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The Accounts Receivable module allows you to assign up to 20 characters to identify each customer. You can use numbers, letters, or a combination of both. If only numbers are used for the customer number, leading zeros are inserted automatically for up to 7 numbers. If only letters are used, no leading zeros are inserted. If the Accounts Receivable Divisions check box is selected in the Accounts Receivable Options window, the division number must precede the customer number.

Note Numeric customer numbers over 7 characters long will remain as they are entered and not have zeros padding the customer number.

If you upgraded from version 4.30 or prior, select the Allow Entry of Expanded Customer Numbers check box in the Accounts Receivable Options window to assign up to 20 characters to identify the customer.

Because customer numbers are used to identify all Accounts Receivable transactions, it is important that you employ a method of assigning numbers that best suits your requirements. Regardless of the numbering method chosen, you can use the Lookup feature in Accounts Receivable to obtain a listing of customers in customer-name or customer-number sequence whenever a customer number is required for entry.

When choosing a numbering method, remember that most Accounts Receivable reports can be sorted by customer number, sort field, ZIP Code, or customer name. If a numeric customer numbering method is used, you can use the customer name Sort option to obtain alphabetical listings of customer information. You can also use the Sort field on the Customer Maintenance Main tab to sort customers by other information, such as types of service, product, or industry.

Customer numbering methods include the following:

 Numbers only

This method allows you to identify the customer using only numbers. Using this method, automatically inserts leading zeros up to seven numbers.

 Example - Customers 125, 12345678, and 98765432101234567890

0000125

12345678

98765432101234567890

 

 A combination of numbers and letters

This method allows for the assignment of codes using common customer information, such as the first two or three characters of the customer name, followed by a four-digit number. This number might be the last four digits of the customer’s phone number, or another unique number.

Because leading zeros are not inserted when alphabetical characters are used, you must type leading zeros for the numeric portion of the customer number. If leading zeros are not used, customer numbers will not be sorted correctly.

 Example - Customers 8, 10, and 800

A08

A10

A800

 

An abbreviation of the customer name

This method allows you to identify the customer by looking at the abbreviated name. Additionally, all Accounts Receivable reports list customers in an alphabetical sequence. Although this method is the easiest method to use, it is only practical if you have a relatively small number of customers whose names you easily recognize.

 Example - Customer name abbreviated

ABCPROD

FEDCORP

PROTECH

For more information, see Customer Maintenance.