Customer File

Adam de Yong

Jun 07, 2022

406

CLASS DESCRIPTION

This class will review how the Customer file drives the terms and pricing on invoices. Managing AR and customer specific information

TRAINING PHILOSOPHY

Our goal is to streamline your implementation and staff training. To make this process effective, we have created a training system designed specifically for your business. We ask for your commitment to preparation and training. Your commitment to Training will make a significant impact on your cash flow, processes & overall profitability.

KEY TERMS

Customer File – Database for Customer information. Accurately maintaining customer information can improve customer relations, AR management and minimize turnover ratio

Price Matrix (P-Mar) – Feature in the Customer File to memorize specific pricing for individual customers. Quoted labor prices, specific margins for different lines of parts, ect.

Accounts Receivable – Accounts Receivable is an account within the general ledger representing the money owed to you from customers based on products or services provided.

Accounts Receivable Subledger – The AR subledger is a detailed list of unpaid and paid invoices managed through the AR GL. As soon as an invoice is closed, it is entered and listed as paid or unpaid (Rec) in the AR subledger. If the invoice is paid, it will appear on the “Paid” side of the subledger with a corresponding payment (Dep). If unpaid the invoice will show in the “Rec” side of the subledger awaiting payment from the customer

NOTES

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SECTION 1. INPUTTING CUSTOMER INFORMATION

CUSTOMER PHONE

Customer main phone number

ACCOUNT #

Unique 7 digit account number Vision will automatically create for each customer
notice how the last 7 digit of the phone number become the account #
if two customer have the same last 7 digits of a phone number, Vision will assign “100-” then the last 4 digits of the phone number.

NAME

Customer name, this is what will show on the invoice and it limited to 28 characters
Every name must be unique cannot have two separate customers with the same name

ADDRESS

Physical address of the customer

ADDRESS 2

Mailing address if different from physical address

CITY, STATE, ZIP CODE, COUNTRY

Just standard information needed to complete the mailing address

CONTACT NAME

Main contact for the customer if different from name (inside the F9 - more will be an area to add additional contacts)

TERMS

This will determine how/when the customer has to pay you
C - cash sale F - Flexible - will prompt for payment at the closing of an Invoice
D - COD R - Receivables - will NOT prompt for payment at closing and will instead close the invoice down to the Account Receivable to be paid at a later date

ACCT. TYPE

This will determine the margin the customer is charged, during system setup you provided us with the margins you wish to charge for each pricing level
C - cost, this is a 0% margin, you sell the part at the same price you paid for it
W - wholesale, this is the lowest margin charge to a customer i.e 20% margin
F - fleet, this is the next step up from wholesale i.e 30% margin
R - retail, this is the normal price level for cash customer or individual who do not exist in the customer file i.e 40% margin
L - list, this is the highest margin you would charge someone, usually MSRP.

WO TYPE

This is used if you want to have a different price level charged for parts on work orders(when you are working on the customer truck, trailer, or equipment), separate from what you charge for sales order (over the counter sales)
If left blank it will just charge the ACCT TYPE pricing

P/O. REQ

Yes “Y” or No “N” If the customer requires a PO on all their charged invoices

MILEAGE. RQ

Yes “Y” or No “N” if you want to update mileage on each invoice
You set the default answer when you did the system setup

NOTES

Internal notes on the customer. You customers will never see these note
if you use an asterisk “ * ” as the first character it will serve as a warning message whenever you start a new invoice for the customer.

NOTES

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SECTION 2: CUSTOMER DETAIL INFORMATION

STMT DATE.

The last date you ran a customer statement for this customer.

This area allows you to select if you want to print a statement or not for this customer
The “0” option allows you to print statements for the customer but will never charge them a late fee

PREV. BAL.

The amount that was due on the last statement that you processed for this customer

INTEREST

The service charges (late fees) generated on the last statement you ran

TERMS

Amount of time the customer has to pay their invoices. numbers are days and using letters at the end represent day of the month. I.e 45 would be 45 days from when the invoice was closed 15th would be the 15th of the following month payment is due

30/60/98

Number of invoice the customer currently has past 30, 60 or 90 days.

PAST 30. - PAST 60. - PAST 90.

Dollar amount of invoices past 30, 60 or 90 days.

D-TERMS

Allows you to put custom discount statements on certain customers. Does not work with all form types

ACTIVE

Internal notes for a customer
- “H” hold no billing will change a customers terms to cash an not allow a charge to account
- “N” not active will hide the customer file from the search grid to not allow them be selected from the open order screen. Meant for customer who are no longer in business but you need to maintain the history for.

LST. YEAR

Total business done last year

YTD PURCHASES

Dollar value posted to the accounts receivable GL. (invoices & others)

YR ENDING

Balance due for the customer at the end of the previous business year.

YTD PAYMENTS

Amount of payments collected throughout the year

ACCT BAL

Amount posted as “R” for receivable

HIGH BAL

Highest balances this customer ever reached.

TAX AREA

The tax area this customer should be taxed from

EXP

Expiration date of customers tax area, usually only set for exempt or resale customers

TAX ID#

Tax ID number for customer who claim to be exempt or resale

CTRL/T

Area to assign percentages to certain tax areas; state, county, city, ext

TAX %

Total percentage of the tax area

STMT. DISC%

If offering statement discounts or early payment discounts can put the “negative” value you wish to discount i.e -5 for 5%.

CRED. LIMIT

customer credit limit, max account balance they can have.

LST.PMT $.

Dollar amount of the last payment received from the customer.

LST. CHECK.

Check # or detail from the last payment received from the customer.

PMT. DATE

The date of the last payment received.

CUR. CHGS.

Dollar amount of invoices closed in the current billing period. i.e 30 days

EMPLOYEE

“Y” or “N”, strictly for internal notes only.

NOTES

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SECTION 3: CUSTOMER FILE FUNCTION BUTTONS

F2 - NEW

Creates a new customer file

F3 - FIND

Allows you to filter to customer database to only show the relevant information. Use this if you are unable to remember the customer name or phone number.

F4 - EDIT

opens up the customer file to edit or change the information, use F4 - edit again to save changes

F5 - DELETE

Allows you to delete a customer file, only do if no work has been done in the current year for the customer, also notice how it is preset to “No”

F6 - CCARD

Allows you to store customer credit cards on file if you have Plusspay

F7 - PRINT

Brings up the printing options from inside the customer file, Few options you will use
- C - customer statements, give you the ability to print or email customers statements
- E - aging report, showed what customers balance should be, will go over in Month End AR classes
- F - View Electronic Documents, if you have the email/EDM module, will allow you to see a PDF copy of any invoice, statement or payment made by the customer.

F8 - AR

Gets you into the subledger AR for this customer

F9 - MORE

An area to store more customer information and make more advance reporting capabilities, we will go over the area’s highlighted for this class
- “Vendor Code for Warranties” allows you to set the customer to a vendor that will be warranting the work or you can also use it if you order parts for them or use them as a sublet Vendor and want to do a “trade”: with them.
- Total cost - Other order: will show the health of the customer lets you know exactly how much business you have done with them and what kind of business.
- Fax/Email/Print Orders/Statement - can select how you will send the customers their invoices and statements, can put an “E” in each box to email them or do an “EP” to email and print out copies
- Email address - this is main email address for customer, only put in one email address here, if there are more use the “F9 contacts”
- F9 contacts - area to store extra names, phone numbers and emails.
- We can go over the other areas inside here as you would like.

F10 - SEARCH

Brings up the customer search grid to find a new customer file to open

F11 - P-MATR

Price Matrix, allows you to give customer quoted labor prices or special prices on parts, will only affect this customer (will go over further in POS training)

F12 - CREDIT

This will allow you to take payment on account, will go over in more detail in Accounting 8 & 9

CTRL/S - SIGS

Allows you to store signatures on file for CC’s or can be used for approved by signatures for work done, need a sig pad for.

CTRL/N - NOTES

Internal note area that is reportable, will give date stamp and ability to put in codes.

CTRL/U - UNITS

Place to store customer units, will show history per unit, will go over in more detail in POS training

CTRL/B - B-SHIP

Create a ship to address to send parts or invoices to but still bill the main address on account.

CTRL/P - P-VIEW

View the last 4 payments received from the customer, date, detail and amount

CTRL/H - HISTORY

Ability to view the parts history for this customer only, does not show labor history.

CTRL/D - DATA

This is simply an extra note or document area.

PAGE UP - PREV

Goes to the previous customer in line without have to use the F10 -search

PAGE DOWN - NEXT

Goes to the next customer in line without having to use the F10 - search

ESCAPE - EXIT

Closes the customer file database down and brings you back to the main screen.

NOTES

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SECTION 1. INPUTTING CUSTOMER INFORMATION

CUSTOMER PHONE

ACCOUNT #

NAME

ADDRESS

ADDRESS 2

CITY, STATE, ZIP CODE, COUNTRY

CONTACT NAME

TERMS

ACCT. TYPE

P/O. REQ

MILEAGE. RQ

NOTES

SECTION 2: CUSTOMER DETAIL INFORMATION

STMT DATE.

PREV. BAL.

INTEREST

TERMS

30/60/98

PAST 30. - PAST 60. - PAST 90.

D-TERMS

ACTIVE

LST. YEAR

YTD PURCHASES

YR ENDING

YTD PAYMENTS

ACCT BAL

HIGH BAL

TAX AREA

EXP

TAX ID#

CTRL/T

TAX %

STMT. DISC%

CRED. LIMIT

LST.PMT $.

LST. CHECK.

PMT. DATE

CUR. CHGS.

EMPLOYEE

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SECTION 3: CUSTOMER FILE FUNCTION BUTTONS

F2 - NEW

F3 - FIND

F4 - EDIT

F5 - DELETE

F6 - CCARD

F7 - PRINT

F8 - AR

F9 - MORE

F10 - SEARCH

F11 - P-MATR

F12 - CREDIT

CTRL/S - SIGS

CTRL/N - NOTES

CTRL/U - UNITS

CTRL/B - B-SHIP

CTRL/P - P-VIEW

CTRL/H - HISTORY

CTRL/D - DATA

PAGE UP - PREV

PAGE DOWN - NEXT

ESCAPE - EXIT

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