MAINTAIN CUSTOMER RECORDS

“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

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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

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.

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.

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: