Why:
The Customer Master File contains a record for each customer who’s registered at the selected branch. These records contain information such as contact details, credit limit, bank information, discount allowances and tax identification.
Where:
Click the Customer View, to access the Customer List as shown below. From here the user can highlight the customer that they would like to work with and select Customer > Open or double-click on the customer to open the Customer Maintenance window. The following sections in this chapter explain windows functions / tabs. The following texts describe the Customer List contents and general Customer Security and Maintenance information.
Customer List Description:
|
Column |
Purpose / Description |
|
|
This column indicates the Customer Status via the
coloured icons: |
|
Customer Number |
This is the customers unique ID number. |
|
Name |
This is the Customers full name. |
|
Address |
This shows the customers street / road address and building number. |
|
Address 2 |
This shows the area / district for the address. |
|
Address 3 |
This shows the county for the address. |
|
Town |
The Customers Town which corresponds with the above address details. |
|
Post Code |
The customer Postal Code which corresponds with the above address details. |
|
Telephone |
The customers telephone number. |
Prospect. 
Inactive.
Customer Security Options:
Security on each Tab of the Customer File enables any Customer facing User to have access to NON-financial data tabs in order to add or amend Names, Contacts, Addresses and certain other data for the Customer as they come into contact with them during the day. Financial data tabs can then be restricted to accounting Users, who will carry out the normal financial checks before authorising the account as an active customer. Any User can open a new account but this will initially be opened as a Prospect Customer if the User has the restricted options, and he will be forced to tick the Prospect box in order to create the record. Once a Customer is created as a Prospect they will only be converted to active by a User with full authority. On an active Customer then again tabs can be secured. Credit checking is not affected.
Customer Security Maintenance:
In the “Customer General” group on the Actions tab the following options remain as a High level option “Create Customer”, “Open Customer”.
These can be used in conjunction with the following options which can be tailored to each User or each Role.
Markets can be controlled with the high level options enabled/disabled. If required, the other tabs can be enabled/disabled to restrict access.
Generally all users should be allowed the Main, Addresses, Contacts & Misc tabs. Any financial fields which are not defaulted in, but which are normally mandatory will not be validated whilst the record is at Prospect status, these Users although having access to the Prospect field on the Misc Tab will in effect not be able to change it to unticked.
Accounting responsible Users should be allowed the other tabs particularly the Point of Sale and Financial tabs, and can then give the Customer full status by unticking the Prospect flag, inputting the mandatory fields on the financial tabs, having carried out the full financial credit checks etc.
A diverse selection of tabs could be set up for different Users, but the two above scenarios are the logical standard. “View Customer”, “Delete Customer”, “Reactivate Customer” & “Deactivate Customer” options will remain unchanged.
Customer Maintenance:
If access is denied to a tab the user will not see that tab in Customer (Prospect) Maintenance. The “View” option is not affected and will still apply to all tabs.
Restricted Users although having access to the Prospect field on the Misc tab will not in effect be able to change it, as they do not have access to the mandatory fields on the financial tabs.
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