How to maintain Vendor Records:

In order to maintain vendor records we click on the vendors option from the MAINTAIN tab and then the following window will be open.

As we select it following window opens with four main headers,

There is a vendor ID and name option above headers

After that we select the general tab and we fill the following information:

Ø Contact

Ø Address

Ø E-mail and website.

Then we go to purchase default tab where we add information about:

Ø Purchase representative the one who do the purchases

Ø Purchase account in which purchase accounts are to be maintained

Ø Ship via

Once the data is entered we move on to Customer Fields and fill the following information.

Ø Office manager

Ø Account representative

Coming to the last header of history and following information is to be entered

Here we enter the first date of transaction,

Ø Last date of invoice

Ø Last invoice amount

Ø Last date at which the payment is made

Ø Last payment amount made.

And finally entering all the data we save it by clicking on save button as shown:

how to maintain customer information

How To Maintain The Customer Records

In order to maintain the customer’s records in the software, first of all, we select the “maintain” option from the menu bar and we select the “customer/prospects” option shown at top of the list

We click on this option and a new opens

As the window is opened, we now start filling the information required in the window by generating a specific customer ID and the name of that specific customer as shown in their respective tabs

As the general bar is being selected automatically, there are several tabs in which contact is at the first which tells us a representative of the company we are selling to...

An address tab in which we add the address where we are delivering the package

And we add the address of the location as shown in the tab

And the customer type whether he/she is a cash customer or credit customer

And the telephone number, e-mail address and the website of the customer

In the sales defaults tab there are tabs as follows

ü Sales representative

He/she is a sales person

ü General ledger sales account

It shows the account that has been maintained in the charts of accounts

ü Open purchase order number

An order taken but the transaction has not been done

ü Ship via

It is the way we send the package from

ü Resale number

ü The order sent to a store by the customer and the store sent the order to the manufacturer

In payment defaults there are information boxes as follows:

Ø Cardholder's name

Ø Address

Ø City, state, zip

Ø Country

Ø Credit card number

Ø Expiration date of the card

Ø Payment method

Ø Cash account

Filling these boxes with required information we then select the custom fields  shows as follows:

Ø Second contact

Ø Reference

Ø Mailing list

Filling these boxes and then we select history tab in which there are:

Ø Customer since which tells that how old customer is.

Ø Last invoice date

Ø Last invoice amount

Ø Last payment date

Ø Last payment amount

Ø Last statement date

Default customer information

We use customer default window in order to enter the information about amount which is receivable. In order to do that we select default customer option from the maintain option and we further select sub option customer showing in the customer default

And a customer default window opens with five headers in it

The payment terms header includes:

C.O.D stands for Cash on Delivery which means payment should be made on the delivery of shipment.

Prepaid states the advance payment to the vendor.

Due in number of days states that the payment should be made within a specific time from the date of sales.

There is an option in which a credit limit is set.

GL Sales Account and Discount GL Account is being maintained to record the transactions of specific customers

After completing the data entering here we select the account aging header which includes

There are two general methods to record sales which are:

ü Invoice date. The date on which the sales were made.

ü Due date: The time period within the payment is made.

Aging Categories:

It shows four consecutive columns…

where we put the number of days and create the column heading as shown:

We move further to custom fields in which we enter some extra information about the customers.

We move on to the Finance chargers in which the company charges interest to a customer at a specific rate after a specific time period of due date.

The last but not least is pay method which states that there are ten methods in which a payment can be made.

And we then click on the OK button to save the information about a specific customer.