PEACHTREE -- Maintaining Customers Accounts and their Default Information

Maintaining Customers Accounts:

Now as we move further, we click on “MAINTAIN”. The following bar will appear with different options having one option as “CUSTOMERS/PROSPECTS”.

                         

As we click on “CUSTOMERS/PROSPECTS”, the following window will appear:

It consists of five set of tabs including:

Ø General

Ø Sales Defaults

Ø Payment defaults

Ø Custom Fields

Ø History

                      

The above “GENERAL” window contains the following:

Ø Customer ID ( A particular ID is given to each customer. It may be numeric or alpha-numeric ).

Ø Name ( The name of the particular customer ).

Ø Contact ( The name of the person we contact in respect of the customer ).

Ø Just below the ‘CONTACT’ there is a bar containing two options “BILL TO ADDRESS” and “SHIP TO ADDRESS”.

Ø Address ( Address of the customer is provided ).

Ø City , State , ZIP code and country of the customer is provided .

Ø Sales Tax.

Ø Customer Type.

Ø Telephone , Fax , Email and website of the customer.

Ø Beginning Balances.

Now as we click on “SALES DEFAULT” the following given options will appear on the screen:

Here in the “SALES DEFAULT” tab we can see the following options:

Ø Sales Rep.

Ø GL Sales Acct ( We click on the magnifying glass , and ‘Chart Of Accounts’ will appear. Now here from the ‘Chart Of Accounts’ we will select ‘Sales’ account and click ‘OK’ and ‘Sales’ account will appear on the bar in front of ‘GL Sales Acct ).

Ø Open P.O # ( The number of purchase order which is sent by the customer ).

Ø Ship Via.

Ø Resale #.

Ø Pricing Level.

Ø Terms ( For Example ‘ 2% 10 , Net 30 Days ‘ means 2% discount will be given if the customer will make the payment in 10 days , otherwise there will be no discount and it is mandatory for the customer to make the payment in 30 days ).

Now we click on the next option “PAYMENT DEFAULTS” which contains the credit card details of the customer.

Now in the next step we click on “CUSTOM FIELDS” in which we give the details of the second person we should contact in respect of the customer.

Now we click on “HISTORY” which contains the history of transactions with the customer.

Default Information Of Customers

We can also set some default settings manually for customers. For this purpose we click on “MAINTAIN” in ‘Menu Bar’ , we then click on “Default Information >> Customers”.

By clicking on “Default Information >> Customers” , the following given screen will appear:

The very first tag which will appear when we click “Default Information >> Customers” is “PAYMENT TERMS”.

“PAYMENT TERMS” include the following:

Ø C.O.D “Cash On Delivery” ( As we click on ‘C.O.D’ the options of “Net due in” , “Discount in” and “Discount %” will be disabled , while the option of “Credit Limit” will remain enabled. This is because as the word ‘Cash On Delivery’ is self-explanatory means the cash is directly paid at the time of delivery of goods , so there will be no need of disabled options as it will be a cash transaction , however the credit limit of the customer must be entered. ) 

Ø Prepaid ( Means the payment is made by the customer prior the delivery of goods. This will have the same treatment as of ‘C.O.D’. )

Ø Due in number of days ( All options will be enabled in this case , this means that the net payment would be made for example in  30 days , and if the customer pays with in 10 days he would get discount of 2% , while the credit limit for the customer is $2,500. )

Ø Due on day of next month ( Same treatment as of ‘Due in number of days’ except the ‘Net due in’ will be the date of next month. )

Ø Due at end of month ( Same treatment as of ‘Due in number of days’ except the option of ‘Net due in’ will be disabled because the net payment would be due at the end of month. )

Ø GL Sales Account ( Here we click on magnifying glass and select “SALES” from ‘Chart Of Accounts’. Now this will be set as default for all customers and we do not need to select ‘GL Sales Acct’ in ‘Sales Default’ tab of ‘Customers’. )

Ø Discount GL Account ( We click on magnifying glass and select “DISCOUNT ALLOWED” from ‘Chart of Accounts’. )

We click on the tab of “Account Aging”. In this tab we can set the age of our customers(debtors) either by ‘Invoice date’ or ‘Due date’

“CUSTOM FIELDS” tab is used to enter extra information about customers. The field labels must be enabled for the data to be entered.

The “FINANCE CHARGES” tab is used to enter the charges and interest required to be charged on overdue amount by the customers.

The “PAY METHODS” tab is used to enter the methods of payment by the customers. We may add up to 10 methods of payment that are accepted by our business.