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So if you look at the top of the screen we are going to click on the man looking icon
which will take you to the customer records and gives you full customer tracking. This
function is only part of the Professional and Enterprise range but if you need to add
customers you can still do that in the Basic version via the customer table. (Kav clicks
on the customer table icon). But I am going to go back to the customer records view.
I shall go into more detail in this video that I did in the Supplier Records video where
I only covered this briefly but this time we will add a couple of customers and we will
fill in a lot of information.
So I am just going to hit on the green plus button here at the bottom of the screen which
allows you to add a new thing and I am now going to fill in the name field. Now there
are various fields and we can use the tab if we want to jump to the next field so, I
am just going to give it a name and we are going to name the customer John Smith. We
can give him an address here (Kav moves to the address field) and enters an address.
Then by pressing tab on his key board it takes him to the post code field, by pressing tab
again it takes me to the country. You do not have to specify the country it is up to you
though I shall do it on this example.
Here we have the notes field you can use this to add different types of information, I use
this feature to remind myself if a customer took a long time to pay last time and that
I want to take fifty percent up front the next time.
The reference code here can be used if you need a particular reference and it will be
put onto invoices e.g. a customer number.
The VAT number is used if your customer is in the EC and has supplied you with their
VAT number and you will therefore not be charging them for UK VAT.
The From and To Accounts can be set here if you always sell a certain type of sales and
it will always gets paid in a specific way. This is really useful if you are entering
sales and they always go to the correct accounts.
The Other Lookup field here can be used to look up customers in different ways, so if
I enter Smith here at the bottom. You will be able to find John Smith under both Smith
and also John. You can even have a code here and it will pick this customer by that code
when you are searching for them.
So how do you search for a customer? Click at the side here on the alphabet, I will choose
J and find John Smith, if I go to T you will see Tom Jones and then at the top of the screen
here if I hit the space bar then you will get a full list of all customers and you can
also type here to filter the list down. I am just going to go back to John and select
him.
Ok so that is my customer John done and let’s do it again press the green plus button. So
type the customer name Phillip Jones, address, postcode, country again is optional, notes
to remind you about this customer, reference, VAT number if they have one, From and To accounts
so that we will know that this will always be posted to the correct accounts and you
can’t make mistakes and finally other lookup.
Ok so that’s it that is how you can add new customers into the system.
On the right hand screen we have contact information, delivery information, statement information
for how much a customer owes us, sales, a transfers tab for work done on credit and
when you get paid at a later date and finally quotations for any quotes that you have raised
as well.
Now documentation videos I will cover later on but briefly here you can see the icons
I, C and Q at the middle top of the screen these are for when you want to generate an
invoice, credit note and quote for a customer.
Ok so that covers the customer records component.