Customer Maintenance /
Customer Inquiry
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Enter the customer number representing the customer to add or maintain, or click the Lookup button to list all customer numbers.
Alternately, start typing a customer name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the customer number will appear in the field.
If divisions are set up in Accounts Receivable Options, the first two characters of the customer number must represent a division number.
If the Accounts Receivable Divisions check box is selected in Account Receivable Options, you can enter up to nine characters.
Enter....
If....
0212345
the division number is 02 and the customer number is 12345. When this customer number is entered, it appears as 02-0012345.
02ACMEAIR
the division number is 02 and the customer number is ACMEAIR. When this customer number is entered, it appears as 02-ACMEAIR.
Note: If divisions are not set up and you enter ALL as the customer number, you will not be able to enter a record for this customer in Line Item Commission Maintenance.
If the customer is on credit hold or has exceeded the credit limit established, the Customer Credit History window appears automatically. If this task is accessed from the Customer Maintenance button in Sage CRM, the customer number can only be viewed.
Click the Next Customer Number button to automatically increment the customer number for a new customer. The Next Customer Number button is available only if the Auto Increment Customer Number check box is selected in Accounts Receivable Options. If divisions are enabled, the Division No. for Next Customer No. window appears after clicking the Next Customer Number button.
Click the Memo button to view, create, or maintain memos. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.
Type the customer's name. You can type up to 30 characters.
You must enter a name in this field before selecting the Relate to Sage CRM check box. If you have customer records with a blank Name field when the Relationship Management Wizard is run, and you elect to create new records when no match is found, you may have duplicate records created.
If the Sage CRM Prospects customer number is entered in the Customer No. field, this field can only be viewed. In Customer Inquiry, this field can only be viewed.
1. Main
Enter the customer's address. Click the Map button to view a map of the location in your Web browser.
In Customer Inquiry, this field can only be viewed.
ZIP Code
Enter the ZIP Code.
Enter a new ZIP Code to add it using ZIP Code Maintenance (On the Fly).
In Customer Inquiry, this field can only be viewed.
In Customer Inquiry, this field can only be viewed.
Enter the name of the city. If a known ZIP Code is entered, the city name automatically appears.
In Customer Inquiry, this field can only be viewed.
Enter the state abbreviation. If a known ZIP Code is entered, the state abbreviation automatically appears.
In Customer Inquiry, this field can only be viewed.
Enter the country code, or click the Lookup button to list all country codes. If the ZIP Code field is entered, the country code automatically appears.
Type a new country code to add a country code using Country Code Maintenance (On the Fly).
In Customer Inquiry, this field can only be viewed.
Select this check box if this customer's address is a residence. Clear this check box if this customer's address is not a residence.
In Customer Inquiry, this field can only be viewed.
Enter the salesperson number for the salesperson who regularly sells to this customer, or click the Lookup button to list all salesperson numbers. The salesperson number entered appears when you enter data for this customer, and can be overridden.
If the Accounts Receivable Divisions check box is selected in Accounts Receivable Options, the division prefix of the salesperson defaults to the division prefix of the customer. This field appears only if the Salesperson Commission Reporting check box is selected in Accounts Receivable Options.
If divisions are not set up and you enter ALL as a salesperson number to create a salesperson on the fly, you will not be able to enter a record for that salesperson in Line Item Commission Maintenance.
Type a new salesperson code to add a salesperson using Salesperson Maintenance (On the Fly).
Click Split Comm to access the Customer Split Commission Maintenance window, which allows you to enter percentages used to distribute sales order and Sales Order invoice commissions for up to five salespersons.
Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.
In Customer Inquiry, this field can only be viewed.
Enter the name of the person to contact regarding billing or invoice payment, or click the Lookup button to list all contact codes for this customer.
Type a new contact to add a contact using Customer Contact Maintenance (On the Fly).
Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.
In Customer Inquiry, this field can only be viewed.
Enter the customers telephone number starting with the area code.
In Customer Inquiry, this field can only be viewed.
Type the customer's extension number. In Customer Inquiry, this field can only be viewed.
Type the customers fax number starting with the area code. The fax number entered defaults to data entry windows, such as Invoice Data Entry. Invoice History Inquiry displays the fax number if it existed on the original invoice before the update.
In Customer Inquiry, this field can only be viewed.
Note The fax number must include the area code to process a fax.
Type the customer's e-mail address. Use a semicolon ( ; ) to separate multiple e-mail addresses. Click the E-mail button to launch your
In Customer Inquiry, this field can only be viewed.
Click Paperless to define electronic delivery options for invoices, statements, sales orders, and RMAs. For more information, see Paperless Office Delivery Options.
Type the customer's URL address. Click the Web Site button to view the Web site in your Web browser.
In Customer Inquiry, this field can only be viewed.
Enter a terms code for the customer, or click the Lookup button to list all terms codes. An entry in this field is required. The default terms code is 00 for no terms.
Type a new terms code to add a term using Terms Code Maintenance (On the Fly).
Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.
In Customer Inquiry, this field can only be viewed.
Enter the shipping method to use (UPS or air freight). If the Sales Order module is integrated with Accounts Receivable, click the Lookup button to list all shipping codes.
Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.
For more information, see Shipping Rate Maintenance.
In Customer Inquiry, this field can only be viewed.
Enter the location code to use as the primary ship-to address for the customer. If the Sales Order module is integrated with Accounts Receivable, click the Lookup button to list all ship-to codes for the customer.
In Customer Inquiry, this field can only be viewed.
Enter the tax schedule to use for the customer selected, or click the Lookup button to list all schedules. The sales tax information should be entered for each customer, even if the customer has a tax exemption number, so that nontaxable sales can be reported.
Type a new tax schedule code to add a tax schedule using Sales Tax Schedule Maintenance (On the Fly).
Click Exemptions to open the Tax Exemptions Maintenance window. This task is available only if a tax schedule is defined.
Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.
In Customer Inquiry, this field can only be viewed.
Type the tax exemption number. This field is available only if the Sales Tax Reporting check box is cleared in Accounts Receivable Options.
Select this check box if the customer is on credit hold. When the customer number is entered during Invoice Data Entry, the Customer Credit History window appears, along with a CUSTOMER ON CREDIT HOLD message. The ON CREDIT HOLD message appears on the Aged Invoice Report, Cash Expectation Report, Customer Sales Analysis, and Trial Balance Report. Clear this check box if the customer is not on credit hold.
In Customer Inquiry, this field can only be viewed.
Enter the credit limit amount to assign to this customer, or click the Calculator button to enter an amount using the calculator. If no credit limit is assigned, enter zero. You are alerted during Invoice Data Entry when a customer's balance exceeds the credit limit established in this field. This option is available only if Customer's Credit Limit Only, Aging Category Only, or Both is selected in the Credit Limit Checking field in Accounts Receivable Options.
In Customer Inquiry, this field can only be viewed.
2. Additional
Type a comment regarding this customer. You can type up to 30 characters. In Customer Inquiry, this field can only be viewed.
In Accounts Receivable Options:
If Mixed is selected in the Open Item or Balance Forward field, select this check box to use the Open Item billing method for this customer. Clear this check box to use the Balance Forward billing method.
If Open Item is selected in the Open Item or Balance Forward field, this check box appears selected and is skipped.
If Balance Forward is selected in the Open Item or Balance Forward field, this check box appears cleared and is skipped.
Note You cannot change the status of an open item customer if open invoices exist for the customer. Balance forward customers cannot be changed to open item customers if there are open invoices for the customer. If a customer is changed from an open item customer to a balance forward customer, during period-end processing all invoices for the customer become balance forward in that period.
In Customer Inquiry, this field can only be viewed.
Select this check box to enable the current customer for processing with the eBusiness Manager module. Selecting this check box classifies the customer as a .order customer. Clear this check box if you do not want to enable the current customer for processing with the eBusiness Manager module. This field is available only if Active is selected in the Customer Status field and the eBusiness Manager module is installed.
In Customer Inquiry, this field can only be viewed.
Select a customer status.
Select Active to indicate this customer is active.
Select Inactive to indicate this customer is inactive.
Inactive customers are those customers that have stopped placing orders or who are seasonal customers, but for whom you want to keep the customer's information and history. When attempting to inactivate a customer that cannot be changed to Inactive, a message appears. Clicking Details will open the Inactive Status Exception List window with a list of reasons.
Customers cannot be changed to Inactive for the following reasons:
If repetitive invoices, finance charges, invoices, and cash receipts exist for the customer.
If the customer is a bill-to customer for a sold-to customer.
If Accounts Payable from Accounts Receivable clearing entries exist for the customer.
If the customer is Internet enabled for eBusiness Manager.
If jobs, billings, and estimates exist for the customer in Job Cost.
If projected demands exists for the customer in Material Requirements Planning.
If receipts and returns exist for the customer in Return Merchandise Authorization.
If sales orders and invoices exist for the customer in Sales Order.
An inactive customer cannot be used in some data entry windows. A message appears stating that the customer is inactive and cannot be used. For a list of data entry windows, see the Display Inactive Customers in ALE Lookups field in Company Maintenance.
Select Temporary to indicate a temporary customer.
Temporary customers are those with whom you do not expect to do repeat business. During period-end processing, temporary customers with a zero balance are removed from the Customer file based on settings in Accounts Receivable Options. If the Retain Temporary Customers with Paid Invoices check box is selected, and the paid invoices for the customer are older than the value in the Days to Retain Paid Invoices field in Accounts Receivable Options, the paid invoices and temporary customer are purged during period-end processing. If the Retain Temporary Customers with Paid Invoices check box is cleared for a zero-balance temporary customer, the invoices and customer are purged regardless of the number of days to retain paid invoices.
This feature is designed to help preserve file space by eliminating unnecessary records. Temporary customers are retained in the Customer file if a balance remains, or if there are any repetitive invoice entries or open sales orders on file. All permanent customers are retained until intentionally deleted, regardless of the account balance. This option is available only if the Internet Enabled check box is cleared.
In Customer Inquiry, this field can only be viewed.
Enter an inactive reason code or click the Lookup button to list all inactive reason codes. This field is available only if Inactive is selected in the Customer Status field.
Type a new inactive reason code to add an inactive reason using Inactive Reason Code Maintenance (On the Fly).
Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.
In Customer Inquiry, this field can only be viewed.
Enter a price level code to use to establish quantity level discounts. This field can only be viewed, unless the Sales Order module is integrated with Accounts Receivable.
The price level entered in this field will be the default price level used in sales orders and Sales Order Invoice Data Entrywhen price levels set up in Price Level by Customer Maintenance do not apply.
In Customer Inquiry, this field can only be viewed.
Select the payment type to use as the default choice for sales orders and invoices. Before selecting Credit Card or ACH, you must enter a credit card or ACH account as the primary payment method.
In Customer Inquiry, this field can only be viewed.
Enter the discount rate to establish different discount schedules. This field is for reference purposes only, unless the Sales Order module is integrated with Accounts Receivable. If the Sales Order module is integrated, this field is used to default the discount rate into data entry windows if a customer is selected in the Customer No. field.
In Customer Inquiry, this field can only be viewed.
Enter a finance charge/rate for this customer. If Fixed is selected in the Computation Method field in Accounts Receivable Options, the standard fixed amount previously entered appears. If Percent is selected in the Computation Method field, the standard percentage rate previously entered appears. This field is available only if Fixed or Percent is selected in the Computation Method field in Accounts Receivable Options.
In Customer Inquiry, this field can only be viewed.
Enter the item code to which this customer's invoices will be automatically distributed, or click the Lookup button to list all item codes.
Alternately, start typing an item description to locate an item. As you type, a list of records matching your entry appears. You can then select an item from the list, and the item code will appear in the field.
The item code entered is used as the default when invoices for this customer are recorded using Invoice Data Entry.
Only items with the Allow Use in Accounts Receivable check box selected in Miscellaneous Item Maintenance can be entered in this field. Type M to enter a charge item if there is no item code set up for this item, or to distribute the sale directly to a general ledger account. Type C to enter a comment line. The comment prints on the customer invoice.
Type a new item code to add an item using Miscellaneous Item Maintenance (On the Fly).
Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.
In Customer Inquiry, this field can only be viewed.
Enter a default cost code for the first data entry line in Sales Order Entry and Sales Order Invoice Data Entry, or click the Lookup button to list all cost codes. After selecting a cost code, the description will appear next to this field.
This field is available only if the Sales Order module is integrated with Job Cost.
In Customer Inquiry, this field can only be viewed.
Select a default cost type for the first data entry line in Sales Order Entry and Sales Order Invoice Data Entry. The available options are defined in the Valid Cost Types field in Sales Order Options.
This field is available only if the Sales Order module is integrated with Job Cost.
In Customer Inquiry, this field can only be viewed.
Type the information for sorting reports. This field provides an additional method of sorting customer information on reports. For example, enter an abbreviation of the customer name in this field for alphabetical sorting, or enter an abbreviation of the customers industry to sort reports by similar types of businesses.
In Customer Inquiry, this field can only be viewed.
Enter a code to identify the customer type. Use customer type codes to group similar types of customers. For example, if you assign the same code to customers who receive catalogs at the same time, you can specify the customer type for printing the mailing labels. Many reports can also be sorted by customer type.
In Customer Inquiry, this field can only be viewed.
Enter the code to use in Statement Printing to specify the group of customers for whom statements will be printed. For example, statement cycle M might be used for monthly statements and B for bimonthly statements. Alternately, you could set up a plan where a quarter of the total statements are printed each week. In this case, all customers beginning with the letters A-F could be cycle A (or 1); G-L could be cycle B (or 2); M-R could be cycle C (or 3); and S-Z could be cycle D (or 4).
This field is available only if the Print Customer Statements check box is selected in Accounts Receivable Options.
In Customer Inquiry, this field can only be viewed.
Select this check box to print a dunning message (a reminder message for past due balances) on the customer's statement. The actual message to print on the statement is entered in Statement Printing. Clear this check box if you do not want to print a dunning message.
This field is available only if the Print Customer Statements check box is selected in Accounts Receivable Options.
In Customer Inquiry, this field can only be viewed.
Select this check box to include the document in batch faxing. Clear this check box if you do not want to include the document in batch faxing. The setting for this field (whether cleared or selected) defaults to data entry windows. This check box is available only if a fax number is entered in the Fax field.
In Customer Inquiry, this field can only be viewed.
Note The fax number must include the area code to process a fax.
Payment ID
Enter a payment ID or click the Lookup button to view all payment IDs on file for this customer. Payment IDs are used to distinguish between multiple credit cards and ACH accounts on file for a customer.
Type a new payment ID to add a new credit card or ACH account using Customer Credit Card and ACH Payment Maintenance (On the Fly).
If a customer has multiple credit cards or ACH payment accounts on file, the payment IDs must be unique; however, two different customers can have credit card or ACH account records that use the same payment ID.
In Customer Inquiry, this field can only be viewed.
This field displays the payment type for the selected payment ID and can only be viewed.
If an ACH payment ID is entered in the Payment ID field, this field displays the bank name associated with the ACH payment account. If a credit card payment ID is entered in the Payment ID field, this field displays the card holder name. This field can only be viewed.
This field displays the last four digits of the bank account routing number if an ACH payment method is entered in the Payment ID field. This field can only be viewed.
This field displays the last four digits of the customer's bank account number if an ACH payment ID is entered in the Payment ID field. The last four digits of the credit card number appear if a credit card payment ID is entered in the Payment ID field. This field can only be viewed.
This field displays the credit card expiration date entered in Sage Exchange if a credit card is entered in the Primary ID field. An expiration warning message may appear, depending on the value entered in the Days Before Credit Card Expiration field in Accounts Receivable Options. A card expired message appears when the credit card expires.
This field can only be viewed.
Click Credit Cards/ACH to add a new credit card or ACH account or edit information for an existing account.
Select this check box to create a relationship between the selected customer and a Sage CRM company. Clear this check box to delete a relationship between this customer and the Sage CRM company displayed in the Sage CRM Company Name field. Deleting a relationship does not delete the company or customer records; however, it does delete all relationships between related contacts and ship-to addresses for the company and customer.
If the Automatically Create Sage CRM Records When Adding New Customers and Primary Contact check box is selected in CRM Company Options, this check box is selected automatically when a new customer is created. This check box can be cleared only if there are no open sales orders, quotes, or invoices for the related records, and it is not available for the Sage CRM Prospects customer in Sage 100.
Enter the company to relate to the selected customer, or click the Lookup button to list all Sage CRM companies without relationships. Click the Suggest Relationship button to view suggested matches in the Suggested Relationships for Customers window.
Click the Next Sage CRM Company button to create a new Sage CRM company and automatically relate it to the selected customer. After the Next Sage CRM Company button is clicked, this field displays *ASSIGN to indicate that the Sage CRM company name will be assigned when the customer information is saved. If you are creating a new customer, and the Automatically Create Sage CRM Records When Adding New Customers and Primary Contact check box is selected in CRM Company Options, this field displays *ASSIGN by default.
This field is available only if the Relate to Sage CRM check box is selected, and no relationship exists for the customer. If a relationship exists for the customer, this field displays the name of the Sage CRM company related to the customer and can only be viewed.
3. Statistics
This field displays the date of the last payment from the customer. You can type a date in this field only with the appropriate security setup. In Customer Inquiry, this field can only be viewed.
This field displays the date of the last statement issued to the customer. You can type a date in this field only with the appropriate security setup. In Customer Inquiry, this field can only be viewed.
This field displays the date of the last finance charge to the customer. You can type a date in this field only with the appropriate security setup. In Customer Inquiry, this field can only be viewed.
This field displays the dollar amount of the last payment issued to the customer. You can type a payment amount at this field only with the appropriate security setup. In Customer Inquiry, this field can only be viewed.
This field displays the dollar amount of the highest balance to the customer. You can type a balance amount in this field only with the appropriate security setup. In Customer Inquiry, this field can only be viewed.
This field displays the dollar amount of the unpaid finance charges. You can type an unpaid finance charge amount at this field only with the appropriate security setup. In Customer Inquiry, this field can only be viewed.
This field displays the number of average days to pay and can only be viewed.
This field displays the number of average days overdue and can only be viewed.
This field displays the date the customer was established and can only be viewed.
This field displays the date of the last activity and can only be viewed.
This check box is selected if the customer is on credit hold and can only be viewed.
This field displays the credit limit dollar amount and can only be viewed.
These fields display the default aging information based on the system date and can only be viewed. The information in these fields can be different from the aging information on the Invoices tab, because the information on the Invoices tab can be changed based on the invoice date or invoice due date.
4. Summary
Select a fiscal period from the periods specified in Fiscal Year Maintenance. This field defaults to the current period defined in Accounts Receivable Options.
Select a fiscal year from the years specified in Fiscal Year Maintenance. This field defaults to the current fiscal year defined in Accounts Receivable Options.
This field displays the sales for the period to date, year to date, and last year based on the period and year selected in the Fiscal Period and Fiscal Year fields. This field can only be viewed.
This field displays the cost of goods sold for the period to date, year to date, and last year based on the period and year selected in the Fiscal Period and Fiscal Year fields. This field can only be viewed.
This field displays the calculated percent of profit for the period to date, year to date, and last year based on the period and year selected in the Fiscal Period and Fiscal Year fields. This field can only be viewed.
The percentage of profit is calculated as [(Sales - Cost of Goods Sold) / Sales x 100].
This field displays the cash received for the period to date, year to date, and last year based on the period and year selected in the Fiscal Period and Fiscal Year fields. This field can only be viewed.
This field displays the number of invoices for the period to date, year to date, and last year based on the period and year selected in the Fiscal Period and Fiscal Year fields. This field can only be viewed.
This field displays the finance charges for the period to date, year to date, and last year based on the period and year selected in the Fiscal Period and Fiscal Year fields. This field can only be viewed.
This field displays the number of finance charges for the period to date, year to date, and last year based on the period and year selected in the Fiscal Period and Fiscal Year fields. This field can only be viewed.
This tab displays sales, cost of sales, profit, amount of cash, payments received, and the number of invoices for the customer for the selected fiscal year and period. Click the Fix button to change the information. The Fix button is available only with the appropriate security setup. Click the Switch View button to view the sales and payment information for the fiscal year selected and for the prior year.
The fiscal years available are defined in Fiscal Year Maintenance.
Select the fiscal year to view history information for.
6. Invoices
The primary list box on the Invoices tab displays all open invoices for the customer. The secondary list box on this tab displays all transactions for the invoice highlighted in the primary list box.
Use the buttons located to the right of the list box to search for open invoices, drill down to invoice history inquiry information, and access Aged Invoice Report, Payment Information (Inquiry), and Statement Printing.
For more information, see:
The aging information located at the bottom of this tab can be recalculated. For more information, see Recalculate Aging.
In Accounts Receivable Options, you can select whether or not to display invoices with zero balances by selecting or clearing the Display Invoices with Zero Balances check box.
7. Transactions
This list box displays all transaction history for the customer for all open invoices.
The buttons located to the right of the list box to search for transactions, drill down to invoice history inquiry information, and access Aged Invoice Report, Payment Information (Inquiry), and Statement Printing.
For more information, see:
Note In Accounts Receivable Options, you can select whether or not to display invoices with zero balances in the Display Invoices with Zero Balances field.
8. S/Os
Note This tab is available only if the Sales Order module is installed.
This list box displays all open orders (standard and back orders) for the customer. All open orders are displayed sequentially by order number. The order number and date, customer order number, and order amount are shown for each open order. The total amount of open orders for the selected customer also appears.
Use the buttons located to the right of the list box to search for open orders by order number, customer order number, or ship-to location for specific order types, and to access Sales Order Entry.
For more information, see Search for Open Orders.
