Customer record - details

A unique reference code used to identify the customer. It can include letters or numbers or both, for example SMITH01. An account code can't be changed once the record has been saved.

Your customers are listed in the Customers window and are sorted in order by this code. Numbers appear before letters in the list, so Account Customer 123ABC would appear higher on the list than Account Customer ABC123.

You can use the drop down list to select a different customer based on their account code.

Tip: When using numeric codes make sure you use leading zeros in the number. This will keep the code sorted in the correct order.

The customer's trading name. It can consist of up to sixty characters of text. The name is used in reports and documents you may want to print and send to your customer, such as invoices.

You can enter up to sixty characters per line. The address is used in documents you may want to print and send to your customer such as invoices, credit notes, letters, labels and statements.

Use the Street1, Street2, Town, County and Post Code lines to enter your customer’s address.

Tip: The labels used for the address lines can be changed to suit. To do this, choose Settings > Company Preferences then click the Labels tab.

This setting is important as it is used to validate VAT numbers recorded in your software, which do vary between countries. It is also used for Intrastat reporting, which you will need to do if you trade goods within the EU.

The suggested country is based on your regional settings in Windows. Use the drop-down list to select the country where the customer is based.

If you and your customer are VAT registered traders, there is a legal requirement to provide your customer with a VAT invoice for all sales.

The code can be up to thirty characters in length and in the correct format which your software checks. Different countries use different VAT number formats.

The person responsible for the account, though you can use this box to hold any other related information.

The person you would contact if you had a query about an order. The person who is actually working with the goods, as opposed to the person who has ordered them.

The number you expect to use most often when contacting this customer.

You can call this number using the button to the right of this box if you have set up the Windows Phone Dialer and are connected to a modem. When you start the call any text you enter in the box is ignored, but be sure to enter the area code before the main number, for example 0191 2553000.

Sometimes it is necessary to pause the dialing sequence. Enter a comma in the number wherever you need a pause, for example 0191, 2553000. If you have to dial a number to connect to an outside line remember to include this in the number, for example 9, 0191, 2553000..

An alternative contact number, perhaps a mobile number or a direct line to your contact.

Record a fax or telex number, which can be up to thirty characters.

Use this entry box to record the customer's primary email address.

You can email the customer using the button to the right of the box provided you are using Microsoft^® Outlook and that the Email 1 entry consists of a valid email address for the customer.

When you click the button a blank email appears ready for you to draft but it does contain the customer's primary email address.

As per Email 1, use this entry box to record an alternative email address for the customer; for example the email address for the Stores Controller or Accounts Department at the customer site(s).

Again as per Email 1, use this entry box to record an alternative email address for the customer; for example the email address for the Stores Controller or Accounts Department at the customer site(s).

This is a flag set on the customer’s account to indicate how you send correspondence to them. It has nothing to do with Transaction Email mentioned below.

If you select this check box, you must enter an email address in the previous box to save and close the record.

A fund can be assigned to each customer record. This is intended to speed up transaction entry.

When you record income from this customer, your software applies the fund assigned to the customer’s record to the transaction.

This is referred to as a default. If during transaction entry the default fund is not appropriate, you can record another fund against the income at that point.

This is extremely useful if you intend to reclaim tax for charitable donations. By setting this option you have the means to generate a Gift Aid report.

The report details customers that have made donations. These details cover a customer’s name, address and the tax that can be reclaimed.

However, to ensure the money received from a customer is included in the report, record the donation as an invoice or donation.

Both methods require a customer to be associated with the transaction. A bank receipt does not require a customer to be associated with the transaction and therefore will not be included in the Gift Aid report.