Use this screen to maintain customer information. It contains the address, phone number, contact, and sales order information, and general information about the customer. This screen also displays payment terms for each customer, which are assigned individually in the company-wide Customer Terms screen in Costpoint Accounts Receivable. The system uses the terms to calculate discounts and invoice due dates, which are used in the calculation of finance charges.
Set up this screen when setting 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 that you can enter marketing and contact notes about a prospective customer. You could assign a customer type such as "Prospect" to separate prospective customers from actual customers when viewing and sorting customer data.
Enter a unique code of up to 12 alphanumeric characters to identify each customer's account.
Enter a customer name, for internal use, of up to 25 alphanumeric characters. When you exit this field, the name you entered will be the default for the Long Name field, which you can edit as necessary.
Enter the customer name, up to 40 characters, to print on customer statements. The data entered in the Name field will be the default for this field.
If this customer is also a vendor, enter the vendor ID. The vendor ID is used to show relationships between accounts payable vendors and accounts receivable customers. When printing customer statements, you can set the related vendors to an "on hold" status if they have a past-due receivable.
Enter, or use Lookup to select, the payment terms assigned to this customer in the Customer Terms screen in Costpoint Accounts Receivable. You create customer terms when you set up Costpoint Accounts Receivable. You must have previously established customer 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. The terms will be the default for sales order entry, but can be changed. Examples of payment terms are "Net 30" or "2% 10 N 30."
Enter the territory in which this customer is located or use Lookup to access the Sales Territories table in Costpoint Accounts Receivable, if applicable. You create company territories when you set up Costpoint Accounts Receivable, and you must establish company territories in the Sales Territories screen before you can update sales order data.
Use this drop-down box to assign a customer type to the customer. If none of the customer types shown are appropriate, you can set up additional customer types in the Customer Types screen in Costpoint Accounts Receivable. The customer account type is used in selecting and sorting sales and receivable reports.
Use items in this group box to designate the current credit status of this customer.
Select this radio button to allow shipments to this customer. This is the default.
Select this radio button to allow sales orders to be processed, but with a warning message during sales order entry indicating the customer's credit status.
Select this radio button to restrict further sales orders from being processed for this customer.
This field displays the information entered in the User Defined Label 1 field of the A/R Settings screen in Costpoint Accounts Receivable. For example, in the A/R Settings screen, the data entered in the User Defined Label 1 field for this customer might be "Account Manager." Thus, the name of this customer's account manager would appear in this field.
This field displays the information entered in the User Defined Label 2 field of the A/R Settings screen in Costpoint Accounts Receivable. You can also use these two user-defined fields together. In the example for Ref 1, User Defined Label 1 in the A/R Settings screen contains "Account Manager." You could then define User Defined Label 2 as the internal point of contact or as the office location from which this account is serviced.
Enter an alphanumeric code representing the address for this row. The address code is used to relate contacts to the customer, and can also be used when printing billing statements and invoices. The code that you select is not subject to validation.
Enter the one-character code representing the billing status for each address. Valid values are "Y" (Yes) if customer billings will be generated for this address; "N" (No) if no billings will be generated; or "D" (Default) if this address will be used as the default for billings. The default value of "N" (No) can be changed.
Enter the one-character code representing the ship-to status for each address. Valid values are "Y" (Yes) if customer ship-to codes will be generated for this address; "N" (No) if no ship-to codes will be generated; or "D" (Default) if this address will be used as the default for ship-to codes. The default value of "N" (No) can be changed as necessary.
Enter the one-character code representing the mark-for status for each address. Valid values are "Y" (Yes) if customer mark-for codes will be generated for this address; "N" (No) if no mark-for codes will be generated; or "D" (Default) if this address will be used as the default for mark-for codes. The default value of "N" (No) can be changed as necessary.
Enter the main phone number for this address. You can enter phone numbers for specific contacts into the Contacts subtask.
Enter the main fax number for this address. You can enter fax numbers for specific contacts into the Contacts subtask.
Enter an alternate phone number for this address, if applicable.
Enter an e-mail address for this contact.
Enter up to three lines for the address containing at least the street number/name or P.O. box. You can combine any relevant address information (such as the name of the person to whose attention items should be sent (e.g., "Attn: John Doe"), building names or codes, suite numbers, and department titles) on the three address lines.
Enter the city, state/province, and postal code (Zip or Zip+4) for this address. If you enter the postal code first and it has been previously entered, the city, state/province, and country codes will load in their respective fields; otherwise, Costpoint will automatically add the postal code, city, state/province, and country to the Maintain Postal Codes screen in Costpoint System Administration.
Enter, or use Lookup to select, the sales tax code for this address. This field is optional. Tax code information is maintained in the Maintain Sales/Value Added Tax screen under the System Codes menu in Costpoint System Administration. If you are going to use this address in the generic billing screen or in the Enter Sales Orders screen, you should enter a sales tax code. This allows the system to automatically calculate the sales tax on an invoice.
The description for the selected tax code displays in this non-editable field.
If this customer is exempt from taxes, enter the appropriate tax exemption ID. When you enter generic bills, Costpoint will pull in this ID and will not calculate sales tax for the normally taxable line items.
Enter the country code for this address. You can maintain country codes in the Maintain Countries screen in Costpoint System Administration.
Enter a unique ID that identifies this address as a shipping address for this customer only. You can also assign ship ID information to branch locations (in the Branch Locations screen under the Purchasing Controls menu), vendors (in the Maintain Vendors screen), and warehouses (in Costpoint Inventory). You can view all ship ID information in the Display Ship IDs screen in Costpoint Purchasing.
This field displays the description of the ship ID code.
Select this pushbutton to enter the Contacts subtask, in which you can maintain information specific to each contact for this customer.
Select this pushbutton to access the Default Accounts subtask, in which you can maintain default account information for this customer. Currently available accounts are accounts receivable, sales, finance fees receivable, and inventory. These accounts are optional; if you enter none, Costpoint uses the accounts that have been set up in the A/R Settings screen (in Costpoint Accounts Receivable). If a project has been assigned to this customer, the system will use the project's own revenue and receivable accounts instead of the default customer accounts.
Select this pushbutton to maintain general notes about a customer. Notes are stored for reference purposes and will not affect any system processes. This information may be optional, depending on the accounting policies and procedures of your company.
Select this pushbutton to access the Sales Order subtask, in which you can maintain credit and shipping information for sales orders used throughout Costpoint Sales Order Entry.
Select this pushbutton to enter the Finance and Credit Information subtask, in which you can maintain information pertaining to finance charges, credit limits, and credit ratings. Some of this data may be optional, depending on the accounting policies and procedures of your company.
Select this pushbutton to open the Multicurrency subtask.
Select this pushbutton to open the VAT Info subtask.