Special Buttons & Browses
[Clone] As with other files, you can also make a copy of the customer record you are editing by pressing the [Clone] button. This saves time by creating a new record with all the same field information as the clone source. All you have to do is supply a unique ID and press [OK] to save the new customer.
Fields
BILLING/SHIPPING TAB
| NAME | The name of this Customer. | ||||||||
| SEARCH NAME | The name you will use to search for this customer withshortcut when in the [Name] tab of the customer browse. The search name defaults to the ORGANIZATION field. Refer to the Choosing Search Names topic for information on selecting a proper search name. | ||||||||
| ID | A unique ID Simple Accounting uses to identify this customer record.
Please select carefully (or let Simple Accounting automatically assign this field for you) as this value cannot be changed once the record is saved! |
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| ADDRESS | This is the billing address. | ||||||||
| STATE | The two-digit state or province code. | ||||||||
| POSTAL CODE | There is room for a ten-digit code. Note, however that the lookup database only functions on five-digit United States Zip Codes. | ||||||||
| COUNTRY | A ten-character field to indicate the country of the customer for foreign accounts. | ||||||||
| PHONE # | The voice phone number of this customer location.
As with dates and other numbers, when entering an American phone number, there is no need to enter any formatting characters. For example, typing 88855512121234 is automatically converted into (555)-555-1212 x1234. |
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| FAX # | The fax phone number for this customer.
The area code of the PHONE NUMBER field is automatically entered for you. Simply type the seven-digit number and youre done! |
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| ALTERNATE PHONE # | Use this for the customer’s 800 or cell or modem phone number.
The area code of the PHONE NUMBER field is automatically entered for you. Simply type the seven-digit number and youre done! |
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| CONTACT |
The person to whom bills should be directed. This name appears on invoices, aging reports and envelopes by default. The name is subdivided into five separate fields: SALUTATION, FIRST NAME, LAST NAME, NAME SUFFIX and TITLE. The salutation would typically be, Mr., Mrs., Ms., Dr., etc., the title field is used to indicate the contact’s position with the company. This is not necessarily a record in the Contacts file. If you wish to add this record to the contacts file, you will need to press the [Contacts] button. |
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| INTERNET ADDRESS | Enter up to sixty characters with a URL.
Double clicking on this field will launch your internet browser to this URL. |
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| Enter an e-mail address of up to 60 characters.
Right clicking on this field will launch your e-mail program to send a message to this address. |
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| SALES TAX ID | Each customer must be assigned a default Sales Tax ID from your Sales Tax IDs Main Data File. This speeds data entry when entering Orders. Whenever you enter an Order for this customer, this ID will be the default. | ||||||||
| TERMS ID | The Terms ID for this customer which determine the date due and the discount available on each invoice created. When entering orders, this value will automatically appear as the default. Use the field lookup button to view available choices. | ||||||||
| SHIP VIA | The default delivery method for this customer. An order defaults to this ship via when you select this customer. This may be overridden for each order. | ||||||||
| CORPORATE ID | Use this field to group together several customers into a single corporation. Take the case of a large firm with several branch offices where each office does their own A/R and A/P. In that case you have separate Customer IDs for each branch, although you may often need to get information about all branches together. By assigning the same CORPORATE ID to all branches you can, for example, print a single forms management catalog (in FM HISTORY|Catalog) combining all customers with the same CORPORATE ID. You can also use this field in several other queries for customer reports to get a combined report for all customers belonging to the same blanket organization. | ||||||||
| FEDERAL TAX ID | The Customer’s sales tax reseller number, which is automatically inserted into new orders when available. Use this for tax exempt customers. | ||||||||
| STATUS | An eight-digit ID to help classify the customer. Valid IDs from the list of Contact Status ID are required.
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| STATEMENT TYPE | Determines the type of statements sent out to each particular customer:
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| CREDIT LIMIT | The current Credit Limit. The system will warn you if the current order plus all other open and invoiced orders is about to exceed this amount when you attempt to save the order. Set this value to 0 to bypass the warning. | ||||||||
| ORDER LIMIT | The system will warn you if a sale is about to exceed this amount when you are entering an order. Set this value to 0 to bypass the warning during Order Entry. | ||||||||
| MARK UP PERCENTAGE | This field automatically increases (or reduces) the entered sale price by a percentage for every new Line Item entered on orders for this customer. This allows the operator to enter standard prices for every customer but automatically adjust the totals for a customer’s invoices. This feature can be used to charge certain customers extra based on poor payment history, or conversely, to give your best customers an automatic discount. Leaving this field as zero defaults to no adjustment. A Line Item’s price is only adjusted upon their initial entry into an order; edited items are not marked up. | ||||||||
| FREIGHT MARK UP? | Determines whether or not Customer Shipping will be auto-populated from the Vendor Freight and, if it is subject to the Mark Up Percentage.
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| DISABLED | This box prevents the Customer from being selected for use in any new transactions or other records where a Customer ID is used. Existing transactions remain unaffected. | ||||||||
 DEFAULT SHIP TO |
Use this button to select a Site which is auto-populated for all new customer-related transactions such as Sales Orders.
Each Customer may be linked to an unlimited number of Ship To Addresses (Sites), which are managed from the Linked Sites button in the Customer Browse Toolbar. |
EMPLOYEES/NOTES/DATES TAB
| EMPLOYEE ID | The Employee ID for the salesman who handles this account. |
| EMPLOYEE ID #2 | The Employee ID for any second salesperson who would receive a commission split on this account. |
| EMPLOYEE ID #3 | The Employee ID for a third salesperson who would receive a commission split on this account. |
| EMPLOYEE ID #4 | The Employee ID for a fourth salesperson who would receive a commission split on this account. |
| Commissions | |
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| COMMISSION % #1 | The sales commission percentage for this customers EMPLOYEE ID. (This is only active if your Commission Method is set to Customer in SETUP|Sales & A/R Options). The commission displayed will be this percentage of the calculated profit. |
| COMMISSION % #2 | The sales commission percentage for this customers EMPLOYEE ID #2. (This is only active if your Commission Method is set to Customer in SETUP|Sales & A/R Options). The commission displayed will be this percentage of the calculated profit. |
| COMMISSION TABLE | Specify a default Commission Table to use for sales to this customer. |
| Forms Management | |
| ENABLED? | Determines if this customer is part of your Forms Management program. If so, Forms entered with this Customer ID can only be used on orders by this customer.Also, checking this box permits you to set up the customer for the Period Usage Summary function. This allows each Customer’s F/M Reports to be locked for each period. |
| STARTING FISCAL PERIOD | The starting month for this customers financial calendar. Determines when theMonth To Date and Year To Date usage fields will start over. Defaults to 1 (January). |
| STARTING DAY | The day of the month that begins the customers forms management cycle. If left blank, it is assumed that this is the first day of any month. |
| Categories | |
| CATEGORY #1 | This field is for reporting purposes only. It can be used to identify each customer by an area of product interest. Any eight-character description may be entered. |
| CATEGORY #2 | Similar to Category #1, this field is also for reporting purposes only. |
| CATEGORY #3 | Similar to Category #1, this field is also for reporting purposes only. |
| CATEGORY #4 | Similar to Category #1, this field is also for reporting purposes only. |
| SOURCE | An eight-character field to identify how the customer came to your business. You might use the following scheme to track the effectiveness of an advertising campaign. |
| INDUSTRY | The type of business to which this customer belongs. This field is used strictly for sorting purposes on reports and may be assigned any meaningful value. We suggest using the SIC code for applicable businesses. |
| ENTRY DATE | The date the record was created in Simple Accounting. At right you will also see the Employee ID who created the record. | LAST REVISION (read only) | The date the record was last updated. At right you will also see the Employee ID who made this edit. |
| Notes | |
| SALES NOTES | These are general notes about this customer. They are not printed on any documents. |
| BILLING/WARNING NOTES | These notes are here to warn data entry in the case of customers with special requirements or conditions. These notes pop up automatically whenever you add or change a Sales Order for the selected customer. |
MAIN CONTACTS/COST CENTERS/CREDIT CARDS/SUMMARY BILLING TAB
 Contacts |
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| SALES CONTACT | These buttons let you assign a default sales and billing contact to the customer. The Sales Contact will be the default attention line for any sales orders to this customer. |
| BILLING CONTACT | The Billing Contact will be the default attention line on all customer invoices and statements. |
| ON-LINE CONTACT | This Contact is considered the Administrator for users of Ollie |
| Summary Billing | |
| Summary Billing means that when you generate invoices for this customer, they do not print, but are saved as if they were printed. (See the note in Printing Customer Invoices for details.) When you wish you can then print a Summary Bill (usually monthly) from the Customer Browse [Print] button which contains the total for all invoices within a selected range of dates. | |
| ENABLE | Check this box to enable Summary Billing. |
| INCLUDE ALL CHARGES | Check this box if all invoiced charges applied to a summary bill should be included. Leave this box blank if you only bill for processing or handling fees and not for the shipped products themselves (for example if these are Customer Owned Products.) |
| STANDARD MONTHLY FEE | Enter a dollar amount here to include on each summary bill for providing this service. Leave this field blank if this does not apply to this customer. |
| Credit Cards | |
| CARD # | |
| EXPIRATION DATE | |
| CVW | |
| Linked Cost Centers | |
| Use this browse box to select the customer’s Cost Centers. | |
Last Revision: 11.6.2013
