Customer Code on Customer Transactions
“Please make it so that account numbers are printed on the invoices,
orders, statements, etc. Customers would greatly appreciate it.” (3045)
Good News!
Big Business 2.5 includes the option of an Automatic Comment on Customer transactions. Pictured above is the new Invoice Preference screen which adds several new options including the inclusion of the Customer Code in the Notes field of a New Invoice.
Check Customer PO
Big Business includes the option to Check Customer PO for Sales Orders. This setting alerts you when a the selected Customer has used the same Customer PO# before.
Big Business 9.8 extends this feature to Imports, including Cloud Services and Web API.
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Big Business includes the option to Check Customer PO for Sales Orders. This setting alerts you when a the selected Customer has used the same Customer PO# before.
To enable Check Customer PO:
1. Go to Customer Prefs
2. Go to Sales Order Prefs
3. Click the checkbox for Check Customer PO#
4. Click OK to save Sales Order Prefs
5. Click OK to save Customer Prefs
For other Clients this setting will take effect when the start Big Business Client again.
For Imports, this setting will be reported accordingly:
- Imports from text files will add an entry to its Error Log
- Cloud Services will add an entry to its Notification (Note sent to designated user)
- Web API will add an entry to its Response
Changes to Customer Preferences
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Big Business 2.5 introduces several changes to the Customer Preferences.
• Auto-Generate Customer Codes
» Have Big Business assign each new Customer a serialized Customer Code.
» Set the next number to be used in Auto-Generating a Customer Code.
• Unique Customer Codes
» Require Unique Customer Codes.
• Quote Preferences
» Add Automatic Notes to Quotes when printing built-in forms.
• Sales Order Preferences
» Add Automatic Notes to Sales Orders when printing built-in forms.
» Perform Sales Order Credit Verification.
» Warn the User or Prevent the Save of Sales Orders with out-of-stock Items.
» Select a Default Entry Tab for Sales Orders.
• Invoice Preferences
» Add Automatic Notes to Invoices when printing built-in forms.
» Warn the User, or Prevent the Save of Invoices with out-of-stock Items.
» Select a Default Entry Tab for Sales Orders.
• Invoice Printing Defaults
» Choose from ten new Invoice Layouts with Backorders.
Setting the Customer History View Duration
Setting the History View Duration
You can determine how many days of transaction information are displayed in the History view of Customer Cards. The default is to show all transactions, but you can enter a specific number of days if you prefer.
If you set a specific number of days, all open transactions are displayed, even if they are outside the time period you specify. Similarly, transactions dated in the future (after the current time and date maintained by the computer) are always displayed.
To set the History view duration:
• In the Customer Preferences window, enter a number of days in the Display
History field. (3080)
You can determine how many days of transaction information are displayed in the History view of Customer Cards. The default is to show all transactions, but you can enter a specific number of days if you prefer.
If you set a specific number of days, all open transactions are displayed, even if they are outside the time period you specify. Similarly, transactions dated in the future (after the current time and date maintained by the computer) are always displayed.
To set the History view duration:
• In the Customer Preferences window, enter a number of days in the Display
History field.
• Enter 0 or "ALL" to display all history.
Setting the History View Duration is available in Customer Prefs, Vendor Prefs, and Item Prefs. Similar optimizations exist for the Customer, Employee, and Item Listings, and are covered in the relevant chapter.
Setting the Customer History View Duration
Setting the History View Duration
You can determine how many days of transaction information are displayed in the History view of Customer Cards. The default is to show all transactions, but you can enter a specific number of days if you prefer.
If you set a specific number of days, all open transactions are displayed, even if they are outside the time period you specify. Similarly, transactions dated in the future (after the current time and date maintained by the computer) are always displayed.
To set the History view duration:
• In the Customer Preferences window, enter a number of days in the Display
History field. (3084)
You can determine how many days of transaction information are displayed in the History view of Customer Cards. The default is to show all transactions, but you can enter a specific number of days if you prefer.
If you set a specific number of days, all open transactions are displayed, even if they are outside the time period you specify. Similarly, transactions dated in the future (after the current time and date maintained by the computer) are always displayed.
To set the History view duration:
• In the Customer Preferences window, enter a number of days in the Display
History field.
• Enter 0 or "ALL" to display all history.
Setting the History View Duration is available in Customer Prefs, Vendor Prefs, and Item Prefs. Similar optimizations exist for the Customer, Employee, and Item Listings, and are covered in the relevant chapter.
Load Only Recent Customers
You can restrict the Customer Listing to load just those Customers who are new or have purchased recently (within a specified period). You can still find old Customers with a search. (5543)
Enter a number of days in the Customer Preferences, and Big Business will load all customers except those whose Last Invoice Date is older than the number of days entered.
To Set the Load Listing option:
1. On the Customer toolbar, select the last tool, Customer Prefs.
2. Enter a number of days into the Load Listing For field. For example, enter 365 to exclude customers whose last invoice is more than a year ago. Enter 0 or "All" to load all customers.
3. Click the OK button to save changes.
The new settings affect all users. Current users will need to quit and sign-in again to use the new settings.
To create a new transaction for an 'excluded' customer:
1. Use the Customer QuickSearch to find the customer.
2. Double-click to open their Customer Card.
3. Go the History tab of the Customer Card.
4. Click the tool button for the transaction you wish to create.
Customer Preferences Changes
Customer Preferences Changes
The Customer Preferences window includes a number of new features.
Determining Credit Verification Consequences
You can choose what happens when a customer exceeds their credit limit or you place them on credit hold. There are three options:
• Displaying a warning message and preventing new invoices from being saved.
• Displaying a warning message, but allowing new invoices to be saved.
• Displaying no message and allowing new invoices to be saved.
To determine credit verification consequences:
• In the Customer Preferences window, choose the option you want from the Credit Verification QuickPop list. (3078)
Auto Generate Customer Codes
Big Business includes the option to Auto-Generate a Customer Code in the form of a serial or sequential number. (3205)
To Auto-Generate Customer Codes:
1. Open the Customer Prefs.
2. Click on the Auto-Generate Customer Code check box.
3. Enter a starting number in the Next Customer Code field.
4. Click the OK button.
Big Business will now assign a Customer Code in the form of a serial number, starting with the number specified, to each new Customer Card.
Require Unique Customer Codes
Big Business 2.0 includes the option to require unique Item Codes in the form of a checkbox on the Item Preferences (Item Prefs) card. This is very valuable for data integrity. When users are not forced to use unique codes it is possible to create two items with the same code. Requiring unique codes prevents accidents such as putting the wrong item on a transaction or double entering the item (e.g. creating two identical cards).
Why not have the same feature in the Customer Prefs and require unique Customer Codes? (3038)
Big Business 2.5 adds the option to require unique Customer Codes.
To Require Unique Customer Codes:
1. Open the Customer Prefs.
2. Click on the check box for Unique Codes.
3. Click the OK button.
Big Business will now alert you when you are attempting to save a Customer Card using a Customer Code which is already in use by another card. The message, "Customer Codes must be unique." will appear and you will not be able to save the Customer Card until you enter a Unique Code.
Keep the following issues in mind when using the Unique Customer Code option. If you already have Customers Cards with Duplicate Customer Codes, Big Business will alert you of the duplication the next time you save changes to one of the cards with a duplicate Customer Code.
To gain maximum benefit from the duplicate checking, you should consider a standardized method for assigning Customer Codes, such as Zip Code plus a few letters of the Company Name, or using a unique identifier like a phone number. To help you assign Unique Customer Codes, Big Business 2.5 also includes the option to Auto-Generate Customer Codes.
Out of Stock Items on Sales Orders
When saving a Sales Order it would be helpful to be warned if any of the Items on the Sales Order are out of stock or if the order exceeds current available stock. (3042)
Big Business 2.5 includes the option to Warn the User or Allow Sales Orders which include Items whose Quantity on Hand is insufficient to fill the Order.
To change this setting:
1. Open the Customer Prefs.
2. Click the Sales Order Preferences button.
3. Use the Pull-Down menu in the Sell Into Negative Quantity selection.
4. Select “Warn User” or "Allow."
5. Click the OK button on Sales Order Preferences to save changes.
6. Click the OK button on Customer Preferences to save changes.
If Warn User is selected, and the Quantity on Hand of an Item is insufficient to fill the Sales Order, Big Business will show a warning when:
• the Item is added to the Sales Order
• the Quantity for the Item is modified
• Saving the Sales Order
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All warnings are based on Quantity on Hand, not Quantity Available. To determine whether previous open orders for the same item mean that the item is unavailable, refer to the Sales Order with Extended Line Items Tab and the displayed Quantity Available.
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Setting Customer Preferences
Setting Customer Preferences (6474)
You can use the Customer Preferences window to set several kinds of customer-
related preferences.
Click the Preferences tab to set options like phone and customized field labels,
default customer terms, and default customer type.
Click the Bookkeeping tab to set the default financial categories used for customer transactions.
Setting Customer Defaults and Options
Setting Customer Defaults and Options (6475)
You can click the Preferences tab to define defaults and options used in customer windows.
Defining the Customer Listing Format
You use the Default Customer Listing Format QuickPop list to choose the default format in which customers are listed?company name, company code, primary contact name, and so on. The listing format you choose in the Preferences window defines the listing format used by default in new Customer Cards.
Defining Phone Labels
You can use the Default Phone Labels area to change the default label used for phone numbers in the Customer Card. The labels you choose define what appears by default in new Customer Cards, but doesn?t change existing labels. You choose labels from a list of possibilities that you can edit as needed.
Defining Customized Field Labels
The Custom Field Labels area defines the labels of the customized fields that appear when you click the Folder tab in the Customer Card. Changing a label name in the Preferences window changes the label of the corresponding field in all Customer Cards, but doesn?t affect the entry in the field itself.
Setting More Customer Defaults
Setting More Customer Defaults (6476)
Defining Tax Rates
You use the Default Sales Tax Status field to specify which sales tax rate appears by default in new Customer Cards. You should set up the tax rates used in your area when you begin using Big Business. If tax rates change or you need to make other changes, you can edit the list.
The tax rate you set in the Preferences window affects the rate that appears by default in new Customer Cards. You can change the rate for individual customers.
Choosing the Default Price Level
You can use the Default Price Level field to choose the price level that is applied by default to new Customer Cards. You can change the price level for individual customers. The list of possible price levels reflects the price level names specified in the Item Preferences window.
Setting Customer Terms
The Default Customer Terms field determines what terms appear by default in new Customer Cards (and therefore apply to transactions with the customer). You can change the terms for individual customers.
You set the default by choosing from a QuickPop list. You can add or change terms by editing the list. See "Setting Customer Terms," earlier in this chapter, for detailed information about customer terms.
Setting Other Customer Preferences
Setting Other Customer Preferences (6477)
You can change a number of other options:
• The Default Credit Limit field sets the credit limit applied by default to new customers. You can change the credit limit for individual customers.
• The Quotes Expire In field sets the default time period in days for which quotes are valid. You can change the expiration date for individual quotes.
• The Default Customer Type field sets the customer type that is applied by default to new customers. You can choose from and change a list of possible customer types. The customer type can be changed for individual customers. (Keep in mind that the customer type and price level are set independently.)
• The Default Shipping Method field sets the way your items are normally shipped. You can change the method for individual customers and transactions.
• The When Saving Quotes, Invoices, Sales Orders field lets you choose among several options that apply to quotes, invoices, and sales orders. You can choose to print each time you save, not to print when you save, or to be asked every time you save.
• The Next Quote Number, Next Order Number, and Next Invoice Number fields let you determine the numbers that will be assigned to the next quote, sales order, and invoice you produce. You may want to have the number start over at the beginning of your fiscal year, for example.
• The Default Payment Method field sets the payment method used by default when receiving money. You can change the payment method for individual receipts.
Changing Customer Default Financial Categories
Changing Customer Default Financial Categories (6478)
You can click the Bookkeeping tab in the Customer Preferences window to set the default financial categories used for customer transactions. These default categories can also be set in the Category Preferences window.
• The Sales Tax Collected Category field applies to sales tax amounts on invoices.
• The Discounts Allowed Category applies to discounts. If a customer receives a discount for payment within a certain time period, this category is applied to the discount amount.
• The Finance Charge Category field applies to finance charges accrued by customers. For example, if a customer has an unpaid balance and a finance charge is assessed against this balance, this category is applied to the finance charge.
• The Other Charges Label field specifies the name of the field that appears near the Total field on quotes, sales orders, and invoices. The label entered here also applies to the field immediately to the right, where you specify the financial category that applies to amounts in the Other Charges field. The Other Charges field is often used for shipping charges, but you can use it for other purposes.
• The Other Charges Category applies to amounts entered into the Other Charges field of invoices. The label of the Other Charges Category field reflects what you enter in the Other Charges Label field, immediately to the left.
• The Default Income Category applies to sales made to customers. You can change this category for individual customers.
• The Default Minimum Finance Charge field lets you specify the default minimum finance charge amount.
Choosing the Default Receivables Category
Choosing the Default Receivables Category (6479)
Big Business uses one or more receivables categories to account for unpaid customer balances--amounts that are owed to you. You use the Customer Preferences window to choose the receivables category that appears by default in new Customer Cards. You can override this category for individual customers in their Customer Cards.
Choose the account in the Default Receivables Category field. The categories you can choose from are specified in the Receivables Categories list.
Adding and Removing Receivables Categories
The Receivables Categories list contains all of the categories that can be selected as a receivables category, either for an individual customer in a Customer Card or as the default in the Customer Preferences window.
The list initially reflects the categories you designate during the setup process, but you can add new ones. To add a new category, click the button and choose a category from the list that appears. Only a category with a zero balance can be designated as a receivables category, so you will probably need to create a new category especially for this purpose. See "Working with Categories" in Chapter 10 for information about creating new categories.
You can remove a category from the list by selecting it and clicking the button. Big Business prevents you from removing a category that has a balance.