Difference between revisions of "Creating a new customer or supplier"
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== Summary == | == Summary == | ||
The following article outlines how to create a new Customer or Supplier Account. | The following article outlines how to create a new Customer or Supplier Account. | ||
| − | |||
== More Information == | == More Information == | ||
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* Click {{Button|Add}} to create a new account using the first three letters of the surname entered plus a sequential number. | * Click {{Button|Add}} to create a new account using the first three letters of the surname entered plus a sequential number. | ||
| − | |||
| − | |||
| − | |||
| − | === Entering Account | + | |
| + | === Entering Basic Account Information === | ||
It is important for you to fill in as much information on the first tab of the account details as possible to make your database as useful as it can be. | It is important for you to fill in as much information on the first tab of the account details as possible to make your database as useful as it can be. | ||
{{Tip|text='''Search Tip''' - Keep your customer/supplier names as the full forenames and surnames to make searches more effective.}} | {{Tip|text='''Search Tip''' - Keep your customer/supplier names as the full forenames and surnames to make searches more effective.}} | ||
| + | |||
| + | * If you have the Postcode Lookup enabled for your terminal you will be able to fill in the address by entering the customer/supplier's postcode - see [[Can I just enter a Post Code for an Address?|Can I just enter a Post Code for an Address?]]. | ||
| + | * Alternatively type their full address. | ||
| + | * Enter as many contact details as you are able to obtain, particularly preferred Contact name, Phone Number, Mobile Number and Email Address. | ||
| + | |||
| + | {{Tip|text=When sending SMS messages and Emails from Platinum the Contact field will usually be included in the message as opposed to the Account Name. An SMS reading ''Dear John...'' will look neater and less formal than ''Dear Mr John Smith....''}} | ||
| + | |||
| + | * Enter any notes relating to the account in the notes lines. | ||
| + | * Click {{Button|Done}} and {{Button|Accept}} to save the new account. | ||
| + | |||
| + | {{Information|text=More detailed information can be entered following the steps in the next section e.g. to enter credit terms, to record country of origin for customers/suppliers outside of Great Britain, to enter VAT Numbers and Payment Defaults. You may need to refer to your accounts department for advice before amending the details on any other tabs.}} | ||
| + | |||
| + | === Entering Detailed Account Information === | ||
| + | |||
| + | ==== Contacts ==== | ||
| + | |||
| + | This page is used to store additional names and contact details e.g. Accounts Department, Parts Ordering etc. The prompts for each field can be configured. | ||
| + | |||
| + | ==== Invoicing ==== | ||
| + | |||
| + | * Tap {{KeyPress|Ctrl+F1}} on {{DataPrompt|Country}} to search for an alternate country code to {{DataValue|GB}}. | ||
| + | * Enter {{DataPrompt|VAT Reg Number}} if applicable. | ||
| + | * See [[How do I set up currency translation?|How do I set up currency translation?]] if you need to deal with this account in an alternate currency. | ||
| + | * To allocate a status to an account e.g. On Stop, Cash with Order etc see [[Setting up an Account status|THIS]] article. | ||
| + | * Set the {{DataPrompt|Cash Sale?}} flag to {{DataValue|No}} to treat an account as an account customer i.e. no payment will be requested at the point an invoice is raised. | ||
| + | ** When this is set to {{DataValue|Yes}} users will always be prompted to take payment from the customer at the point an invoice is raised. | ||
| + | * If you have credit terms with the customer/supplier you may enter the details in the {{DataPrompt|Credit Period}} and {{DataPrompt|Credit Limit}} fields. | ||
| + | * Typically {{DataPrompt|VAT Rate}} should be set at {{DataValue|No Default}} to ensure a customer is invoiced at the appropriate VAT rate of the items they are purchasing. Before altering this setting please see [[How do I make a Customer Exempt of VAT?|THIS]] article. | ||
| + | ** If a supplier always invoices you at a specific VAT Rate e.g. Zero Rated you may set this here to speed up posting [[Posting Purchase Invoices|Purchase Invoices/Credits]]. | ||
| + | |||
| + | ==== Banking ==== | ||
| + | |||
| + | Banking details can be stored if you wish. | ||
| + | |||
| + | ==== Groups/Analysis ==== | ||
| + | It is possible to group customers and suppliers together according to type e.g. Warranty accounts, By region, By Salesperson or any other categories you wish. | ||
| + | |||
| + | * Group is a maximum of 6 characters. The same characters entered on another account would deem them to be common to each other e.g. INT for Internal accounts. | ||
| + | * Category can be created by entering a 3 character code and pressing {{KeyPress|S+F10}} or search for existing categories using {{KeyPress|C+F1}}. | ||
| + | * Analysis codes can also be used to group accounts together with common characteristics - see [[Creating a New Account Analysis Code|THIS]] article. | ||
| + | |||
| + | * Click {{Button|Done}} and {{Button|Accept}} to save any changes to the new account. | ||
==== Duplicate Accounts ==== | ==== Duplicate Accounts ==== | ||
| Line 31: | Line 71: | ||
* When you save the account if any possible duplicates are found you will be asked to confirm you still wish to create the account. | * When you save the account if any possible duplicates are found you will be asked to confirm you still wish to create the account. | ||
* If you are entering a duplicate by mistake choose {{Button|No}} and select the correct account to use from the {{DataPrompt|Duplicate Accounts}} box. | * If you are entering a duplicate by mistake choose {{Button|No}} and select the correct account to use from the {{DataPrompt|Duplicate Accounts}} box. | ||
| − | * If you are sure you wish to create a new account please click {{Button|Yes}} | + | * If you are sure you wish to create a new account please click {{Button|Yes}}. |
== See also == | == See also == | ||
Revision as of 13:15, 16 August 2016
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This article or section is out of date and scheduled for a review. Be aware: Content may not match the current version of Platinum. |
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This article or section is under development. Be aware: Content will change as the document progresses. |
Contents
Summary
The following article outlines how to create a new Customer or Supplier Account.
More Information
In Platinum customer/supplier information (name, address and telephone number etc) are stored against account codes. All invoices, credits, payments etc are stored against this for future reference.
You can create new accounts from the account code field of the program you are in e.g. whilst creating a new Workshop jobcard, creating a Purchase Order Processing Purchase Order or raising an invoice in " Stock Control\Counter Operations Point of Sale".
- Type the first three letters of the customer/supplier's surname into the account code box and press <Shift+F10>.
- This will take you to a search box allowing you to check if there is already an account for this name.
- If not click the [Add] button and this will automatically create an account code that has the three letters you entered and a sequential number e.g. 'JON003' for the third account on the system with a name of Jones.
Alternatively go to " Sales Ledger/Purchase Ledger Customer/Supplier File Maintenance Add or Edit Customers/Suppliers".
- Enter part of the customer/supplier's name and click search to check they don't already have an account with you.
- Click [Add] to create a new account using the first three letters of the surname entered plus a sequential number.
Entering Basic Account Information
It is important for you to fill in as much information on the first tab of the account details as possible to make your database as useful as it can be.
 | Search Tip - Keep your customer/supplier names as the full forenames and surnames to make searches more effective. |
- If you have the Postcode Lookup enabled for your terminal you will be able to fill in the address by entering the customer/supplier's postcode - see Can I just enter a Post Code for an Address?.
- Alternatively type their full address.
- Enter as many contact details as you are able to obtain, particularly preferred Contact name, Phone Number, Mobile Number and Email Address.
| When sending SMS messages and Emails from Platinum the Contact field will usually be included in the message as opposed to the Account Name. An SMS reading Dear John... will look neater and less formal than Dear Mr John Smith.... |
- Enter any notes relating to the account in the notes lines.
- Click [Done] and [Accept] to save the new account.
 | More detailed information can be entered following the steps in the next section e.g. to enter credit terms, to record country of origin for customers/suppliers outside of Great Britain, to enter VAT Numbers and Payment Defaults. You may need to refer to your accounts department for advice before amending the details on any other tabs. |
Entering Detailed Account Information
Contacts
This page is used to store additional names and contact details e.g. Accounts Department, Parts Ordering etc. The prompts for each field can be configured.
Invoicing
- Tap <Ctrl+F1> on "Country" to search for an alternate country code to 'GB'.
- Enter "VAT Reg Number" if applicable.
- See How do I set up currency translation? if you need to deal with this account in an alternate currency.
- To allocate a status to an account e.g. On Stop, Cash with Order etc see THIS article.
- Set the "Cash Sale?" flag to 'No' to treat an account as an account customer i.e. no payment will be requested at the point an invoice is raised.
- When this is set to 'Yes' users will always be prompted to take payment from the customer at the point an invoice is raised.
- If you have credit terms with the customer/supplier you may enter the details in the "Credit Period" and "Credit Limit" fields.
- Typically "VAT Rate" should be set at 'No Default' to ensure a customer is invoiced at the appropriate VAT rate of the items they are purchasing. Before altering this setting please see THIS article.
- If a supplier always invoices you at a specific VAT Rate e.g. Zero Rated you may set this here to speed up posting Purchase Invoices/Credits.
Banking
Banking details can be stored if you wish.
Groups/Analysis
It is possible to group customers and suppliers together according to type e.g. Warranty accounts, By region, By Salesperson or any other categories you wish.
- Group is a maximum of 6 characters. The same characters entered on another account would deem them to be common to each other e.g. INT for Internal accounts.
- Category can be created by entering a 3 character code and pressing <S+F10> or search for existing categories using <C+F1>.
- Analysis codes can also be used to group accounts together with common characteristics - see THIS article.
- Click [Done] and [Accept] to save any changes to the new account.
Duplicate Accounts
While entering a new account, the software will check against existing accounts to see if you are entering a duplicate. Any possible duplicates are shown in the bottom half of the screen.
- When you save the account if any possible duplicates are found you will be asked to confirm you still wish to create the account.
- If you are entering a duplicate by mistake choose [No] and select the correct account to use from the "Duplicate Accounts" box.
- If you are sure you wish to create a new account please click [Yes].
See also
