Use this screen to enter and maintain customer information. You can enter the address, phone number, contact, sales order information, and general notes. It also contains payment terms for each customer. These payment terms are assigned individually from the table of terms offered company-wide. They are used to calculate discounts and invoice due dates, which are used in the calculation and application of finance charges. For more information on customer terms, please refer to the Customer Terms screen.
Set this screen up at the same time you set up a billable contract or before entering billings or sales orders. You may want to set up this information before any sales have been made so you can enter marketing and contact notes about the prospective customer.
Enter a code (up to 12 alphanumeric characters) to identify each customer's account. You must assign each customer a unique customer account code.
Enter the name you want to use internally, up to 25 alphanumeric characters, for this customer. When you tab out of this field, the name you entered automatically defaults into the Long Name field. You can then edit the customer's long name as necessary.
Enter the name for the customer you want to print on customer statements, up to 40 characters in length. The customer's 25-character name defaults into this field.
If this customer is also a vendor, enter the vendor ID. It will be used to show relationships between accounts payable vendors and accounts receivable customers. When printing customer statements, you will have the option of setting the related vendors on hold for customers whose payments are past due.
Use the drop-down list to select the payment terms assigned to this customer. You define customer terms when setting up Costpoint Accounts Receivable. You must initialize and define payment terms in the Customer Terms screen before you can update sales order information. The terms entered in this field affect the due date of the customer's invoice and any discount offered. These terms default into any sales order entered for this customer and can be overridden at the sales order level. Examples of payment terms are as follows: Net 30, 2% 10 N 30.
Enter, or use 
to select, the territory in which this
customer is located. You can change a customer's territory at any time,
but changing the territory may affect sales order information. The only
territory names allowed are those that have been established in the Sales
Territories screen. You can add new territory names in the Sales Territories
screen at any time.
Use this drop-down list to select the customer type that should be assigned to this customer. If none of the customer types shown is appropriate, you can set up additional customer types in the Customer Types screen. The account type is used in selecting and sorting sales and receivable reports.
Use the options to select the current credit status of the customer.
Select this option to indicate that it is acceptable to ship to the customer. This is the default.
If you select this option, sales orders can be processed; however, the system provides a warning of the customer credit status.
If you select this option, you cannot process further sales orders for the customer. This field is used by Costpoint Sales Order Entry.
This is the first of two user-defined fields. It displays the information defined in the A/R Settings screen for User Defined Label 1. For example, in the A/R Settings screen, you could define Label 1 as the Account Manager for the customer. You would then enter the name of this customer's manager in this field.
This is the second user-defined field. It displays information defined in the A/R Settings screen for User Defined Label 2. The user-defined labels can also be used together. In the example above, Label 1 contains the Account Manager. Label 2 could be defined in the A/R Settings screen as the internal point of contact, or the office location from which this account is serviced.
Dependent data can exist in the following locations:
If the information is A/R History, the date will be in the Maintain A/R History screen.
If the information is a standard bill, the data will be in the Edit Standard Bills screen in Costpoint Billing in the Projects folder.
If the information is a manual bill, the data will be in the Edit Manual Bills screen in Costpoint Billing in the Projects folder.
If the information is a sales order, the data will be in the Enter Sales Orders screen of Costpoint Sales Order Entry in the Materials folder.
If the information is a shipping transaction, the data will be in the Enter Shipping Transactions screen of Costpoint Sales Order Entry in the Materials folder.
If the information is a sales order invoice, the data will be in the Maintain Invoices screen of Costpoint Sales Order Entry in the Materials folder.
Enter an alphanumeric address code for this row. The system will use this when printing out billing statements and invoices. The address code is not validated, but is a required field in this table. Each address code must be unique for a customer, but you can reuse address codes with another customer account.
Enter a billing code for this address. Valid values are Y, if customer billings will be generated for this address, N, if no billings will be generated, and D, if this address should be used as a default for billings. This field is required.
Enter a Ship To code for each address. Valid values are Y, if customer ship to codes will be generated for this address, N, if no ship to codes will be generated, and D, if this address should be used as a default for ship to codes. This field is required.
Enter a Mark For code for each address. Mark For is used by US Government contractors only; if you are not a government contractor, enter N. Mark For is an item on the DD-250 and is used in Costpoint Sales Order Entry in the Materials folder. Valid values are Y (if customer Mark For codes will be generated for this address), N (if no Mark For codes will be generated), and D (if this address should be used as a default for Mark For codes). This field is required.
Enter the main phone number for this address code. Enter phone numbers for specific contacts into the Contacts subtask. This field is not required.
Enter the main fax number for this address code. Enter fax numbers that are for specific contacts into the Contacts subtask. This field is not required.
Enter an alternate phone number for this address type. This field is not required.
Enter the email address for the address entered.
Enter the first line of the address for this address code. It will normally be a street number and street name, or may be an attention line with the name of the person (for example, 1234 Windy Landing or Attn: John Doe). This field is not required.
Enter the second line of the address, if required. This will normally contain additional information so that the package can be properly delivered. Do not enter city, state/province, or postal code in this line. This field is not required.
Enter the third line of the address, if required. This will normally contain additional information so that the package can be properly delivered. Do not enter city, state/province, or postal code in this line. This field is not required.
Enter the city for this address type. Please note that if the postal code exists in the Maintain Postal Codes screen in Costpoint System Administration, you can enter the Postal Code first and the City, State/Province, and Country codes will be brought in from the Maintain Postal Codes screen. You can change this field afterwards. This field is not required.
.Enter the state/province for this address type. Please note that if the postal code exists in the Maintain Postal Codes screen in Costpoint System Administration, you can enter the Postal Code first and the City, State/Province, and Country codes will be brought in from the Maintain Postal Codes screen. You can change this field afterwards. This field is not required.
Enter the postal code (including Zip or Zip + 4 for the United States) for this address. Please note that if the postal code exists in the Maintain Postal Codes screen in Costpoint System Administration, you can enter the Postal Code first and the City, State/Province, and Country codes will be brought in from the Maintain Postal Codes screen. This field is not required.
Enter the sales tax code for this address type. (If this address is going to be used in the generic billing screen or in the Enter Sales Order screen in Costpoint Sales Order Entry, we recommend that you enter a sales tax code.) This will enable the system to automatically calculate the sales tax on an invoice for a customer. You can create or update sales tax codes in the Maintain Sales/Value Added Tax screen in Costpoint System Administration. This field is not required.
This field displays the description for the selected tax code and cannot be edited. You can create or update sales tax code descriptions in the Maintain Sales/Value Added Tax screen in Costpoint System Administration. This field is not required.
If this customer is exempt from taxes, enter the appropriate tax exemption ID. When you enter generic bills, the system will pull this number into the billing and will not calculate sales tax for the otherwise taxable line items. More information is available about generic bills in the Generic Billing Formats screen of Costpoint Billing. This field is not required.
Enter the country code for this address. Maintain these codes in the Maintain Countries screen in Costpoint System Administration. Please note that if the postal code exists in the Maintain Postal Codes screen in Costpoint System Administration, once you enter the Postal Code, the City, State/Province, and Country codes will be brought in from the Maintain Postal Codes screen. This field is not required.
If you want to use this address as a customer shipping address, enter a unique alphanumeric shipping code of up to 20 characters. The ship ID must be unique throughout the system. This field is not required, but if you do enter a ship ID, you must also enter a value in the Tax Code field.
Enter a description of the ship ID code of up to 30 alphanumeric characters. This field is not required.
Click this button to open the Contacts subtask, where you can enter information about the contacts for this customer. It contains the contact name, phone numbers, contact title, and general comments.
Click this button to open the Default Accounts subtask, where you can enter default account information. Currently, you can select from accounts receivable, sales, finance fees receivable, and inventory. These accounts are optional. If you do not fill in information for these accounts, the system will use the accounts that have been set up in the A/R Settings screen. Please note that if a project has been assigned to this customer, the project has its own revenue and receivable accounts that will be used instead of the default customer accounts.
Click this button to open the Notes subtask, where you can enter general notes about a customer. Notes are stored for reference purposes and will not affect any system processes. Check your company's accounting policies and procedures to see if there is any information you should enter.
Click this button to open the Sales Order subtask, where you can enter credit and shipping information for sales orders. This information is used by Costpoint Sales Order Entry.
Click this button to open the Finance And Credit Information subtask, where you can enter information pertaining to finance charges, credit limits, credit ratings, and the associated credit number. Some of this information may be optional, depending on your company's accounting polices and procedures.
Click this button to open the Multicurrency subtask, where you can enter different currencies to help you track your receivables.
Click this button to open the VAT Info subtask, where you can enter information to assist you in tracking VAT costs.