Customer Setup

Modified on Sat, 20 Jul at 10:27 AM

Customer Cards: Basic customer information (such as name, address, shipping details, and so on) and financial details (for example, credit limit, invoicing, discount and payment terms, currencies, shipping schemes, reservation rules, etc.) are recorded for each individual customer on a customer card.

Customer Posting Groups: These define links between a specific customer and the control accounts in the general ledger. This is done through assigning a customer to a posting group for which balance sheet and income statement accounts are then set up.

Customer Card

To set up a customer card:

In the Search field, type Customers.
Note: You can also browse to the Customers Card by clicking Departments > Sales & Marketing > Order Processing > Lists > Customers, then double-clicking a customer to open the card.
Select the Customers Card.
Double-click a customer to open the Customer Card.
There are several FastTabs on the Customer Card:

FastTabs	Description
General	Customer general contact and relevant details are entered and saved.
Communication	Customer contact information, home page and IC partner code.
Invoicing	Customer specific invoice type setups are entered, such as Tax codes, and so on. Several of the fields on this card will cause a certain behavior of customer entries within the system.
Payments	Customer specific payment and relevant information is entered such as payment terms.
Shipping	Customer specific shipping information is entered such as which Location goods are shipped from and whether reservations are used.
Foreign Trade	Customer specific currency information such as whether this customer is transacted within a different currency.

General FastTab

Fields on the General FastTab include:

Field	Description
No.	Customer number in the NAV system.
Name, Address, Phone, etc.	This is the customer's main contact and Sell-to info which is usually the Bill-to as well but can be different.
Primary Contact No.	This is a drop-down list from the contact database in the Relationship Management area. A contact and address for the contact person at the customer can be selected if a list exists.
Contact	If not using the contact from the Relationship Management area, enter a contact here.
Search Name	A search name to search for a customer when you cannot remember the customer number. Defaults from the customer name can be edited.
Balance	Flow field showing current AR balance based on the total in the customer's ledger entries.
Credit Limit	Credit limit for this customer based on the currency used.
Salesperson	Salesperson assigned to this customer from a table of valid sales people.
Resp. Center	Responsibility center that will administer this customer by default. This likely is not used.
Service Zone	Zone for service. Not used in the organization.
Global Dimension 1 and 2	Dimension codes attached to current customer card.
Blocked	Empty - indicates that this customer can be sold to. All - prevents any transaction from being posted for this customer. Ship - restricts order from being created and shipped but allows invoicing. Invoicing - Does not allow any new documents to be created or any existing documents to be posted, cash receipts can still be modified.
Last Date Modified	Last date current customer card was modified.
No. of Changes	Change Log audit trail for current customer card.

Communication FastTab

Fields on the Communication FastTab include:

Field	Description
Phone No.	Phone number of the customer, normally accounts payable or purchaser.
Fax No.	Fax number of the customer.
Email	Email address of the customer.
Home Page	Home page of the customer.
IC Partner Code	Used for intercompany sales transactions if the customer is another company within the organization.
Document Sending Profile	Stores the preferred method for sending sales documents to this customer.
Document Sending Method	Stores the method of document transmission for this customer.

Invoicing FastTab

Fields on the Invoicing FastTab include:

Field	Description
Bill-to Customer No.	If the customer that actually pays the bills is different from the customer, select the customer's number or fill in here. The program will enter this customer on quotes, orders, invoices, and credit memos as a default which you will be able to change.
Tax Registration No.	The Customer’s Tax Number is entered in here.
GLN	Global Location Number.
Invoice Copies	Enter the number of copies required.
Invoice Disc. Code	Normally defaults to the customer’s number. Can be used to link customers to a single invoice discount code.
Copy Sell-to Addr to Qte From	Option field. The program preselects the Company option as a default, but it can be changed by clicking the drop down to the right of the field and selecting the Person option. This will control which address is printed on a Sales Quote document.
Tax Liable	This box should be checked if Sales Taxes are to be charged to this Customer during sales transactions
Tax Area Code	Use the drop down to enter the proper tax table for this customer
Tax Identification Type	Pick from Legal Entity or Natural Person.
Tax Exemption No	If the customer has been registered exempt for sales and use tax this number would have been assigned by the taxing authority. Tax exempt differs from non-taxable in that transactions still require a tax area and tax group but it would need the tax liable flag to be turned off.
RFC. No.	Specifies the Registro Federal de Contribuyentes (RFC) tax identification number.
CURP No.	Specifies a unique 18-digit CURP (Cédula de identificación fiscal con clave única de registro de población) number.
State Inscription	Specifies the tax ID number.
General Business Posting Group	This determines which GL accounts the Sales will be posted to. Based on type of customer – select from list of valid choices.
Tax Bus. Posting Group	Only for VAT.
Customer Posting Group	This determines which GL accounts for AR, Interest etc. are posted to. Based on type of customer – select from list of valid choices.
Customer Price Group	Determines which pricing group this customer is assigned to which is effectively a list price book.
Customer Discount Group	Determines which discount group this customer is assigned to from Wholesale to Retail etc. i.e. discount from list.
Allow Line Disc.	Always YES (checked) as this allows for potential discounting if needed.
Prices Including VAT	Do not check –can be used to price all goods taxes inclusive.
Prepayment %	If normally this customer has to prepay their orders, enter the % which becomes the default on all new SO’s for this customer.

Payments FastTab

Fields on the Payments FastTab include:

Field	Description
Application Method	Select how to apply payments from Customers to outstanding amounts, Manual or Apply to Oldest: Manual - applying to specific documents by selection Apply to Oldest - if no document is selected for the payment to be applied to, the program will apply the payment to the oldest of the customer's open entries.
Partner Type	Choose the partner type. Can be either Company or Person.
Payment Term Code	Payment terms for this customer for a list of valid payment terms
Payment Method Code	Method that the customer usually uses to submit payment (bank transfer, cheque, etc.).
Reminder Terms Code	Reminder terms code for the customer.
Fin. Charge Terms Code	Finance charge terms for this customer for a list of valid finance terms.
Cash Flow Payment Terms Code	Payment Terms Code used for Cash Flow forecasting.
Print Statement	Check this box if this customer gets monthly statements.
Last Statement No.	No. of customers statement sent to current customer.
Block Payment Tolerance	A check mark in this field indicates that the customer is not allowed payment tolerance (that is, minor short payments not eliminated).
Preferred Bank Account	Select the preferred bank account from the drop-down list for this payment.

Shipping FastTab

Fields on the Shipping FastTab include:

Field	Description
Location Code	Default warehouse customer shipment is shipped from
Combine Shipments	Specifies whether several orders delivered to the customer can appear on the same invoice -becomes the default to the order.
Reserve	Determines whether the program will allow product reservations to be made for this customer as Never, Optional or Always.
Shipping Advice	Advise whether the customer accepts a partial shipment of the order. Options are: Partial For Partial Shipments Complete
Shipping Method Code	The default method code e.g. Pickup, Delivery.
Shipping Agent Code	This is the default Agent of shipping to this customer such as UPS, DHL, etc.
Shipping Agent Service	This is the default Shipping service to this customer such as Ground (GND), Air (AIR).
Shipping Time	The time it takes from when the order is shipped from the warehouse to when the order is delivered to the customer's address e.g. 5D is 5 days, 1W is 1 week.
Base Calendar Code	Not used.
Customized Calendar	Not used.

Foreign Trade FastTab

Fields on the Foreign Trade FastTab include:

Field	Description
Currency Code	Blank if the customer is transacted in Canadian $.
Language Code	If the customer has to be transacted with on documents in their local or own language it can be selected here.
Bank Communication	Always English.
Check date format	The format to be used on the checks. For example, MM DD YYYY.
Check Date Separator	Code to separate the date on a check (normally ‘blank’) – normally ‘-‘ – Canadian check standards.

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