Costpoint Online Help

Contents of the Manage Customers Screen

Use the fields and options to configure the Manage Customers screen.

Customer

Use this block to enter basic customer information.

Field Description
Customer Account

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 (up to 25 alphanumeric characters) that you want to use internally for this customer. When you tab out of this field, the name that you entered automatically fills the Long Name field. You can then edit the customer's long name.

Long Name

Enter the name for the customer (up to 40 characters in length) that you want to print on customer statements. The customer's 25-character name fills this field.

Tabs

This screen has four tabs:

  • Customer Details: This is the default tab that displays when you open the Manage Customers screen. Use it to enter details about your customer.
  • Credit Info: Use this tab to enter information about 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.
  • Sales Order: Use this tab to enter credit and shipping information for sales orders. This information is used by Costpoint Sales Order Entry.
  • SO Address/Contacts: Use this tab to enter sales order contact and address information.

Table Window

Note: You cannot delete an address line if dependent data exists for it.

Dependent data can exist in the following locations:

  • If the information is A/R History, the date will be on the Manage Accounts Receivable History screen.
  • If the information is a standard bill, the data will be on the Manage Standard Bills screen in Costpoint Billing in the Projects domain.
  • If the information is a manual bill, the data will be on the Manage Manual Bills screen in Costpoint Billing in the Projects domain.
  • If the information is a sales order, the data will be on the Manage Sales Orders screen of Costpoint Sales Order Entry in the Materials folder.
  • If the information is a shipping transaction, the data will be on the Manage Shipping Transactions screen of Costpoint Sales Order Entry in the Materials domain.
  • If the information is a sales order invoice, the data will be on the Manage Invoices screen of Costpoint Sales Order Entry in the Materials domain.
  • If the information is affiliated to a lead or contact, the data will be on the Manage Leads and Contacts screen in the Capture & Contracts domain.
Field Description
Address Code

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.

Bill Code

From the drop-down list, select a billing code for this address. Valid values are:

  • Y: Select this option if customer billings will be generated for this address.
  • N: Select this option if no billings will be generated.
  • D: Select this option if this address should be used as a default for billings.
Ship To

From the drop-down list, select a Ship To code for each address. Valid values are:

  • Y: Select this option if customer billings will be generated for this address.
  • N: Select this option if no billings will be generated.
  • D: Select this option if this address should be used as a default for billings.
Mark For

From the drop-down list, select a Mark For code for each address. Mark For is used by US Government contractors only; if you are not a government contractor, select 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: Select this option if customer billings will be generated for this address.
  • N: Select this option if no billings will be generated.
  • D: Select this option if this address should be used as a default for billings.
Phone

Enter the main phone number for this address code. Enter phone numbers for specific contacts into the Contacts subtask. This field is not required.

Fax

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.

Other Phone

Enter an alternate phone number for this address type. This field is not required.

Email Address

Enter the email address for the address entered.

Address Line 1

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.

Address Line 2

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.

Address Line 3

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.

City

Enter the city for this address type. Please note that if the postal code exists on the Manage 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 Manage Postal Codes screen. You can change this field afterwards. This field is not required.

Note: The Manage Postal Codes screen is in Costpoint System Administration. After you have entered new postal codes in this screen, they display when you use .
State/Province

Enter the state/province for this address type. Please note that if the postal code exists on the Manage 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 Manage Postal Codes screen. You can change this field afterwards. This field is not required.

Postal Code

Enter the postal code (including Zip or Zip + 4 for the United States) for this address. Please note that if the postal code exists on the Manage 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 Manage Postal Codes screen. This field is not required.

Tax Code

Enter the sales tax code for this address type. (If this address is going to be used in the generic billing screen or on the Manage 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 on the Manage Sales or Value Added Taxes screen in Costpoint System Administration. This field is not required.

Tax Code Description

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 Manage Sales or Value Added Taxes screen in Costpoint System Administration. This field is not required.

Tax Exemption ID

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 on the Manage Generic Billing Formats screen of Costpoint Billing. This field is not required.

Country

Enter the country code for this address. Maintain these codes on the Manage Countries screen in Costpoint System Administration. Please note that if the postal code exists on the Manage 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 Manage Postal Codes screen. This field is not required.

Ship ID

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.

Ship ID Active

This check box is selected when you enter a Ship ID. Clear this check box to indicate that the Ship ID is inactive.

Ship ID Description

Enter a description of the ship ID code of up to 30 alphanumeric characters. This field is not required.

Subtasks

Subtask Description
Default Accts Click this link to open the Default Accts subtask to enter default account information. 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 uses the accounts that have been set up on the Configure Accounts Receivable Settings screen.

If a project has been assigned to this customer, the project has its own revenue and receivable accounts that is used instead of the default customer accounts.

Notes Click this link to open the Notes subtask to enter general notes about a customer.

Notes are stored for reference purposes and do not affect any system processes. Check your company's accounting policies and procedures to see if there is any information you should enter.

VAT Info Click this link to open the VAT Info subtask, where you can enter information to assist you in tracking VAT costs.
User-Defined Info Click this link to open the User-Defined Info subtask to enter the user-defined values for customer-defined labels on each customer's account.
Customer Alias Click this link to open the Alias Names subtask to set up alternate customer IDs for the Customer Account on the main screen. When you select the Unidentified Customer Alias Match check box on the Manage Cash Receipt Preprocessor Settings screen, you enable Costpoint to use these alternate customer or payer names when processing the Import Cash Receipts application.
Contacts Click this link to open the Contacts subtask to enter information about the contacts for this customer. This contains the contact name, phone numbers, contact title, and general comments.