Customer - Customer Info - General tab

Service Billing Operations > Customers > Customer Info > General tab

Click New or Edit to enter General tab information. The dialog is organized into the following tabs:

• Customer Info
• Billing Options
• Groups
• Accounting Overrides

Customer Info tab

Org Info

• New/Convert - Displays for new customer records only. Select New Organization if no other data source exists to convert from. You can also create a customer by converting it from an existing organization.
• Org ID - The record identifier. Can only be changed using the Rename button in System > Manage.
• Name - The display name for the identifier.
• Parent Org - Links an Org ID to a parent organization.

Primary Mailing Address

• Country
• Street
• City
• US State
• Zip Code

General Info

• Default Department - The default department name. Displays for new customer records only.
• Default Machine Group - The default machine group name. Displays for new customer records only.
• Account Number - The customer account number.
• Sales Person - The sales person in the staff record of My Organization responsible for this customer account.
• Stage - The stage the account is in: Lead, Prospect, Customer, Suspended Customer, Former Customer.
• VAT Number - The VAT identifier for this customer.
• Charge VAT on Invoice - If checked, the VAT Number displays with taxable amounts on invoices. VAT taxes are calculated using sales tax percentages.

External Accounting

Service Billing must be integrated with an external accounting system before you can use these fields.

• Link to External Accounting - Links this customer record to a customer record in the external accounting system.
• Add New External Customer - If checked, adds a new customer record to the external accounting system.
• Chosen Customer - Selects a customer defined in the external accounting system.

Note: You can also link VSA customers records to customer records in an external accounting system using the balance scale icon next to each customer name in the upper pane of the Customers page.

Note: Quickbooks customer address records are only updated in Quickbooks when a new Service Billing customer record is created. From then on, customer address information must be maintained separately in both systems.

Contact Info

• Primary Contact - The primary contact for the customer. A contact is a staff member of a department.
• Preferred Contact Method - The customer's preferred method of contact: Phone, Email, Mail, Fax.
• Invoice Delivery Method - Set to Email to enable the automatic sending of invoice PDFs by email when an invoice is generated. Any other method disables automatic sending of invoices by email. Invoices can still be sent by email manually after they are generated.
• Primary Phone - The primary phone of the customer.
• Primary Email - The primary email of the customer.

Demographics

• Number of Employees - The number of employees in the customer organization.
• Annual Revenue - The annual revenue of the customer organization.
• Website - The customer's web site.

Billing Options

• Default Terms - Payment terms, such as Payment on Receipt or Net 30.
• Default Invoice Footer - Default line of text to add to the footer of invoices.
• Override Sales Tax Rate - If checked, the module default sales tax rate can be changed for this customer record.
• Sales Tax Rate - The customer-specific default sales tax rate.

Groups tab

Customers can assigned to one or more customer groups for filtering and reporting purposes. Customer groups can also be maintained using the Lists page.

• Add Group - Adds a customer group that can be assigned to any customer record.

Accounting Overrides tab

This tab displays only if Allow Override is checked on the Configuration page. For each of the following item types and recurring fees, if checked, you can override the module default external account code and external class name mapped for an item or fee. If Use Classes is not checked on the Configuration page, then only external account codes can be overridden. These settings then become the customer-specific defaults for these items and fees.

• Expenses
• Labor
• Part
• Recurring Service Fees
• Recurring Service Flat Fees
• Recurring Service Setup Fees

Mappings for each item or fee:

• Account Code - The product and service code this item or fee is mapped to in the external accounting package.
• Account Class - The class name this item or fee is mapped to in the external accounting package.