Price Level	Number (1-10)	If a price level is assigned to a customer card that will be the default price level, however this price level can be overridden at time of entry of sale order.
       Carrier	Drop Down (System Reference)	Carrier to be used for deliveries/consignments for shipments to this customer
       Sales Group	Drop Down (System Reference)	Is the Sales Group assigned to the Customer Card. This can be used for reporting purposes.
       Cost Centre	Text			Yet to be implemented
       Tender	Drop Down (Tender)	Tender to be used when this customer is invoiced. If a tender is set the sale will automatically use this tender when finalised. If no tender is set, a tender selection screen will be shown.
       Customer Payment Terms	Drop Down (Payment Term)	Is the Payments terms that have been assigned to the Customer Card. Payment should be received from the customer upon these terms.
       Customer Credit Limit	Number (Dollar Value)	A credit limit is set for a customer card. If the credit limit is exceeded, any new sales for this customer will automatically be put on hold.
       Statement Delivery Method	Drop Down	How this customer prefers to receive their statement. Default = none, but you can choose 'email/fax' or 'print'.	None
       Invoice Mode	Drop Down	Manual Invoicing: Customer will receive one invoice per shipment, to be manually created some time after the shipment is finalised. Batch Invoicing: Customer will receive one invoice periodically, batching up one or many shipments. This process can be run manually each, or any other time period. (see Invoice Runs) Invoice Per Order: Customer will receive one invoice automatically once all lines on the sale order are fulfilled by shipments.	Manual Invoicing
       Customer Supply Type		Allocated - Ignore - In Stock - Priority - Quarantined -
       Maximum Shipments per Scale	Number
       Delivery Docket Report	Drop Down (Form Report)			Yet to be implemented
       Invoice Report	Drop Down (Form Report)			Yet to be implemented
       Add Extra Charge Product	Check Box			Yet to be implemented
       Orders on Web	Check Box			Yet to be implemented
       Customer Order Required	Check Box	Whether a customer order number is required before a Sale Order or Sale Shipment can be finalised.
       Print Invoice	Check Box			Yet to be implemented
       Back Order Allowed	Check Box		Checked	Yet to be implemented
       Show in Sales Reporting	Check Box	Whether this customer should be shown as part of any sales reporting. (Usually disabled for internal sales customers).	Checked

        

        

    Click on 'Customer Portal Users' Tab
    This is a view of all the Readysell 8 Users that have access to dial up the Web and connect to Readysell.  The 'User"  and 'Roles'  and "Permissions" have to be set up first. Ensure that the Role is set up in the Role Name of 'Web Service Consumer' and assign the Permission of Read only to this customer portal. Click on Links to set up Users,Roles and Permissions. Users Roles - New Staff Member Permissions (POS)
13. Click on "Schedule" tab
14. From within Schedule you can set up Reminders of different Events within the Calendar for the Card your setting up or reviewing.
15. Events can comprise of Cases, Cards, Service Orders and Reminders.
16. Click on the link for further instructions: Schedule
17. Searching for Balances, Customer Open items, Making Payments, Allocations and Movement click on Link Customer Payments - Paying Existing Open Items From Within Cards
18. Click on 'Tags' Tab. To set up a TAG please follow the link Tags