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General considerations
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General considerations
General considerations

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titleIdentification
In

In this section you will enter the main information allowing you to identify your customer:

Customer
  • Company name* - alpha - usually the name of the company, it can also be the name and surname of an individual for your B-to-C customers.

  • Abstract* - alpha - shorter version of the customer name, allowing for easier identification across all programs in the application.
Type of customer

  • Customer type - boolean - if you tick the box, you will specify that this record is a prospect, not yet a customer.

    Expand
    titleMore on prospects


    Info

    Prospects can prove useful when searching for a specific prospect. Prospects can only be used for opportunities and quotations. Identifying a company or individual as such prevent you from placing an order or anything downstream in the sales process. 



  • Customer family - dropdown list - also known as customer groups, they make a nice axis for sales analysis.

  • Language- dropdown list - this will allow you to issue documents in a language appropriate for the customer.

    Expand
    titleMore on language


    Info

    Quite obviously, if you sell abroad, you are going to need to specify the language in which you want your reports to be printed for any given customer. Although this information is valid for the entire customer you can refine it at the address level to address broader customers that are present in several countries. It is especially useful when HQ place an order which will be despatch and invoiced elsewhere in the world.



  • Website - alpha - link to a website, that of your customer or a link to their BVD Info / Thomson Reuter / Kompass record.

  • General comment - text area -
 
  • this text allows you to store internal information about the customer.

  • Customised comments - collection of text areas -
 
Addresses
  • these are specific comments you want to add systematically when you create a dynamic record related to this customer (e.g. quotation, sales order, despatch note, etc.).

  • List of addresses - collection of references to another entity -

 info prospects

  • they allow you to store as many addresses as you deem necessary.

    Expand
    titleMore on

Prospects can prove useful when searching for a specific prospect. Prospects can only be used for opportunities and quotations. Identifying a company or individual as such prevent you from placing an order or anything downstream in the sales process. 

Info
titleMore on language

Quite obviously, if you sell abroad, you are going to need to specify the language in which you want your reports to be printed for any given customer. Although this information is valid for the entire customer you can refine it at the address level to address broader customers that are present in several countries. It is especially useful when HQ place an order which will be despatch and invoiced elsewhere in the world.

Sales follow-up

Pricing and invoicing

Financial information
  • addresses


    Info

    You can store up to three addresses more important than others:

    1. The main address where you will send your acknowledgment of the order.
    2. The main delivery address, where you would usually send products to. It can be on the same site as the main address, but a different recipient, or a different gate.
    3. The main invoicing address. The same comment applies: it can be the same site as the main address, but a different recipient, letter box.





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titleSales follow-up

Here you will store details useful to define how you follow-up on customers, and more importantly who does. These default values can be changed throughout the sales process if need be.

  • Sales person- reference to another entity - the person usually in charge of all interactions with this customer. By default, sales actions, quotations, sales orders, etc. are assigned to that person.
  • External code- alpha - this is the code your customer has given you in its own system. This can prove useful when automating data transfer.
  • Order minimum- amount - this will raise an alert if the amount of the order you are recording for the customer is below the value entered here.
  • Invoicing minimum- amount - this will raise an alert if the amount of the invoice you are about to record for the customer is below the value entered here.
  • List of contacts- collection of references to another entity - this is where you are going to store contact information, names, mobile, email, etc. One of them can be identified as main contact. By default, that contact will follow in any new record at the start of the sales process (opportunity, quotation, sales order, ad hoc invoice).



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titlePricing and invoicing

The information you store here will allow the system to fill some details automatically throughout the process. Like how to calculate taxes, prices, etc.

  • Payment method - reference to another entity - specify here how you want the customer to pay. In a B-to-B world, typical methods of payments are bank transfer and direct debit. In B-to-C activities, these can extend to credit card, checks, etc.
  • Payment terms- reference to another entity - invoice due dates are calculated based on the date they are issued, to which the system adds the payment terms.
    • E.g. an invoice issued on 6th of June, with 30 days end of month payment term, will be due on 31st of July: 06/06 + 30d. = 06/07 ==> end of month = 31/07.
  • VAT system- reference to another entity - crossing VAT system from companies (whether customers or suppliers), with VAT type from products allow the system to initiate the tax rate and amount in all sales documents.
  • Authorised outstanding- amount - you can setup the system to calculate the customer's total outstanding, as the sum of remaining open lines of commercial documents (from open orders to open invoices). In the case where the result of this calculation exceeds the authorised outstanding entered here, the system will raise an alert when you wish to issue a new commercial document. Which alert you can bypass. 
  • Down payment percentage- percentage - whenever you record a commercial document for the customer, this will set the amount due upfront in the footer of the document. You can change this value when filling the last step of the document.
  • Customer tariff family- reference to another entity - once attached to a tariff family, it will allow the system to calculate the applicable price of a product for a customer belonging to this family.
    • Note: there are several ways for the system to calculate the applicable price of a product for a customer. This advanced feature is described in the Pricing section.
  • Invoicing summary- boolean - allows to group several sales order within a single customer invoice.
  • Print customer statements- dropdown list - allows to print a recap of all outstanding invoices of a customer.
  • List of expenses and discounts- collection of references to another entity - this section lists all applicable footer fees and reductions such as delivery costs or admin fees.
  • List of bank details- collection of references to another entity - this is where you are going to store bank information. One of them can be identified as main bank account.



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titleFinancial information
  • Currency - dropdown list - specify here in what currency you would like to issue the commercial documents for this customer. Conversion rates can be updated in the management of currencies.
  • Nominal code- reference to another entity - the system can use several information to determine how to record entries in the general ledger. Nominal codes are one of them.
  • Accounting status- dropdown list - can take either one of the following:
    • Not blocked: all lights are green, you seem to have a good relationship with the customer.
    • Sensitive: whenever you wish to issue a new document for the customer, the system raises an alert you can bypass.
    • Blocked: no new document can be issued for the customer.
  • EORI- alpha - enter here the EORI of the customer.
  • Company registration number- alpha - enter here the customer's company registration number.
  • Tax registration number- alpha - enter here the customer's tax registration number.



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titleAdvanced features
These fields have been disabled. To re-enable them, see "Configure entities and activities".
  • Delivery mode - reference to another entity - 
  • Discount percentage- percentage - settlement discount you would grant the customer by default if you receive payement before the invoice is due.
  • Custom procedure- reference to another entity -
  • Nature of transaction- reference to another entity - 
  • Delivery term- reference to another entity - 
  • Shipping company- reference to another entity - 
  • (NAF or NACE) activity identifier code - reference to another entity -