A comprehensive guide for adding and managing customer information in the accounting system, detailing essential fields, statuses, and best practices for maintaining accurate customer records.
Field Descriptions
Basic Customer Information
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Customer Name: Required field representing the customer's legal or preferred name - used across all transactions and communications
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Contact Information: Primary email, phone, and mobile numbers enable multi-channel communication and automated notifications
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Company Details: Organization name and associated business identifiers for corporate customers and B2B relationships
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Financial Configuration: Includes tax rates, payment terms, and opening balance settings that automatically apply to future transactions
Address Management
Billing Address
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Location Details: Complete address including country, state, city, street name, and postal code - critical for invoicing and legal documentation
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Communication Points: Additional contact numbers and fax for billing-related communications
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Tax Jurisdiction: Address determines applicable tax rules and rates
Shipping Address
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Delivery Location: Physical address for product delivery and shipping documentation
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Special Instructions: Delivery preferences and restrictions
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Quick Copy: One-click copy function from billing address saves time for customers with identical addresses
Contact Persons
Primary Contact
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Basic Details: Full name and position of the main point of contact
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Direct Communication: Personal email, mobile, and phone numbers for immediate reach
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Role Information: Position details help route communications appropriately
Additional Contacts
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Department Contacts: Multiple contacts for different functions (accounting, operations, etc.)
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Hierarchy Management: Clear designation of primary and secondary contacts
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Contact Preferences: Preferred communication methods and availability
Status Management
Customer Statuses
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Active: Approved for transactions with good standing
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On Hold: Temporary pause due to credit issues or documentation needs
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Inactive: Historical record maintenance without current engagement
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Pending Review: New customers awaiting approval or verification
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Credit Hold: Restricted transactions due to payment concerns
Best Practices
Data Entry Standards
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Use consistent formatting for names and addresses
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Verify tax registration details before activation
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Document credit terms and special pricing agreements
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Maintain updated contact information
Address Verification
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Confirm postal codes match city/state combinations
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Include suite/unit numbers for precise delivery
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Note access restrictions or delivery hours
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Regular verification of shipping preferences
Financial Setup
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Verify opening balance matches accounting records
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Configure appropriate payment terms
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Set proper tax rates based on jurisdiction
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Document credit limits and payment history
Troubleshooting
Common Issues
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Required Fields: System highlights mandatory fields - complete before saving
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Duplicate Detection: Search existing records before creating new customers
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Address Validation: Ensure address components match and are complete
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Tax Configuration: Verify tax settings match customer documentation
System Integration
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Seamless connection with billing and invoicing
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Automated credit limit monitoring
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Integration with shipping and delivery systems
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Real-time updates across all modules
Security and Compliance
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Role-based access controls
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Data encryption for sensitive information
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Audit trail for all changes
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GDPR and data protection compliance
This guide serves as your comprehensive reference for customer management. Regular updates and verification of customer information ensure smooth business operations and customer satisfaction.