Step 5. Customer set-up (sales ledger)
[continued]
3. Set up customer defaults.
IRIS Bookkeeping allows you to set up defaults to speed up data
entry. When setting up a record you have the option to accept these
defaults or make another entry. See the
Defaults - Customer
section of the help within IRIS Bookkeeping for more details.
Complete the following fields as necessary:
- Category 1 - Use the
drop-down menu to select the category 1 code to be associated by
default with all new customers created.
- Category 2 - Use the
drop-down menu to select the category 2 code to be associated by
default to all new customers created.
- EC Code - Use
the drop-down menu to select the EC code to be associated by
default with all new customers created. You could use this option
if the majority of your customers are in one country (for example
GB). This field must contain a valid EC code – these are 2 letters
long.
- Nominal Code - Use
the drop-down menu to select the Nominal code to be associated by
default to all new customers created. Note that this is only a
default, you can use a different code for any new customer as
necessary.
- PS Discount - Use
the drop-down menu to select the Prompt Settlement discount code to
be associated by default with all new customers created.
- Credit Limit - Type
the credit limit figure to be associated to all new customers that
are created. This field is optional, and accepts a number up to
9,999,999.99.
- Save button - Use
this button to save any change that you have made.
Customer Set up
You can now create a record for each of your customers -
perhaps starting with the customers who have a current outstanding
balance.
Click on the Customers menu and select the
Create New Customer
option OR click on the Customer button on the Explorer Bar and then click on the
New Customer button on
the toolbar.
Complete the following fields as appropriate in the General
Tab:
- Name - Enter the name of the customer (maximum
35 characters).
- Contact - Enter the main company contact (e.g.
Company Director, Finance Director).
- Telephone - Type the company telephone number.
The maximum number of digits is 25.
- Fax - Type the company fax number. The maximum
number of digits is 25.
- Email - Type the company email address. The
maximum number of characters is 55.
- Website - Type the company's full website
address - for example www.companyname.com.
- Address Details.- You can use this area to
enter a single customer address or more than one address (e.g. if
the customer has more than one premises).
If more than one address has been created, you can select an
address from the Description drop-down menu.
Notes and
Tips
- If you are setting up a new customer, it is extremely important
that you use the customer invoice address for the
first address that you create. The first address
that you create will always be used as the Invoice
Address whenever a new invoice is created for the customer.
- We suggest that you use the description 'Invoice Address'
for this first address.
Post Customer Set up:
You may now find it helpful to print the customer record
report. You can use this report to check the details of the
customers that you have created. Click on the Reporting menu and select the
Sales - Customer List option.
You can also use the company details window to view the total
number of customers that have been created – see the
Company Details section of the help within IRIS
Bookkeeping for more details.
