TASBooks - Customer records and groups

One of the first things you’ll want to do when you set up your accounts is to create customer records. The customer records hold specific information about each customer such as their address, telephone number, contact name, credit limit and so on. You can add and edit information in the customer record at any time.

You can divide your customers into groups, using any criteria which suits your business, such as geographical location or type of business. You can then view a monthly sales summary per group as well as run reports per customer group.

The following steps contain everything you need to create or edit customer records and groups in TASBooks.

To create a new customer record

  1. File > Assistants > New Customer.
  2. Enter the customer's name > press Tab on your keyboard.
  3. Tip: To help you identify this customer's record, their code automatically appears. If you want to, you can change this customer's code. Simply click into the Code box and enter the code you want to use.

  4. If this customer is also a supplier > select the Also a Supplier check box > Next.
  5. Enter the customer’s address.
  6. If you want to send orders to a different address > select the Add delivery address(es) check box > Next > Add > enter the delivery address > Save.
  7. To continue > Next.
  8. Enter the customer’s sales contact information.
  9. Tip: This is the person or department you want to speak to about their purchases.

  10. To continue > Next.
  11. Enter the customer's sales accounts contact information.
  12. Tip: This is the person or department you want to speak to about their invoices and payments.

  13. To continue > Next.
  14. Select whether the customer is VAT registered or not. If they are > choose their VAT Type > enter their VAT registration number > Next.
  15. Credit Limits > Is this a cash only customer account > select either Yes or No.
  16. Note: If you select Yes, their credit limit is set to 0.00 and no settlement terms are given. If you select No, you can enter a credit limit for this customer and how many days before you want a credit stop to apply.

  17. If you want to give this customer a settlement discount for early payment > enter the relevant discount percentage > enter the settlement due days for the discount to apply.
  18. To continue > Next.
  19. Default Days to Pay > enter the default number of days this customer is estimated to make their payment to you.
  20. Note: If you don't enter anything here, terms will default to 30 days.

  21. Price > choose the pricing method you want to use for goods purchased by this customer, for example, Retail or Wholesale > Next.
  22. If you want to apply a customer group, salesperson, marketing or supplier code for this customer > click into the relevant option > press F2 > select the relevant entry > Next.
  23. Note: If you selected that this customer is also a supplier in step 3, you must enter additional information required to create a supplier record. To do this, simply follow the on-screen instructions and enter the relevant information.

  24. To save the customer's record > Finish.

To edit a customer record

  1. Sales > Customers > Maintain Customers.
  2. Press F2 on your keyboard > select the relevant customer.
  3. Also a Supplier > if the customer is also a supplier > choose Yes. If not > choose No.
  4. General Information tab > enter the customer's address and contact details.
  5. General > complete the following information:
  6. Date Started Enter the start date for this customer.
    Price Choose the relevant price for this customer.
    Statements Choose whether you want to send statements to this customer and how you send them, for example, Post & Email.
    Dynamic Disc Depending on whether you want to use a dynamic discount for this customer or not, choose either Yes or No.
    Send Mail Depending on whether or not you want to send mail to this customer, choose either Yes or No.
    Customer Inactive If this customer is inactive, choose Yes.

    Note: If you mark a customer as inactive, you can choose to exclude them from certain sales ledger reports, such as the Aged Debtor Report.

    VAT Type Choose the relevant VAT type for this customer.
    Registered Choose whether the customer is VAT registered or not.
    VAT Number Enter this customer's VAT number, if applicable.
    D–U-N-S No Enter this customer's data universal numbering system (D-U-N-S) number.

    Note: D-U-N-S are nine-digit numbers issued by Dun and Bradstreet. Sometimes large corporations and Government Departments require a D-U-N-S number to identify a business and make credit references.

  7. Sales Ledger Credit Information > complete the following information:
  8. Cash Account If you don't offer credit to this customer, and require immediate payment of invoices > choose Yes.

    If you do offer credit to this customer > choose No > enter the customer's credit limit.
    Charge Interest Choose whether you want to charge interest on overdue invoices.
    Credit Terms Choose the credit terms you want to apply for this customer.
  9. Cash Flow Information > Def Pmt Days > enter the usual number of days you allow this customer to pay outstanding invoices.
  10. Tip: You use this information when you calculate Cash Flow Forecasts.

  11. Credit Stock Information > On Credit Stop > choose whether you want to apply a credit stop to this account if they don't pay outstanding invoices within a specified length of time.
  12. On Credit Stop Choose whether you want to apply a credit stop to this account if they don't pay outstanding invoices within a specified length of time.
    On Stop After Enter the number of days you want to give before a credit stop is applied.
    Credit Terms Choose the credit terms you want to apply for this customer.
  13. Miscellaneous tab > Sales ledger Settlement Discount > if you want to offer discounts for early payment of invoices, complete the following information:
  14. Last Used Discount Percentage

    Standard Discount Percentage
    Enter the required discount percentage.
    Days Enter the number of days within which the payment should be made to qualify for a settlement discount.
  15. Customer Bank Account Details > if required, enter the customer’s banking details.
  16. Analysis > if required, enter marketing, group and sales person analysis options then to save the miscellaneous settings.
  17. Delivery Address tab > if your customer has several different delivery addresses > Add > enter a code and the details you require > Save.

    Tip: You can also enter an address you want to send the customer statement to if this is different to the main invoice address.

  18. The NL Distribution tab displays the default NL Distribution for this customer. If required, you can reset the NL Distribution displayed. This means that no distribution will appear by default the next time you use Enter/Change Customer Invoices / Debits Journals or Enter/Change Customer Credit Notes/Credit Journals, however, this window will retain the next distribution entered.

    Note: If you don’t want to use NL Distribution for your customers, you can deselect this option in Central > General Information > TASBooks Configuration.

  19. Documents tab > if you want to store any general documentation related to this customer in their record > Add > enter the location of the document > choose whether you want to move or copy the documentation into your TASBooks data folder or leave it in the current location > OK.
  20. To save the customer's record > Save > Yes.

Creating customer groups

To create a customer group

  1. Sales > Customers > Maintain Customer Groups.
  2. Group > enter a code > Description > enter a name for the group.
  3. Save > when prompted, to continue > Yes.

To add a customer to a group:

  1. Sales > Customers > Maintain Customers.
  2. Press F2 on your keyboard > select the relevant customer.
  3. Miscellaneous tab > Analysis > Group > select the link.
  4. Locate and select the group > Save > when prompted, to continue > Yes.
  5. Repeat steps 2 to 4 for all customers you want to add to this group.

The following steps contain everything you need to create or edit customer records and groups in TASBooks.

To create a new customer record

  1. File > Assistants > New Customer.
  2. Enter the customer's name > press Tab on your keyboard.
  3. Tip: To help you identify this customer's record, their code automatically appears. If you want to, you can change this customer's code. Simply click into the Code box and enter the code you want to use.

  4. If this customer is also a supplier > select the Also a Supplier check box > Next.
  5. Enter the customer’s address.
  6. If you want to send orders to a different address > select the Add delivery address(es) check box > Next > Add > enter the delivery address > Save.
  7. To continue > Next.
  8. Enter the customer’s sales contact information.
  9. Tip: This is the person or department you want to speak to about their purchases.

  10. To continue > Next.
  11. Enter the customer's sales accounts contact information.
  12. Tip: This is the person or department you want to speak to about their invoices and payments.

  13. To continue > Next.
  14. Select whether the customer is VAT registered or not. If they are > choose their VAT Type > enter their VAT registration number > Next.
  15. Credit Limits > Is this a cash only customer account > select either Yes or No.
  16. Note: If you select Yes, their credit limit is set to 0.00 and no settlement terms are given. If you select No, you can enter a credit limit for this customer and how many days before you want a credit stop to apply.

  17. If you want to give this customer a settlement discount for early payment > enter the relevant discount percentage > enter the settlement due days for the discount to apply.
  18. To continue > Next.
  19. Default Days to Pay > enter the default number of days this customer is estimated to make their payment to you.
  20. Note: If you don't enter anything here, terms will default to 30 days.

  21. Price > choose the pricing method you want to use for goods purchased by this customer, for example, Retail or Wholesale > Next.
  22. If you want to apply a customer group, salesperson, marketing or supplier code for this customer > click into the relevant option > press F2 > select the relevant entry > Next.
  23. Note: If you selected that this customer is also a supplier in step 3, you must enter additional information required to create a supplier record. To do this, simply follow the on-screen instructions and enter the relevant information.

  24. To save the customer's record > Finish.

To edit a customer record

  1. Sales > Customers > Maintain Customers.
  2. Press F2 on your keyboard > select the relevant customer.
  3. Also a Supplier > if the customer is also a supplier > choose Yes. If not > choose No.
  4. General Information tab > enter the customer's address and contact details.
  5. General > complete the following information:
  6. Date Started Enter the start date for this customer.
    Price Choose the relevant price for this customer.
    Statements Choose whether you want to send statements to this customer and how you send them, for example, Post & Email.
    Dynamic Disc Depending on whether you want to use a dynamic discount for this customer or not, choose either Yes or No.
    Send Mail Depending on whether or not you want to send mail to this customer, choose either Yes or No.
    Customer Inactive If this customer is inactive, choose Yes.

    Note: If you mark a customer as inactive, you can choose to exclude them from certain sales ledger reports, such as the Aged Debtor Report.

    VAT Type Choose the relevant VAT type for this customer.
    Registered Choose whether the customer is VAT registered or not.
    VAT Number Enter this customer's VAT number, if applicable.
    D–U-N-S No Enter this customer's data universal numbering system (D-U-N-S) number.

    Note: D-U-N-S are nine-digit numbers issued by Dun and Bradstreet. Sometimes large corporations and Government Departments require a D-U-N-S number to identify a business and make credit references.

  7. Sales Ledger Credit Information > complete the following information:
  8. Cash Account If you don't offer credit to this customer, and require immediate payment of invoices > choose Yes.

    If you do offer credit to this customer > choose No > enter the customer's credit limit.
    Charge Interest Choose whether you want to charge interest on overdue invoices.
    Credit Terms Choose the credit terms you want to apply for this customer.
  9. Cash Flow Information > Def Pmt Days > enter the usual number of days you allow this customer to pay outstanding invoices.
  10. Tip: You use this information when you calculate Cash Flow Forecasts.

  11. Credit Stock Information > On Credit Stop > choose whether you want to apply a credit stop to this account if they don't pay outstanding invoices within a specified length of time.
  12. On Credit Stop Choose whether you want to apply a credit stop to this account if they don't pay outstanding invoices within a specified length of time.
    On Stop After Enter the number of days you want to give before a credit stop is applied.
    Credit Terms Choose the credit terms you want to apply for this customer.
  13. Miscellaneous tab > Sales ledger Settlement Discount > if you want to offer discounts for early payment of invoices, complete the following information:
  14. Last Used Discount Percentage

    Standard Discount Percentage
    Enter the required discount percentage.
    Days Enter the number of days within which the payment should be made to qualify for a settlement discount.
  15. Customer Bank Account Details > if required, enter the customer’s banking details.
  16. Analysis > if required, enter marketing, group and sales person analysis options then to save the miscellaneous settings.
  17. Delivery Address tab > if your customer has several different delivery addresses > Add > enter a code and the details you require > Save.

    Tip: You can also enter an address you want to send the customer statement to if this is different to the main invoice address.

  18. The NL Distribution tab displays the default NL Distribution for this customer. If required, you can reset the NL Distribution displayed. This means that no distribution will appear by default the next time you use Enter/Change Customer Invoices / Debits Journals or Enter/Change Customer Credit Notes/Credit Journals, however, this window will retain the next distribution entered.

    Note: If you don’t want to use NL Distribution for your customers, you can deselect this option in Central > General Information > TASBooks Configuration.

  19. Documents tab > if you want to store any general documentation related to this customer in their record > Add > enter the location of the document > choose whether you want to move or copy the documentation into your TASBooks data folder or leave it in the current location > OK.
  20. To save the customer's record > Save > Yes.

To create a customer group

  1. Sales > Customers > Maintain Customer Groups.
  2. Group > enter a code > Description > enter a name for the group.
  3. Save > when prompted, to continue > Yes.

To add a customer to a group:

  1. Sales > Customers > Maintain Customers.
  2. Press F2 on your keyboard > select the relevant customer.
  3. Miscellaneous tab > Analysis > Group > select the link.
  4. Locate and select the group > Save > when prompted, to continue > Yes.
  5. Repeat steps 2 to 4 for all customers you want to add to this group.