Fields in the General tab on the Customer Add or Edit form

ID Number

Entering and Validating the ID Number

Enter the ID number under Customer > General tab.

Enforcement: To mandate ID capture during profile creation, toggle the setting under Customer Options > New Defaults / Required.

Structural Validation: Algorithmic ID validation syntax checking can be toggled on within Customer Options > New Defaults / Required.

Credit Limit

Setting and Managing Credit Limits

•The credit limit can be set in Customer Form > General tab.

•If a customer reaches their credit limit, the system will display a warning: "Customer Does Not Have Enough Credit" and prevent on-account sales.

•To require an address for customers with credit, enable Credit Limit - Require Address under Customer Options > General.

•A default credit limit can be set in Customer Options > New Defaults / Required.

"Paid By" Cross-Account Restriction:

Critical Logic: If a customer profile is structurally linked to a third-party payer account via a "Paid By" rule, the system evaluates the credit limit of the payer, not the buyer. If the payer's credit is exhausted, the sale is blocked automatically.

Credit limits can be viewed in Customer > Extended Lookup.

A list of customers with credit limits is available in the Stock Turnover form under the column "Customer Has Credit Limit".

Birthday

Birthday Field

The Birthday field is used in Customer Contacts & Bulk Email /SMS to send customers a birthday message.

Active

Active Checkbox

•The Active checkbox is located in Customer > General tab.

•Operational Behavior: De-selecting the Active checkbox preserves historical ledger data but hides the customer profile name from all active invoicing and sales entry screens, blocking new business.

•A default value can be set in Customer Options > New Defaults / Required.

•You can also sort your age analysis based on active status.

Cash On Delivery

Cash on Delivery (COD) Field

The COD field helps identify customers who have checked out goods but are cash customers. This is useful in cases where:

1. A serviced item is delivered, but the customer refuses to pay.

2. An account is created to speed up checkout, but the customer leaves without paying.

You can:

•View unpaid cash customers in the Age Analysis cash column.

•Check which customers are marked as COD in the Invoice Lookup form (COD column).

The COD field can be set in the Customer Main Form.

The due date will be set to the invoice date.

Workshop Client

Workshop Client

•This field is for information purposes only.

•Workshop clients can be viewed separately in the Customer Age Analysis.

•It can be set in the Customer Main Form

VIP (y/n)

Very Important Clients (VIP)

•This field is for information purposes only.

•VIP clients can be viewed separately in the Customer Age Analysis.

•It can be set in the Customer Main Form.

Order Number Required

Purchase Order Number Required

•This setting forces users to enter a purchase order number on invoices and job cards.

•Enable it in the Customer form.

•To ensure the order number is unique per customer, configure it in Customer > Options.

Suspended

Suspended Customer

•A suspended customer will be forced to pay cash for transactions.

•You can sort your Age Analysis accordingly and perform a bulk suspend if needed.

•This can be set in the Customer Main Form

Tax and Currency Fields

Tax and Currency Fields  Explained

Sales Tax Override

Sales Tax Override

•Allows users to manually select a different tax type for specific transactions.

•Useful for cases like exported goods, where you can select Zero Rate (Exported Goods).

•Ensures the correct tax is applied based on location or specific tax regulations.

•Set it in the Customer Main Form.

Salesperson

Sales Rep (Salesperson)

•By default, the salesperson on the invoice is the currently logged-in user.

•You can change this setting in Invoice Options > General to use the salesperson listed on the customer's profile.

•A security setting is available to prevent users from changing the salesperson.

Account Manager

The person who looks after the client's account. You can sort your age analysis accordingly.

Date Fields

Customer Date Records

•The system keeps track of the following dates for each customer:

•Date Account Opened

•Shows when the customer was first added to the database.

•Displayed in: Customer Contacts & Bulk Email / Sms , Conversation Lookup, Customer Lookup, and Age Analysis

•Date of Last Visit – The last time a salesperson visited the customer..

•Last Payment Date – The date of the last recorded payment.

•Last Purchase Date – Records the last operational invoice execution date..

•First Invoice Date – Date of the first commercial sales transaction..

•Birth Date – Used for customer records and birthday messages.

Freight Method

Freight Method

Shipping Method the customer prefers.

Delivery Required

Automated Delivery Configuration.

If a customer regularly requires deliveries, you can set this up once:

Step-by-Step Setup:

1. Customer Setup:

•Go to the Customer Main Form.

•Enable the checkbox: Delivery Required.

2. What This Does:

•Every time you create a new invoice for this customer, the Delivery Required setting will automatically be enabled in the Invoice > Customer / More tab.

3. Tracking Deliveries:

In the Invoice Stock Collection form, look for the Delivery Required column.

This column shows which invoices need delivery and helps you manage logistics efficiently.

Changing Delivery Status on Existing Invoices

If the invoice is already processed, you can still update the delivery setting:

1.Go to Invoice Lookup.

2.Right-click the invoice.

3.Select Invoice Corrections.

4.Change the Delivery Required setting there.