Customer

This is where the user can create a customer card for each customer (debtor), edit customer master data for the selected company, set up invoicing for the customer as well as manage the customer balances.

(Click on the screenshots to enlarge).

Customer toolbar/ribbon

(Click on screenshots to enlarge).

Description of buttons in the customer toolbar/ribbon:

• Add: Adds a new customer

• Edit: Edits an existing customer

• View details: Shows all details for an individual customer

• Refresh: Refreshes the data from other screens or modules

• Filter: Creates a filter for the data. Read more here.

• Layout: Allows the user to save, delete, edit and retrieve a saved layout for use in the customer module. Read more here.

• Contacts: Allows the user to add and edit contact details, for example with a telephone number, e-mail etc. This button will only be visible if  ‘Contacts’ is selected under ‘Modules’ in Company/Maintenance/Configure application functionality. Read more here.

• Delivery addresses: Allows the user to add and edit delivery addresses for the customer. This button will only be visible if ‘Delivery Addresses’ is selected under ‘Orders’ in Company/Maintenance/Configure application functionality. 

• Customer item number: Here, the user can select the customer’s ‘Item name group’, including special prices and item names. This button will only be visible if ‘Customer item number’ is selected under ‘Logistic Module’ under Company/Maintenance/Configure application functionality. Read more here.

• Sales prices and discounts: Prices and discounts can be applied using this button. This button will only be visible if ‘Customer price lists’ must be selected under ‘Logistic Module’ under Company/Maintenance/Configure application functionality.

• Follow-up: Gives the user an overview of any activities noted on this customer via the CRM module. This button will only be visible if ‘CRM’ is selected under Company/Maintenance/Configure application functionality.

• Attachments: Attach a note or a document.

• Transactions: View all transactions on the selected customer account.

• Open transactions: Shows all open posts.

• Statement: Allows the user to create and print a customer statement.

• Stock transactions: Provides an overview of all stock transactions.

•  Pivot table: Use a pivot tabels used to sort and summarise customer data.

• Orders: View and generate orders. This button will only be visible if ‘Orders’ is selected under Company/Maintenance/Configure application functionality.

• Quotations: View, add and edit quotations made to the customer.

• Invoices: Send invoices to the customer.

• Reports: Create a report with customer or period statistics.

Create a new customer

Click on the ‘Add’ button in the toolbar/ribbon, to create a new customer. Fill out the fields as shown in the screenshot below.

Click on the ‘Save’ button when you have completed the form and are ready to set up the new customer.

Description panel

Enter the customer’s master data in the description panel of the form shown above as follows:

Account: Max 20 characters.

VAT No: National company number lookup (country specific).

Account name: Name or company name of the customer.

Address 1, 2 and 3: Street name and number.

ZIP/postcode: Customer postcode.

City: Customer city/town.

Country: Customer country etc.

Language: Select the invoice language from the 26 languages in the dropdown menu. Note that if the language is set to ‘Default’ here then the system will select the language of the customer’s country and not the language that the company accounts are set to. So the language that will show on this customers invoices, for example, would then be the language of the country that the customer is located in.

Telephone: Contact telephone for customer.

Contact: Name of customer contact person.

E-mail for Contact: E-mail address for customer contact person.

Mobile phone: Enter a mobile phone for the contact person here if required.

Blocked: Check this box if the customer should be blocked.

Group panel

Group: Groups can, for example, be private or business groups etc. This is a mandatory field.

Payment: Method of payment, for example, cash, every 14 days, every month.

Total discount %: Include a % if the customer receives a discount.

Credit limit: Include an amount if the customer is to have a maximum credit limit.

Employee: Use the dropdown menu to select the name of an employee.

VAT zone: Select the VAT zone from the dropdown menu (country specific).

VAT: Country specific.

Currency code: Select the currency that the customer will pay in.

Account type: Select from the dropdown menu (e.g. Bank account or IBAN).

Bank account: Some banks will show which account number or IBAN has been paid into. Enter the account number or IBAN here. This makes it easy to find the customer if the information is included in the bank statement. Read more on here importing a bank statement.

TAX-No: Country specific.

Invoice panel

E-mail for invoice: Enter the customer e-mail that invoices should be sent to.

Invoice in XML: Check this box if the customer should be invoiced in XML file format.

EAN: Enter the customer EAN number, if invoices are to be sent to the customer electronically.

Revenue account: Use the dropdown menu to select a revenue account that sales to this customer should be posted to. If the user selects a sales account for a customer here then this account will automatically be suggested as an offset account in the General journals. Read more here.

Invoice account: Use the dropdown menu to select an invoice account for this customer if it is different from this delivery account (the actual customer card being set up here).  This could be, for example the head office which is set up as a separate another customer account. If selected here, the head office would then receive the invoice and the actual customer will receive the delivery. If another ‘invoice account’ is selected here on the customer card, it is still possible to obtain stock statistics for the individual customer accounts by selecting ‘Delivery account’ instead of ‘invoice account’ in the company inventory preferences. Read more about inventory preferences here.

Sales price: Use the dropdown menu to select a sales price (previously set up) for this customer.

Price list: Use the dropdown menu to select a price list (previously set up) for this customer.

Shipment: Use the dropdown menu to select a (previously set up) shipment option.

Terms of Delivery: Use the dropdown menu to select (previously set up) terms of delivery.

Layout group: Here, the user can enter the default customer invoicing method and appearance. Go to layout groups by clicking on F6.  Read more about layout groups here.

Item name group: Use the dropdown menu to select a (previously set up) item name group.

Prices inc. VAT: Check here if the price on the invoice should include VAT. (Country specific).

Our account number: Select your account number if required.

Last invoice: Select the date of the last invoice if required.

Delivery address panel

Insert a delivery address here if the delivery address is different from the address in the customer master data (‘Description’ panel of this form).

Click on the compass button next to ‘Delivery Zip/postcode’ to show the address in google maps.

Country for delivery: select the country for delivery from the dropdown menu.

Several delivery addresses: 

Uniconta can handle several delivery addresses per customer.

These can be selected on the order/invoice form.

The ‘Delivery address’ function should be switched on.

If conversion is performed from e-conomic, the delivery address will be imported into this form.

CRM panel

The CRM panel can be filled out with ‘CRM group’, Interests’ and ‘Products’ from the respective dropdown menus if they have been set up in the CRM module.

Dimensions panel

It is also possible to include a financial dimension for the customer. This can be used for reporting and can include a department, holding, objective etc. Dimensions are set up in General Ledger/Maintenance/Dimensions.