Customer Records hold details of each Customer, and also show the Account Balance, and their Turnover this year.

From this record window you can display and print details of all the Transactions that have been posted to this Customer, analysed in different ways. This is done by using some of the buttons at the top of the window, and the T/o YTD button.

Before you can insert a Customer who is to trade with an EU State or a Non-EU State in a foreign Currency, you must have set up the Trading Currencies, and then the Country records.

Code - Take great care when deciding the scheme that you use for identifying your Customers, as meaningful codes will be much easier for all those who use them. A simple scheme would be to use the first two characters of the Customer's name followed by a numeric suffix. Using the simple scheme mentioned above, staff could enter the first two characters of the Customer name and click on the Code button, to list all those Customers starting with those two characters. Clicking the Search button opens the Suppliers List.

Name - Enter the Customer Name

VAT drop-down menu - When you make a selection from this menu, the VAT window will open.

On Stop - This will be ticked if this Customer has been put 'On Stop’. It can be changed while in Edit mode.

The function of putting Customers On Stop or Off Stop, can be automated through the use of the Credit Control/Cash flow module. When entering Sales Orders, the system warns of Customers who are On Stop, and Orders cannot be processed.

Address, Email and Fax details - When you are inserting a Customer record, the details from these fields are copied automatically from this window into the first address on the Multiple Address window. Subsequent changes made to this address are always reflected in the first address on the Multiple Address window and vice versa. When you are unlocked to use Access Workspace, there is a Postcode Lookup function available.

Email - Clicking this button when there is an email address in the box beside it, will launch your email application with a message already carrying this address, so that you can easily send a message to this Customer.

When entering an email address, if the address is too long to fit in the box, click on the drill button, and an enlarged entry box will be displayed.

Once the Email address is showing on the main record and on the first address on the Multiple Address window, editing one will not change the other. This is to protect any changes you may have made to take advantage of the document defaults in both Sales and Purchase Ledgers. If required information is omitted, a warning message will be displayed when you save the record.

T/o YTD - this displays a subsidiary Turnover Summary and Drill Down window, where additional data may be entered, reviewed or changed.

Any Currency - Ticking this box will enable this Customer (if the Currency module is installed), to trade in any currency, including the home currency.

User Definable Keys for Sorting and Subtotalling.

Notes regarding this Customer.

The main Contact.

Here, you can record the Sort Code, Account Number, Account Name, and Bank Name. Additionally, where required, you can record a BACS Reference, IBAN Number, and/or SWIFT/BIC Code.

BACS Reference - If you have the Direct Debit unlock and you have Security Profile access, when you change the reference, on saving the system sets the Direct Debit Status to 'New AUDDIS Instruction' and you are prompted to initiate a new Direct Debit instruction; on responding yes, the system checks whether Bank details have been entered and you are prompted to complete any missing details.

SWIFT/BIC Code - These are ISO standard formats that are unique identifiers for international financial institutions. SWIFT (Society for Worldwide Interbank Financial Telecommunication), BIC (Bank Identifier Code), and IBAN (International Bank Account) are all ISO Formats; however, IBAN is earlier than SWIFT/BIC and is covered by a separate ISO Standard. The SWIFT/BIC Code is the agreed common format in implementing Single Euro Payments Area (SEPA) in the Eurozone. For further information and technical details you should see the ISO and the SWIFT websites.

This tab is only visible if you have the Direct Debit unlock and you have Security Profile access.

Collection Type - defaults to the selection made in Sales Ledger Options, but can be amended.

Status - when in insert/edit mode, select from the drop-down list to change the Customer's Direct Debit Status. When you have changed the status, on saving you are prompted to initiate a new Direct Debit instruction; on responding yes, the system checks whether Bank details have been entered and you are prompted to complete any missing details.

AUDDIS (Setup) Date - (read only) The label displayed is dependant on the Collection Type.

Days to elapse before first collection - defaults to the setting made in Sales Ledger Options, but can be amended.

Mandate ID / Date of Signature - insert as appropriate once the instruction has been set up.

Communications details.

User definable data fields.

Specifies the default delivery method for this customer's Documents. On this tab a Document Settings button opens a dialog window where you can set the Default Destination (default is Printer), Report Template (default is Standard), and/or Email Template for Invoice and Statement (default is set in System Email Templates).

Any Workflow Forms on the Record Window are displayed in a list pane at the bottom of the record window. If no WFF is attached to the record, the pane is not visible.

On most of the record list windows, e.g. Customer/Supplier, Analysis code, Project and Cost Centre, Stock item etc., the Insert button displays a simplified record window on which you can enter a basic new record 'on the fly'. e.g. for Customers:

It is important that records entered 'on the fly' are completed, or at least reviewed later, to ensure that all the necessary details have been entered and are correct.

When using an Access Workspace unlock and completing a record 'on the fly', there is a Postcode Lookup function.

You are able to browse through your existing records.

The Find button is used to search against 'key’ fields. These key fields are Code, Name, Post Code, Phone, Sort Key, or User Sort 1, 2, 3.

The Info window for records holds reference information about this record.

Any trading terms granted to your Customers, or granted to you by your Suppliers, should be recorded on the Terms window.

The Destination VAT function allows for a different VAT status to be given to each of the Customer Addresses.

Please see the Multiple Addresses and Postcode Lookup topics.

Click Profit to view a summary of the profitability of the business conducted with the Customer, Stock item, or Price Record.

Please see the CRM Entry topic.

Please see the Documents topic.

Please see the Correction on Records topic.

Please see the Members topic

This opens the Sales Analysis Transactions Enquiry window.

Clicking on the O/s Ords task displays an Enquiry window listing the orders that remain outstanding.

Aged Debt is a summary window which shows the selected Customer's Aged Analysis.