Customer

Maintenance | Sales | Financials

Customer

This maintenance screen allows users to configure and add customers that will be used on their transactions.

Customer Record List

Adding Customer

1. Click Customer under Maintenance Menu
2. Under Customer Screen, Click Add Customer Button
3. Fill up the necessary fields then click Save

Field	Description	Expected Output
1.Code	•Customer Reference Code	•Alphanumeric
2.Company Name	•Company Name of the Customer	•Alphanumeric
3.Address	•Address of the Customer	•Alphanumeric
4.Email	•Email of the Customer	•Alphanumeric
5.Business Type	•Business Type of the Customer's Company	•Alphanumeric
6.Contact Number	•Contact Number of the Customer	•Number
7.First Name	•First Name of the Customer	•Text
8.Last Name	•Last Name of the Customer	•Text
9.Payment Terms	•Payment Terms of the Customer	•Number
10.TIN	•Tax Identification Number of the Customer	•Number
11.Credit Limit	•Credit Limit of the Customer	•Number

Notes:

• Code in the Customer is a Unique field, this cannot be edited once the user proceed to creation.

Viewing Customer

1. Click Customer under Maintenance Menu
2. Select a Customer record that needs to view its details. Click the drop-down arrow then click View.
3. The user has an option to Edit the Customer record upon viewing it.

Editing Customer

1. Click Customer under Maintenance Menu
2. Find the Customer Entry that needs to update its details. Click the Drop-down Arrow then choose Edit.
3. Update the fields then click Save. Note: Fields with * are required fields

Field	Description	Expected Output
1.Company Name	•Company Name of the Customer	•Alphanumeric
2.Address	•Address of the Customer	•Alphanumeric
3.Email	•Email of the Customer	•Alphanumeric
4.Business Type	•Business Type of the Customer's Company	•Alphanumeric
5.Contact Number	•Contact Number of the Customer	•Number
6.First Name	•First Name of the Customer	•Text
7.Last Name	•Last Name of the Customer	•Text
8.Payment Terms	•Payment Terms of the Customer	•Number
9.TIN	•Tax Identification Number of the Customer	•Number
10.Credit Limit	•Credit Limit of the Customer	•Number

Importing and Exporting Customer Record

1. Under Customer Screen, Click Options

2. Under Options, The user may Export or Import The Record

• When Exporting the records, the user may also use the filter options through tabs for precise searching and exporting of records.

• When Importing the records, the user should follow the following steps provided in the Importing Customer Screen such as

Customer Import Details

Field	Description	Allowed Inputs	Input Restrictions	Required Field?
1.Customer Code	Customer Reference Code	*Alphanumeric *Dash "-" *Underscore "_"	*Up to 20 characters *Other Special Characters *Space	Yes
2.Company Name	Company Name of the Customer	*Alphanumeric,  Period, Comma, Space, Percent, Ampersand, Left Parenthesis, Right Parenthesis, Left Bracket, Right Bracket, Underscore, Minus, Plus, Equal, Slash, Dollar Sign, Number Sign, At Sign, Exclamation, Single Quote, Double Quote, Colon, and Semicolon	*Up to 100 characters *Other Special Characters not mentioned	Yes
3.Address	Address of the Customer	*Alphanumeric,  Period, Comma, Space, Percent, Ampersand, Left Parenthesis, Right Parenthesis, Left Bracket, Right Bracket, Underscore, Minus, Plus, Equal, Slash, Dollar Sign, Number Sign, At Sign, Exclamation, Single Quote, Double Quote, Colon, and Semicolon	*Up to 105 characters *Other Special Characters not mentioned	Yes
4.Email	Email of the Customer	*Alphanumeric *Dash "-" *Underscore "_" *Must follow the format ___@__.__	*Up to 150 characters *Any Special Characters except Dash and Underscore	No
5.Business Type	Business Type of the Customer's Company	*Individual *Corporation	*Any inputs not mentioned in the allowed inputs	Yes
6.Contact Number	Contact Number of the Customer	*Numeric	*Up to 11 characters *Any inputs except numbers	No
7.First Name	First Name of the Customer	*Alphanumeric,  Period, Comma, Space, Percent, Ampersand, Left Parenthesis, Right Parenthesis, Left Bracket, Right Bracket, Underscore, Minus, Plus, Equal, Slash, Dollar Sign, Number Sign, At Sign, Exclamation, Single Quote, Double Quote, Colon, and Semicolon	*Up to 20 characters *Other Special Characters not mentioned	No
8.Last Name	Last Name of the Customer	*Alphanumeric,  Period, Comma, Space, Percent, Ampersand, Left Parenthesis, Right Parenthesis, Left Bracket, Right Bracket, Underscore, Minus, Plus, Equal, Slash, Dollar Sign, Number Sign, At Sign, Exclamation, Single Quote, Double Quote, Colon, and Semicolon	*Up to 20 characters *Other Special Characters not mentioned	No
9.Payment Terms	Payment Terms of the Customer	*Numeric	*Up to 5 characters *Any inputs except numbers	Yes
10.TIN	Tax Identification Number of the Customer	*Numeric	*Up to 12 characters *Any inputs except numbers	No
11.Credit Limit	Credit Limit of the Customer	*Numeric	*Up to 20 characters *Any inputs except numbers	No

Activating Customer Record

Customer can be Activated in two ways:

• Using drop-down arrow of a record can be used in single record Activation

• Using Activate Button for activating multiple record.

Deactivating Customer Record

Customer can be deactivated in two ways:

• Using drop-down arrow of a record can be used in single record deactivation

• Using Deactivate Button for deactivating multiple record

Deleting Customer Record

Customer can be deleted in two ways:

• Using drop-down arrow of a record can be used in single record deletion

• Using Delete Button for deleting multiple record

Customer Record Option

Actions Available base on Customer Record Status

Status	View	Edit	Deactivate	Activate	Delete
ACTIVE	☑	☑	☑		☑
INACTIVE	☑	☑		☑	☑

Notes:

• The user is allowed to edit the details when viewing the Record.

• Customer can be used in the following modules as long as its status is ACTIVE
  • Sales Module
  • Accounts Receivable and Receipt Voucher
  • Credit Voucher
  • Sales Return
• INACTIVE customers cannot be used in the transactions but can still be used if it is present in the past transactions

• Activating/Deactivating and Deleting of Records can be done in two ways.
  • For single records, the user may use the drop down arrow then the action that need to perform.
  • For multiple records, the user may tick the records then click the action button that need to perform
    • Click the Yes in the confirmation to proceed on the action taken.