Customer Entry

Overview of AR04

Each accounts receivable customer must have a record in the system. Each record contains the following components: customer account information, name and address information, a transactions listing, information about orders for this customer, information about invoices for this customer, information about payments made by this customer, sales information, order returns information, electronic funds transfer setup (if applicable), and a memo screen.

• From the DDI Connect main menu, double-click Accounts Receivable
• Double-click Customer Entry. You will see this screen:

Adding a New Customer

To add a new customer, click the Add button on the toolbar. You will see this message:

If you wish to proceed, click Yes. This will launch the Name/Address Entry screen. Enter the information and save the record. This will become the new customer record for Accounts Receivable.

Once a record is saved, you can access it by doing an inquiry. The record will now look like this:

There are multiple tabs on this screen. To edit any of the fields, click the Edit button on the toolbar.

Customer Info tab

The following fields are available on the customer info tab:

Field	Description
Contact	Enter the contact name for this customer
Phone/Ext	If the phone number was added in Name/Address Entry, it will appear here. You can add the extension number
Account #	If you have an account number with this customer, enter it here
Active	Enter yes for an active customer, no for an inactive customer
Freeze	Button that enables/disables the customer’s account for subsequent order activity. Only users with appropriate security will be able to see this button. If you click the Freeze button, the Freeze Customer Account screen will launch
Next Address	If the customer constituent record has multiple addresses, this button will appear. Click the Next Address to select the address you wish to use
Make Default	If the customer constituent record has multiple addresses, this option will appear. If you wish to use a specific address as the default for accounts receivable, select this option
Account type	Type the customer type code or click the list icon to select from a list of active customer type codes in the system
Class	Type the customer class code or click the list icon to select from a list of active customer class codes in the system
Terms	Enter the code for the terms agreed upon with this customer, or click the list icon to select from a list of active term codes in the system
Taxable?	If sales/billing to this customer are taxable, enter yes. Otherwise, leave at no
Credit limit	If this customer has a credit limit with you, you can enter the credit limit here
Balance	A display only field that shows the credit balance that the customer has with your organization
Reserved	Amount reflecting any customer prepayments still waiting to be applied to open orders (most likely backorders)
Balance due	The difference between the customer’s aggregate balance (debit or credit) and any reserved credits on that customer’s account. A credit balance is indicated by CR following the dollar amount
Last invoice #	Displays the last invoice number for this customer
Last invoice amount/on	Displays the amount and date of the last invoice
Last payment amount/on	Displays the amount and date of the last payment made by the customer
Last credit amount/on	Displays the amount and date of the last credit applied to this customer
Avail. credit	Displays the available credit amount for this customer

Name/Address tab

When you click the Name/Address tab, the Name/Address record for this customer will launch

Transactions tab

When you click the Transactions tab, the Transactions screen will appear

Orders tab

When you click the Orders tab, the Orders screen will appear

Invoices tab

When you click the Invoices tab, the Invoices screen will appear

Payments tab

When you click the Payments tab, the Payments screen will appear

Sales tab

When you click the Sales tab, the Sales screen will appear

Returns tab

When you click the Returns tab, the Returns screen will appear

EFT Setup tab

When you click the EFT Setup tab, the EFT Setup screen will appear

Memos tab

When you click the Memos tab, the Memos screen will appear

Searching for an Existing Customer

To search for an existing customer, you can do one of two things.

• Click the list icon to the right of the Customer ID field. This will launch the Customer Inquiry/Advanced Search screen

You can also search on the Customer Entry screen. There are two search fields available:

Field	Description
Select	Click the drop down arrow to select All customers, Active customers or Inactive customers
Name begins	Type the first few letters of the customer's name that you are trying to find (you can type the full name as well, if desired)

Click Search. The system will display the results of the search as such:

To view a record, double-click it. This will launch the Customer Entry screen in view mode. When you have finished viewing the record, click Exit to return to the Customer Entry screen.