Use this screen to enter and maintain customer information. You can enter the address, phone number, contact, sales order information, and general notes.
This screen 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.
This screen has three tabs: Customer Details, Credit Info, and Sales Order.
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 you make any sales so you can enter marketing and contact notes about the prospective customer.
Can I enter a default cash account for a customer in this screen?
No, because the system is designed to use bank account abbreviations from either the A/R Settings screen or the Maintain Transfer Accounts (A/R) screen.
What are some useful tips for numbering and setting up customers?
Take the Customer ID setup into account when numbering the projects. You should consider how you want to number the customers from your previous system. It may be useful for you to use the project number as the customer number for projects that are still in effect from your previous system.
You should also examine the existing Accounts Receivable Aging Report from your previous system. Oftentimes, there are inactive projects that still contain Accounts Receivable balances. You can load these balances together in one project if you don't want to set up the project and you are not expecting any more charges to these accounts.
Use the fields in this block to enter/select customer information.
Enter a code (up to 12 alphanumeric characters) to identify each customer's account.
You must assign each customer a unique customer account code.
Name *
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.
Use this field to enter a vendor ID if the customer is also a vendor.
Use this field to enter payment terms that will be linked to the customer. The terms you specify will be used to compute the due date.
Use this field to enter a territory that will be linked to the customer.
Use this field to enter a customer type.
Selecting this radio button means that the customer can be used in SO entry and shipments can be made.
Selecting this radio button means that the customer can be used in SO entry but the system will give a warning.
Selecting this radio button means that the system cannot process SO for this customer.
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.
You cannot delete the address line if dependent data exists.
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.
If the information is a manual bill, the data will be in the Edit Manual Bills screen in Costpoint Billing .
If the information is a sales order, the data will be in the Enter Sales Orders screen of Costpoint Sales Order Entry.
If the information is a shipping transaction, the data will be in the Enter Shipping Transactions screen of Costpoint Sales Order Entry.
If the information is a sales order invoice, the data will be in the Maintain Invoices screen of Costpoint Sales Order Entry.
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 could 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.
Ship To *
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.
Mark For *
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 (i.e., "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 or invoice 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 or invoice 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.
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Note: The Postal Codes screen is in Costpoint
System Administration. After you have entered new postal codes in this
screen, they will appear when you use Lookup. |
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 Postal Codes screen (Administration\Maintain\Codes\Postal Codes), you can enter the Postal Code first and the City, State/Province, and Country codes will be brought in from the Postal Codes screen.
Enter the sales tax code for this address type. (If this address code is going to be used in the 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 compute bills or enter bills manually, the system will pull this number into the billing and will not calculate sales tax for the otherwise taxable line items. 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.
Select this link to open the Default Accounts subtask, where you can enter default account information.
Currently, you can select from accounts receivable, sales accounts, finance charge accounts, inventory, clearing accounts, and cash receipt A/R adjustment accounts. Linking accounts to these transaction types is optional. These accounts will be used for posting non-project bills, cash receipts, and sales orders. The finance charge account will be used when computing finance charges. 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.
Select this link 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.
Select this link to open the Multicurrency subtask. Use this subtask to set up a default rate group and transaction currency. You can also limit the transaction and pay currencies that this customer can use.
Select this link to open the VAT Info subtask, where you can enter information to assist you in tracking VAT costs.
Select this link to open the User-Defined Info subtask, where you can link values to labels you set up in the Customer User-Defined Labels screen. These values will not display on any Costpoint reports but can be used to gather information regarding customers outside the system using Impromptu.
Select this link 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.
* A red asterisk denotes a required field.
Changes in this screen update the CUST (Customer) table.
