This is a 6 digit number. We suggest for customers, type the letters of the last name and first two letters of the first name.  For companies, type the first 4 letters of the company's name and the first two letters of the last word in the company's name.  Use the down arrow drop down box. Search for customer SF6 can be utilized to search for customers by name, city & state, zip code, work or home phone number. Additionally, if View AR History F3 is pressed it will toggle between contains and starts with options. Pressing Name/Address/Phone SF6 a second time will allow searching by user definable miscellaneous fields or customer category. From the customer number field you can press the down arrow.

Popup F2 - Displays customer s by customer number

View A/R History  F3 - to display A/R History, can print the invoice

Lookup Customer Owned Equipment F4 - to display customer owned equipment

 From this field you can press F5 to add customer owned equipment

View unpaid invoices F5 - to display unpaid open item invoices

View all sales activity CF6 - Displays all invoices oldest at the top and you can print in invoice when highlight click on Print Invoice F10 button

View edit customer notes SF4 - to view customer notes

Enter the customer 's Title as you would have it appear on a mailing label.  

Enter the customer 's Position as you would have it appear on a mailing label.  

Enter company's official name.

Enter the P.O. address and the physical address of the customer/company.

Enter the P.O. address and the physical address of the customer/company.

Enter the city of the customer/company. (F2 pop-up is available for this field.) A Zip code database based on USPS and Canadian data has been implemented that will allow the system to populate the state, zip, country and county based on just the city.

Enter the state of the customer/company. Press F2 for a list of existing states.

Enter the county of the customer/company.

Enter the customer's driver's license number. This field is hidden when in view only mode.

Enter the zip code of the customer/company. (F2 pop-up is available for this field.) A Zip code database based on USPS and Canadian data has been implemented that will allow the system to populate the city, state, country and county based on just the zip code.

Enter the full customer name as you would have it appear on a mailing label.  

Enter the customer's first name, middle initial, and last name as you would have it appear on a mailing label.

If this is a customer account, answer (Y)es. If it is not a customer account, answer (N)o.

Enter the country of the customer/company. Press F2 for a list of existing countries.

Enter the customer's Social Security Number. This field is hidden when in view only mode.

Customers can be categorized.  You can have multiple categories per customer.  You can add a new category by typing in a new category in the category field and the system will prompt you to add.

Enter the customer's Gender Suffix as you would have it appear on a mailing label.  

Clicking this button will do map integration utilizing google maps. Selecting this map to see the location for your customer's address.

Enter the area code and work telephone number for this customer/company.  Additional field beside each for extra number.

Enter the area code and home telephone number for this customer/company.  Additional field beside each for extra number.

Enter the area code and mobile phone number for this customer/company.  Additional field beside each for extra number.

Enter the area code and telephone number for this customer/company if there are any additional phone numbers to be stored.  Additional field beside each for extra number.

Enter the area code and fax number for this customer/company.  Additional field beside each for extra number.

The letter placed in this field determines how the system will store and report entries posted against the customer's account.

O (Open Item)

These customers will be making payments against a specific invoice.  Each invoice will appear on the statement regardless of the date until money that is received is applied against that invoice.

B (Balance Forward)

These customers will make payments towards the balance - not a specific invoice.  The oldest amount will be paid first.  Monthly statements will only detail the invoices and payments that occurred during that month.  All other transactions will appear in the appropriate field: Previous month, 30, 60, 90+ days.

Pressing F2 will bring up all the options form the method of payment file. You can select one or leave blank.

If you choose to place a dollar cap on the customer's in-house charge account, place the top dollar amount in this field.  The OTC (Parts invoicing program will notify the salesperson that the customer has exceeded their credit limit.  The salesperson can be blocked from allowing the customer to charge anyway, through employee permissions.

This permission is established in the Employee Permissions setup.

In both Service Shop Work orders and Rental Contracts there is a credit limit warning though the invoice would not be blocked through employee permissions.

Credit Status

This is a critical field and requires advance pemission to modify.

This field can be used in a variety of ways.  You can develop your own codes for this field.  However, there are several pre-defined codes.  

F (Farm Plan or Agri-Credit) This letter indicates that the customer does not use the in-house charge but instead charges to Farm Plan or Agri-Credit.  These charges will appear on the FMPLAN AR account and Farm Plan or Agri-Credit will collect the money from the customer.

1 (Cash Only Allow CC,  Allow Checks)

Placing this letter in the field will prevent the customer from charging anything to their In-house charge account.

2 (Cash Only Allow CC,  No Checks)

3  (Cash Only No CC,  No Checks)

S (Ship To)  - Setup Options

Place an "S" in this field to notify the system that if this customer's account number is placed in the Customer # field of an invoice, the system should replace it with the associated Bill To customer account number and place this account information in the Ship To fields.  

NOTE: If a customer account is setup with an "S" in the credit status field but another customer account number does not have this account number in the Ship To setup - the "S" will not control anything.

! ( HOLD Status)

Place an (!) in the credit status field to keep employees from creating an invoice for this customer regardless of how they want to pay.

* (Automatic Transfer between Stores)

This character, (*), is reserved for those companies that have multiple companies using Basic Software Systems and would like the system to automatically flag parts typed in on this customer's invoice as transfer parts.

- (No History Sale) Using character, "-" will make all part entries on the invoice for the customer "No history sale".

These fields are automatically updated by the system posting routines.  The only time these fields should be altered manually is during setup.

These fields are automatically updated by the system posting routines.  The only time these fields should be altered manually is during setup.

These fields are automatically updated by the system posting routines.  The only time these fields should be altered manually is during setup.

These fields are automatically updated by the system posting routines.  The only time these fields should be altered manually is during setup.

These fields are automatically updated by the system posting routines.  The only time these fields should be altered manually is during setup.

These fields are automatically updated by the system posting routines.  The only time these fields should be altered manually is during setup.

Open Item Setup

Create an Open Item invoice for all unpaid Charges.  

Once all invoices are entered, follow the steps for "Balancing Control Accounts."

Balance Forward Setup

First of the month - Enter each customer's Previous Month, 30, 60, 90+ total(s).  You will not enter a Current Debit or Credit.

Middle of the month - Enter the customer's Current debit and Credit, 30, 60, 90+ day balances from your manual records.  (All charges and payments from this point forward must be processed through Basic Software Systems).

This read-only field displays the customer name of the record you are currently working with.

This read-only field displays the customer number of the record you are currently working with.

These fields are not mandatory to fill in, but may assist in providing friendly customer service. Note:  If the main contact has a birthday on their profile account, a notification will now appear when it is with 10 days.

These fields are not mandatory to fill in, but may assist in providing friendly customer service.

This field is automatically filled in with appropriate age once the birthdate field is complete.

These fields are not mandatory to fill in, but may assist in providing friendly customer service.

These fields are not mandatory to fill in, but may assist in providing friendly customer service. If the main contact has an anniversary on their profile account, a notification will now appear when it is with 10 days.

These fields are not mandatory to fill in, but may assist in providing friendly customer service.

Enter info as applicable.

Enter info as applicable.

Use this field to identify the reason your customer is non-taxable or has a special tax situation (i.e. government, resale, farm, non-profit, etc.)

If the customer is taxable, leave this field blank. Enter an (X) if they are non-taxable.

Enter a valid farm plan account number for this customer.

This field should remain 01 unless following specific instructions
concerning store transfers or those received from a Basic Software
Support Technician.

If the customer is taxable at a method other than the one set in the system defaults set those here. The default is set in Admin>>update system information>>invoicing

Read-only field

The system will default (N)o.  If you have a customer that will not pay or requires a PO number with all purchases, answer (Y)es in this field.

Place the number in this field and it will print on their invoices.

Use this field to customize a specific Warranty General Ledger number for this customer. (i.e. 11610, 11615)  

Place an (X) in this field to indicate that the customer will not receive
finance charges. (An example might be warranty Accounts Receivable accounts.)

(A) or (D) - Rental customers only.  If the customer has insurance enter a (D) for declining the damage waiver insurance offered by the dealership.  If the customer does not have insurance enter an (A) for accepting the damage waiver insurance charge.

Place an (X) in this field if you would like the customer skipped when statements are printed.  (An example might be an employee's account
or a Warranty account.)  If blank it will print statements and the associated invoices. If set to "S" it will print just statements.

Enter the date the customer last signed the tax exempt certificate.

(R)etail, (T)rade, w(H)olesale, (W)arranty, or (D)ealer

Place the appropriate pricing method in this field.  This will allow management to establish correct pricing for each customer and not rely on the counter salesperson to keep track of all special customers.

Answer "Y" tp print associated invoices when generating statements. "N" if not.

Enter the expiration date of the tax exemption number for this customer.

The amount placed in this field will be reduced or added to the price established based on the pricing method you chose above.

If you placed a (D) in the pricing method and you want this customer to be charged cost plus 5 %, place a -5 in this field.

Answer "Y" if customer wished to receive marketing emails; "N: if not.

This field is automatically updated from the invoice posting routines. These totals represent all sales identified to the customer regardless of payment method. When the End-of-Year option is taken for Accounts Receivable, this field will be set back to zero.

This field will not automatically update.  Type in the date that represents when the customer opened their in house charge account.

This date is updated automatically from the invoice posting routines.

Enter an annual (%) in the field for Parts/Service, Equipment and/or Rentals if this customer is to receive % different than all other customers.

If this % field is completed on a customer's master file, it % will be used when the finance charge is calculated using the option under Processing>> Finance Charges.

This date is updated automatically from the invoice posting routine and the received-on-account posting routines.

This field is for open-item customers only.  It will report the average number of days they pay on their account.

This field is automatically updated with the amount of money received towards this account for the current month.

This field stores the highest In-house charge balance the customer has reached.

If blank it default to set-up admin. If blank there then it defaults to 30 days is past due. This is days after invoice.

This read-only field displays the customer name of the record you are currently working with.

This read-only field displays the customer number of the record you are currently working with.

This field allows sorting customers in a different order than customer order.

This is a field used for customer profiling. Mailing labels, lists, and exports can be completed based on this field. Data entered here is customized for you and your needs.

Describe the type of business for this account.

Enter (Y) if this customer owns an item purchased from the competitor.

If a customer is a client of a particular salesperson and you wish to track and report sales based on this association, please complete this field with the appropriate ID.

This is a field used for customer profiling.  Mailing labels, lists, and exports can be completed based on this field. Data entered here is customized for you and your needs.

This is a field used for customer profiling.  Mailing labels, list and exports can be completed based on this field. Data entered here is customized for you and your needs.

Use to identify what territory this customer belongs to.

Enter the date you wish to contact this account again.

Enter the date this account was contacted last.

You can enter a static default value for all invoices

Enter any type of message that you would like to "alert" the employee about the customer at the time of invoicing.  This information will appear briefly when the customer's account is typed in to the invoice screen.  The information will not print anywhere. All four lines are displayed.

This comes into play if parts have a category on it *CHEMICAL. If they do the end used must be sure the chemical license has not expired. There can be parts that cannot be sold unless the person/business has a valid chemical license.