“MAINTAIN CUSTOMER
RECORDS “
In order to maintain customer records we will open
the Peachtree and open the company and go to the maintain option and select the
customer/prospectus option as shown below:
After clicking on the option a new window will appear showing the
information in which we can,
change, and store information about companies and people to whom you sell goods
and services. You can also enter information about companies and people with
whom you would like to do business (prospects). For customers and prospects,
this includes information such as:
·
General
·
Sales draft
·
Payment details
·
Custom fields
·
History
To see any customer information we will write the customer id in the Customer header fields that are located above the folder tabs of the Maintain customer/prospectus window. This is where you enter lookup
information about the customer such as the customer ID, name, and status as
shown below:
In
general head we write customer information data like address, contact number, e
mail address, fax, beginning balance etc
.
Now select the next head that is sales defaults.
In this window we have to
fill the information about
1 Sales
Rep: If
customer is dealing through any sales person then this option will help you to
fill out by sales representative name.
2. GL sales Acct: This is general ledger sales account. In order to fill this
option you have to select “Sales Account” by clicking on the search button
which is next to the filling row and before this you need to verify that Sales
account is already exist in “Charts of Accounts”.
3. Open. P.O: This is
the purchase order number of the customer.
4. Ship Via: here
you can select the shipping medium that would be use as a primary shipment to
the relative customer.
Now we will select
the payment tab :
In the payment tab customer is willing for
payments through Credit Card, then this tab needs to be filled at least by the
info Cardholder’s Name, Credit card Number and Expiration Date.
After completing we will go to the custom fields tab in which we
can give the second contact, reference, mailing list, multiple states.
After that we will go to the history tab and the following
window will appear showing the following information:
Customer
Since: This is the date when you first made a sale to the customer.
Last Invoice Date: This is the date of the last invoice you sent to the customer.
Last Invoice Amt: This is the amount of the last invoice.
Last Payment Date: This is the date of the last payment you received from the customer.
Last Payment Amt: This is the last payment amount you received from the customer.
Last Statement Date: This is the date of the last statement you sent to the custome
Then we will go the Account Aging in which Choose either Invoice
Date or Due Date. If we age by invoice date, this will show how old each
customer invoice and balance is. If we age by Due Date, this will show how
overdue each customer invoice . Mostly comapnies choose to age
customers by Invoice Date and vendors by Due Date.
Last Invoice Date: This is the date of the last invoice you sent to the customer.
Last Invoice Amt: This is the amount of the last invoice.
Last Payment Date: This is the date of the last payment you received from the customer.
Last Payment Amt: This is the last payment amount you received from the customer.
Last Statement Date: This is the date of the last statement you sent to the custome
CUSTOMER DEFAULT INFORMATION
After maintaining the customer
records we have to provide customer information and for doing that we will go
to the maintain option in the peachtree and select the default information a
sub window will pop up in which we will select the customers option as shown
below :
After selecting customer option a
new window will popup showing the following information about customer default which include:
1.
Standard term for
customer payments
2.
Account aging
3.
Custom field for
labeling
4.
Finance charges on
invoices over due
5.
Pay methods
In
the picture below we have selected the tab of payment terms in which we have to
select the term of payments like:
·
C.O.D
·
PREPAID
·
DUE IN NUMBER OF DAYS
·
DUE IN DAYS OF NEXT MONTH
·
DUE IN END OF MONTH
And we can add saled account by selecting the look up button
in GENERAL LEDGER SALES ACCOUNT AND DISCOUNT GENERAL LEDGER ACCOUNT.
In the below picture we have selected the custom
field tab which is showing specific information the business needs to fill
about the customers. We can edit the labels by giving them
the names that were relate to the information to be stored. The enabled box
must be checked for text to be entered.
Now we go for the finance charges tab in which we will
mention the point at which finance charges should be applied to overdue
invoices.Here we will mention the number of days after which the charges
becomes due. We need to enter the amount which would limit the annual interest
rate. If the balance below this rate, the rate in the annual interest rate
field will apply. On balances over this amount, the second interest rate
applies.It is the annual interest rate for balances above the amount. If we
want to enter only one rate, enter the same amount in both boxes otherwise it
will manipulate the charges.
PAY
METHODS:
