How do I add a new customer?

 

NOTE - Before you can create a customer, ensure that the relevant release approval, currency, VAT group and order type for the customer you are adding are created on the system

 

Navigate to Data⇒Organisation⇒Customer, Click New.

 

TIP You must fill out all the red mandatory fields to be able to save a new customer. Red mandatory fields are on the Basic, Address and Finance tabs.

Enter the customer’s name and complete the other fields as applicable.

• Alternative Name - for if your customer is known by any other names
• Ranking - ranks 1-5, where 1 is the highest priority and receives the fastest service (see also buffer time, SLA and job prioritisation)
• Default Release Approval - select from a drop down list the Release Approval you are most likely to receive orders for from this customer, this determines the Release Notes to be printed on certificates for this customer. This can be amended per Sales Order as required
• Standard Delivery / Transit time - delivery time to be taken into consideration when a job is being planned e.g. jobs for export may take 2 or 3 days after completion to be delivered to the customer
• Quotation Markup - the global markup added to an estimate for a quotation is set in company information but can be varied by customer here (it can also be varied per estimate)
• SLA Leadtime - this is the default length of time used when planning a job for the customer, it depends on the ranking selected or can be overwritten here. SLAs for individual parts and routes can be entered later elsewhere.
• Email - general company email address. If no other contact emails have been entered and a system document (such as an invoice or order acknowledgement) is sent, this is the email address to be used.
• Web - customer website address, for reference only
• Accepts digital signature on CoC - select No if the customer would rather have handwritten signatures

 

Once you have completed the Basic tab, click on the Address tab.

Click on the New Address button.

 

Fill out the mandatory red field, such as Head Office or London branch (This is a label for the address and will not appear on printed documentation). Fill in the rest of the address details.

Then click the Update button to add the address to the list on the left. This will also select the address you have just entered as the Customer's default invoice and delivery addresses.

 

 

Click on the Clear button. If you have more addresses to add, click on New Address and repeat the steps above. Use the drop down lists to select the correct default invoice and delivery addresses as required.

 

 

Once you have completed the Address tab, click on the Contact tab.

 

 

Click on the New Contact button

 

 

Fill out your contact's details.

 

 

If you want the contact to receive invoices, quotes, despatch notes, certificates of conformity or order acknowledgements via email, use the drop down boxes and select Yes for each of the required documents, then click the Update button.

 

 

Click the Clear button and repeat the above process for any additional contacts.

 

 

Then click on the Finance tab.

Complete all the fields you have information for, ensuring to fill out the red mandatory items using the drop down boxes.

TIP As a minimum, you must complete all mandatory fields before saving the new customer. Any additional information can be added later if required.

 

• Accounts Code - the code associated with this customer in your accounts package
• Payment Terms - the payment terms as per your agreement with your customer
• Pro-forma - if Yes is selected here, a pro-forma invoice will be generated upon Sales Order Entry and, depending upon your company customisation settings, will prevent initiation or despatch of work until the pro-forma invoice is marked as paid
• Credit Limit - if the Sage Live Link is switched on, this field will be automatically populate by the information from Sage. The system will calculate if a customer is approaching their credit limit and if so, will require authorisation before allowing any despatches to this customer to proceed. If the live link is inactive, this field is for reference only
• On Stop - if Yes is selected here, the system will require authorisation before allowing any despatches to this customer to proceed
• Cash Customer - if Yes is selected here, depending on the document templates selected, it will be flagged on relevant paperwork
• Currency - the currency the customer works in
• VAT Group - the VAT group the customer belongs to
• VAT Number - the customer's VAT number
• Accounts Balance - if the Sage Live Link is switched on, this field will be automatically populate by the information from Sage
• Min Charge - depending on your company customisation settings, this is the minimum charge per line item or per sales order and can be applied at Sales Order Entry as required. It is not a mandatory field
• Country - where the customer is based
• Rep Area - if you have Sales Reps operating in different areas, you can note the relevant rep/area here
• Factoring Number - as entered in your accounts package
• Global Price Increase - if you select Yes, when the Global Price Increase function is used to apply a percentage increase to your sales prices, the prices for this customer will be increased accordingly. If you select No, prices for this customer will remain unchanged
• Invoice Type - if you use the Automatic Group Invoicing function, this setting determines how the invoices will be generate
  • Despatch note - produce one invoice per despatch note
  • Multi - produce one invoice for all despatches meeting pre-determined criteria.
  • Single - produce one invoices per despatch note line item
  • Order number - produce one invoice per purchase order number
• Despatch Type -
  • Multi - allow multiple line items per despatch note
  • Single - create one despatch note per item despatched
• Payment Terms - This setting determines whether the payment terms set above begin from date of invoice or from end of the current month
• Defaul Bank Details - If My Company has been set up with mutiple bank accounts, for example different currency accounts, the account that is to appear on a customers invoices is set here
• Sales Man - Allows you to specify which user is the salesman
• Expected Order Frequency - If the customer will be sending regular orders, ie. monthly, this can be entered here
• Email Delivery Note on Create - if set to Yes, the system will send, via your Outlook account, an email to any customer contacts who have been set up to receive despatch notes via email
• Email Cert on Create - if set to Yes, the system will send, via your Outlook account, an email to any customer contacts who have been set up to receive certificates via email
• Max Items per Delivery Note - you can set an upper limit for the number of line items that will appear on each despatch note
• Category - select from a drop down list the Order Type you are most likely to receive from this customer, this can be amended on a per order basis as required.
• Cost Centre - If required, the cost centre relating to the customer can be entered here

 

Once you have entered the data, click the Save button.

Then click on the Surcharge rates tab, Fill in your deisred charges and press Save.

Then click on the Related Documents tab

This allows you to upload any related documents for the customer - for example NDA's

To complete all of your customer's information, press SAVE.