Customer or Name Code Setup (C),(N)
Default Record Setup (C) (I) (V) (J) (N)
Customer Tax Exemption Number (C)
Paying Back a Customer Overpayment (C)
Using a Credit Card to Pay Bills
Data Management Utilities for Customers (C)
close lookup <F5> ent Journals <Ctrl K><Ctrl J> open lookup <F6> enter letter writting<Ctrl M> Duplicate record <Ctrl D> put on V,N, or E file <Alt Y>
CUSTOMER SCREEN EDIT HELP
<Ctrl Z> Undo present changes to line cursor is on.
<Crtl Home> Moves the cursor to the beginning field on the screen from any location.
<Ctrl End> Moves the cursor to the ending field on the screen from any location.
CUSTOMER SCREEN FILE HELP
<Ctrl N> Clear the screen, without saving or unsaving the
current record, and set the reference number to the next
available number.
<F5> exit lookup <Shift F5> close all lookups
<F6> open lookup <Shift F6> alterate lookup
<F9> save record <Shift F9> delete record
<F10> selection screen <Shift F10> go to menu bar
<Esc> Exit one level <Alt-F4> exit ABC
CUSTOMER SCREEN LOAD HELP
<Ctrl L> Load the last customer which was loaded on the
Customer screen (C),Deposit screen (D), Quote screen (Q)
or Accounts Receivable Invoice screen (R).
<Shift F7> When the cursor is on an indexed field, press
<Shift F8> When the cursor is on an indexed field, press
CUSTOMER SCREEN REPORT HELP
<E> Print the customer's address for or on an envelope.
The computer will ask if you are printing for a window
envelope. If you press Y for yes, the address will be
printed so that on plain paper the address would show
through the window when the paper is folded. If you press
N for no, the address will be printed for a plain
envelope.
NOTE: The on-screen reports show information from the
latest date to the oldest date. For example,
<A> Display invoices, deposits and balance for the current
customer.
<I> Display open invoices for currently loaded customer.
<O> List the currently loaded customer's open orders or
quotes.
<P> Display the currently loaded customer's payments.
<Q> List the quoted prices as set up on the(Q)screen for
the currently loaded customer. It uses report 3-6.
<S> Display freight shipments. This works only with the
optional Shipping Manifest Program.
CUSTOMER SCREEN TOOLS HELP
<Ctrl J>or<Ctrl K> This gives you two notepads to keep on
file anything that you want to remember about this
customer.
<Ctrl M> Gives you a pane with the date and inside address
as a heading, ready for you to type a letter to the
currently loaded customer. To print the letter, use the
<Ctrl T> Dial Telephone. For detailed help, press <T>.
<Ctrl W> Put the customer code on a Word processor list.
To see the list, press F10, W, Ctrl N (to clear screen),
and then type CLIST. To learn more, press<W>.
<Alt C> Allows you to change customer code including codes
on invoices, orders, payments; that have a reference
number on the customer file. If there has ever been a data
problem or too many invoices or payments or orders it may
not work properly.
<Alt Y> When you press <Shift Up-Arrow> Moves cursor to Old Code or last field on
the screen.
<Shift Down-Arrow> Moves cursor to bottom of screen or to
Message 4.
<F4> Start macro from the line the cursor is on. Press <Shift F4> Record macro. Press <Shift F3> calculator. Use + to add and total and - to
subtract. Use / to divide and * to multiply. Use ) to
clear and ( for off. Use = or
Customer or Name Code Setup (C),(N)
When you are entering a new Customer, press the space
bar to blank out the existing Customer Code, press MANUAL CODE SETUP - If the Code Generator has NOT been set
up on the # screen, enter the code you will use to
reference the customer. It may be letters, numerals or a
combination of both. Be simple & consistent. View the
customer's name as listed in a phonebook. For example, Ed
F. Mart, is listed as Mart, Ed F. Using the first 3
letters of the 1st word, first 2 letters of the 2nd word,
first letter of the 3rd (if there is any) you'd have
MAREDF. To avoid problems with similar names, end with a
digit, starting with 0. Leave a blank when there is no
middle initial or 3rd word. Here are several examples:
Setting up a default record usually saves time. For help
on setting up a default record, from the<Shift F1>screen
select Questions, and then option D.
Default Record Setup (C) (I) (V) (J) (N)
To setup a default record, use a quote (") as the code of
the record. Then enter any information on the screen which
is usually true. This could be G/L #, Update Code,
Multiplier and Tax Code for Inventory Items. Or for
Customers you could fill in Credit Limit, Late Charge, Tax
Status and Terms. For Vendors you could enter Terms, Net
Days, Discount Days and Discount % that fit most of your
vendors. Possibly you want a "Y" in Auto Pay as well.
When this information is entered, save the record with
PgUp<
For example, if you have a number of inventory items to
enter with similar Descriptions and the same Book or List
Prices, you could enter this information on the Inventory
Default Record ("). Then enter the inventory items, using
a different code for each one. At least one change has to
be made on a record for the computer to save it as a
unique record.
An example of how to use a default record follows. Let's
say you have a lot of inventory items to enter with the
same price and General Ledger number. Fill in those fields
on the default record and they will automatically default
to any new inventory item record you create.
The inventory file can have default records with partial
item numbers. For example, use "AB as an item#. Now any
new item# you enter beginning with AB will automatically
load the information entered on the "AB record. You may
override this information on any of the files you are
creating, now, or at some later time.
Customer Name (C)
Attention (C)
Customer Address (C)
Zip Code
Do NOT enter the extension in the zip code field. A
separate field is provided for the extension. Once the
city and state have been entered, the only way to change
them is by using the Zip Code File screen (Z).
NOTE: Changing the information on the Zip Code File screen
(Z) will change ALL addresses containing that zip code!
In some cases, two cities share the same zip code. Use the
zip code as normal for one of the cities. For the other
city, attach a period (.) to the end of the zip code to
make it unique. For example, use 17538 for Landisville PA,
and use 17538. for Salunga PA. You could also use a comma
if there would be three cities sharing the same zip code.
On most files that contain zip codes, you can page through
the file by Zip, using
Zip Code Extension
E-Mail
Telephone #
If you have a modem properly configured for your system, and
the modem screen ('O) is setup, the computer can dial phone
numbers for you. When you press <Ctrl F>, the computer dials
the first number in the telephone number field, unless the
cursor is at the beginning of another number.
You can page through the file by telephone numbers by using
<F2> and <F3> with the cursor on this field.
Print Code (C)
Credit Limit (C)
Late Charge (C)
Tax Status (C)
If this customer is tax-exempt, enter the tax code with a
"/" after it.
(The old "E" option for exempt will still work if you have
an "E" tax code set up for 0% tax.)
If you collect tax or track sales for more than one tax
jurisdiction, you can enter multiple codes in this field.
Press M for more on<Multiple Tax Codes.>
You can use the next field, <Tax Exemption #,> to choose
how to handle items that are "sometimes" taxable.
Discount Level (C) (Y) (Q)
The computer uses this field to calculate discounted
prices for this customer. Enter A, B, C, or D to specify
which Discount field from the Inventory file (I) you want
to use. If this field is blank, the computer will
automatically use Discount field A.
You may also enter a Level Code (A, B, C, or D) followed
by a percentage to give this customer an additional
discount. For example, if you enter A5 here, items sold to
this customer will be given the Level A discount from
Discount A on the Inventory item, plus an additional
discount of 5%. Discounts are calculated sequentially, so
if Discount A is 20 and the customer gets an additional
5%, the resulting discount would be 24% (80% x 95% = 76%).
To calculate prices for this customer as a certain percent
over Book Cost, enter E followed by a number. For example,
E20 means that prices for this customer will be calculated
as 20% over cost.
Ship Via (C)
Customer Terms (C)
Some examples follow:
The first three examples will set the due date to 30 days
after the invoice date. The word NET and the letter N
indicate that the net days are being specified. The fourth
example sets the due date to the 30th of the following
month.
Example 2 will set the discount to 2% of the invoice
amount, and the discount date to 10 days after the invoice
date. The percent sign (%) indicates that a discount is
being specified.
Example 3 will set the discount to 2% of the invoice
amount, and the discount date to the tenth of the
following month. The TH indicates that a day of the
following month is being specified, rather than the number
of days.
The only delimiters (spacers) required are N or NET for
net days, TH for a specific day of the following month,
and % for discounts. Commas, spaces, and hyphens are
optional.
If you want to give a customer a discount for immediate
payment (0 discount days), enter a "C" or a word beginning
with "C" (such as COD or CASH) in the discount days
position. (Using "0" as in 2%0 will not work.) Examples
follow:
Salesperson (C)
Advertiser (C)
Shipping Address (C)
Customer Type (C)
Message 1, 2, 3, 4 (C)
Contact Person (C)
Review Date (C)
Last Change Date (C)
Telephone # (C)
If you have a modem properly configured for your system,
and the modem screen ('O) is setup, the computer can dial
phone numbers for you. When you press <Ctrl F>, the
computer dials the first number in the Home telephone
number field, unless the cursor is at the beginning of
another number.
You can page through the file by telephone numbers by using
<F2> and <F3> with the cursor on this field.
P. O. Required (C)
Customer Tax Exemption Number (C)
You may also use this field to tell how to handle items
that are "sometimes" taxable (items with an "S" in Taxable
on the Inventory file). To do this, enter one of the
following letters in this field:
Not entering any of these letters will have the same
effect as entering a "T". You may enter a tax-exemption
number after one of the above letters, as in A12345678
Not entering any of these letters will have the same
effect as entering a "T". You may combine one of the
above letters with a tax-exemption number, providing you
put the letter first, like this: A12345678
Commission % (C)
Zone (C)
1. Enter a code in the Zone field of the Customer file to
identify the zone in which this customer lives. You may
use letters or numbers; for example, 01, 02, 03, or A, B,
C.
2. In the Inventory file, set up an item using a code such
as SC as the item #, SERVICE CALL CHARGE as the
description, and put a Z in the Unit field.
3. Also, in the Inventory file, set up an item for each
zone, starting with the letters SC (or whatever you chose
in Step # 2) and ending with the various zone codes; for
example, SC01, SC02, SC03, or SCA, SCB, SCC. Type the
description which you want to appear on the invoices. In
the List Price field put the service call charge that
corresponds to that zone. DON'T put Z in the Unit field of
these items.
To put a service charge on an invoice, enter SC for the
Item#. The computer will automatically attach the Zone for
the customer and enter the appropriate Item# and charge on
the invoice.
Fax Number
If you have a CAS Fax-Modem such as the PureData
SatisFAXtion 400, you can send Word Processor records to
someone with a Fax machine. Here's how:
You can page through your file by Fax Number, using <F2>
and <F3> with the cursor on this field.
Ship - R or C (C)
Old Code (C)
You can page through your customer
file by Old Code, using <F2> and <F3>
with the cursor on this field.
Ship - R or C (C)
New Code (C)
Report # 3-1 CUSTOMER ADDRESS LIST and Report # 3-30
CUSTOMER ADDRESS LABELS skips customers with this field
filled in, because they use the new code assigned to the
customer.
City
Paying Back a Customer Overpayment (C)
Sometimes you may want to issue a check to take care of a
customer's credit balance. To do this, enter a deposit
(D), using the Customer's Code, but without a Check # or
Check Amount. In the Apply to G/L Account field, enter the
G/L account number that is set up for transfers. (ABC's
standard Transfer Account is # 25.) Enter the NIA or
credit invoice amount as a positive figure. If it is an
NIA amount you are taking care of, that is all you need to
enter on the Deposit screen (D). If you are taking care of
a credit invoice, you will also need to apply payment in
the Pmt Apd (Payment Applied) field on the lower section
of the screen, on the line which has the credit invoice.
Enter the number as a negative. This takes the invoice off
the Customer file (C) as an open invoice.
Then, issue a check to the customer from the Ledger screen
(L), applying the check amount to the same G/L Account
that you used on the Deposit screen (D).
If you use automatic deposit posting, it will put the
amount into the specified G/L account, and the next two
paragraphs do not apply to your case.
If you post Accounts Receivable to General Ledger by
making a manual entry on the Ledger screen (L), you will
need to make a special entry to post this transaction
properly. If you are paying a credit invoice, make an
entry to subtract the check amount from the G/L Transfer
Account and add it to the G/L Accounts Receivable Account.
When you enter the bank deposit, you will take the whole
deposit amount out of the G/L Accounts Receivable Account
as usual. For a Non-Invoice Amount, simply take the check
amount out of the same G/L Account that you applied it to
on the Deposit screen (D). The rest of the bank deposit
gets taken out of the G/L Accounts Receivable Account.
If you post Accounts Receivable to General Ledger with
Report # 3-37, CASH DEPOSITS BY G/L#, the computer will
automatically post this transaction properly.
Posted Fields (C)
These fields are updated upon entry of a receivable
invoice or deposit. The Post Date tells when the last
transaction was posted, and indicates which month is
represented in the month-to-date figures.
Customer Setup (C)
After you have typed the name, press
The most commonly used fields are Name, Street Address,
Zip, Phone #, and Tax Status.
When you are done, press
Customer Refunds (C)
If the customer returns something that was not paid for,
make another invoice as described above. To remove this
transaction from the Open Invoice Report 3-09, go to the
Deposit screen (D). Enter this customer's code. Below,
enter a positive amount for the one invoice and a negative
amount for the other. Save with
Using a Credit Card to Pay Bills
2. On the # screen, enter the G/L # that you setup in step
# 1 in one of the unused ledgers. The ledgers are numbered
from 3 to 7.
3. When a credit card bill arrives, mark it paid by going
to the "/" Checkwriting screen. Use the Ledger # setup in
step # 2. Enter the Bill # in the Ref column and press F9.
Print the check on plain paper.
4. When a credit card payment is due, write a G/L check
from your Bank Ledger using the L screen. For account
number, use the G/L # from step # 1.
Bad Check Transaction
Make a separate entry on the Deposit screen (D) instead of
deleting the original deposit entry. Enter a Y in Deposit
Total. Enter the amount as a negative figure. With your
cursor in the bottom part of the screen, press You may use
Data Management Utilities for Customers (C)
However, if you want to change a customer's code and
delete the original record, any transactions that have
been entered for that customer must also be changed to use
the new code. A utility is provided for this purpose. Use
it with care, observing the following steps:
<Ctrl D> If you want to enter the same, or almost the same
customer information under a different code, type in the
new code and press
<L> Print an address label for the currently loaded
customer.
<Ctrl G> You will receive a message telling you what entry
location and field number your cursor is at. Type in the
number of the entry location you want your cursor to be
moved to and press enter, and your cursor will be moved to
that location.
If the Code Generator has been set up on the # screen, the
computer generates the proper code for the customer, after
you type the customer's name and press Ed F. Mart = Mart, Ed F.= MAREDF0
Redner Warehouse Market = REDWAM0
Ed F. Martin = Martin, Ed F.= MAREDF1
Jane Ulrich = Ulrich, Jane = ULRJA 0
A Default Record is information the computer takes for
granted unless it is told differently. Setting up a
default record saves the operator from entering the same
information again and again.
When you enter a new Inventory Item, Vendor, Customer,
Job, etc., the information that you entered in the Default
Record for that category, will be displayed. Then you
enter whatever other information you want on that record.
Change any of the default information if necessary.
Default Records can be changed whenever you wish.
Enter the customer's name as you want it to appear on
invoices, statements, and A/R reports. If you use a comma in
the name, what follows the comma will be placed first when
it's printed on certain A/R reports, including invoices,
statements, and labels. For example, Wengerman, T. Ray will
be printed: T. Ray Wengerman. Note: if you have a customer
with a business name such as Walker Parts, Inc., you should
not include the comma before the "Inc" or else it will
appear as Inc Walker Parts on invoices, labels and reports.
This may be used as an additional name or
address line. Enter the information here
as you want it to appear on invoices,
statements, and A/R reports.
Enter the customer's Street Address as you
want it to appear on invoices, statements,
and A/R reports.
All addresses in the system use a common zip code file.
When you enter a zip code, the cursor goes to the city and
state fields only if the computer cannot find the entered
zip code in its file.
If the address has a four-digit extension,
enter it here.
Enter the customer's e-mail address here.
Enter the telephone number here. When you enter 10
characters, the phone number will format automatically. This
appears on various reports. You may enter several phone
numbers on this line, separating them with commas. But only a
single one auto-formats.
This field is used by Report # 3-30 CUSTOMER ADDRESS LABELS
to print selective mailing lists. Enter a character here to
categorize the customer for this purpose. You can put the
customer into a number of different categories by entering a
series of characters, separated by commas. For example, all
farmers could be identified with an F. All hog farmers could
be identified with an HG,F. All dairy farmers could be
identified with DR, F. Then to print out labels to all the
farmers, use F as the print code, and to all the hog
farmers, use HG.
Enter an amount in dollars and cents. This will
trigger an automatic "over credit" message on the
order or invoice screen when the customer exceeds
the limit.
Enter "N" here if you do not want this customer to
receive finance charges for overdue invoices. If
this field is left blank, the computer uses the
finance charge information set up in the System
Setup Screen 2 (&) to generate finance charges
when you run report # 3-20. You may enter a number
in this field which will overrride the finance
charge Monthly Rate from the System Setup Screen 2
(&). The computer will read this number as a
percent.
If this customer normally pays sales tax, enter a tax code
here which will reference a tax code in the Inventory file
(I). Usually the two-letter State Code such as "PA" or
"MS" is used for the State Sales Tax.
The discount level is found on the Customer file (C), the
Customer Type (Y) file and the Quoted Price (Q) file with
the latter overriding the former.
Enter the normal shipping method for this customer.
This information will be carried across to the
customer's invoices automatically as they are
entered.
This field is used to calculate Due Date, Discount Date,
and Discount Amount on A/R invoices. It also appears on
printed invoices.
Example 1: NET 30
Example 2: 2%-10,NET 30
Example 3: 2% 10TH N 30
Example 4: NET 30TH
2%C
2%CASH NET30
2%COD
2%COD N10TH
Enter the salesman code as entered in the Salesman file (S).
This will carry across to receivable invoices automatically
as they are entered, and each time an invoice is saved for
this customer, the computer will automatically post the
total sales to the specified salesman's file.
This is an information field by which some
reports may be sorted.
This field is used for customers whose billing and shipping
addresses are not the same. Enter the code for the
shipping address as entered in the Names file (N). This
address will carry across onto the customer's invoices
automatically as they are entered.
You can enter any code here that you have set up in the
Customer Type file (Y). The Customer Type can be used by
Report # 3-1 CUSTOMER ADDRESS LIST to print a selective
listing, and by Report # 3-12 CUSTOMER AGED TRIAL BALANCE
to sort the customers by Type. The Customer Type can also
specify Restrictions and special Terms for the customer.
These are set up in the Customer Type file (Y).
Any information in the Message 1 field will appear
on Report # 3-26 CUSTOMER REVIEW. Enter any other
information you wish to keep in reference to this
customer on the remaining lines. The computer may
print one or more of these messages if Number of
Customer Messages on the System Setup Screen 2 (&)
contains a number. Message 4 is displayed on the
bottom of the Receivable Invoice screen (R) when
the customer's code is entered.
This is an information field for your convenience.
It does not reference any other files. You may
enter the name of the person you normally deal
with.
If you want this customer to appear on Report #
3-26 CUSTOMER REVIEW on or after a certain date,
enter that date here, and any appplicable message
in the Message 1 field.
This field is automatically set to the
system date each time you change something
on the screen and save it.
Enter the Home telephone number here. If you enter 7 or 10
characters, the phone number will format automatically. This
appears on various reports. You may enter several phone
numbers on this line, separating them with commas. But only
a single one auto-formats.
If this customer requires a Purchase Order # on every
invoice, enter a "Y" here. Whenever you enter an order or
invoice for this customer, the computer will require a
Purchase Order #, and automatically ask you for one if it
is missing.
If the customer is tax-exempt, enter his tax-exemption
number here. If the Tax Status field indicates the
customer is tax-exempt, and there is no tax-exemption
number, the computer will alert you each time you enter
the customer's code on a receivable order or invoice.
A - these items are Always taxable for this customer
E - these items are usually Exempt for this customer
T - these items are usually Taxable for this customer
A - these items are Always taxable for this customer
E - these items are usually Exempt for this customer
T - these items are usually Taxable for this customer
This is an information field used by some
custom reports.
Zone charges are when there are varying charges depending
on where the customer lives. One example would be the
charge for a service call. Here are the steps for setting
up varying service call charges.
On the Customer, Vendor and Names screens, you can enter a
fax number. If you enter 10 characters, the fax number
will format automatically.
1. Load the person on the C, V or N screen.
2. Go to the W screen and load the document that you
want to send.
3. Press
4. Press C, V or N depending on who you are faxing to,
or type in the fax number and press
This is an information field which may be used with the
optional ABC Shipping Manifest Module; R for Residential
customers or C for Commercial customers.
This is used with special programming
when transferring records from another
system to ABC Accounting.
This is an information field which may be used with the
optional ABC Shipping Manifest Module; R for Residential
customers or C for Commercial customers.
If you need to assign a customer a new code, enter a new
customer record for him. Then, on the customer's old record,
enter his new code in this field. Now when you enter this
customer on an Invoice, Order, or Job, you can enter the old
code, and the computer will automatically use the new code
and the customer information you have entered on that
record.
If the Zip Code you entered in the Zip Code field,
did not exist in the Zip Code File (Z), the cursor
jumps from the Zip Code field to the CITY field.
Type the name of the city here and press enter.
When a customer overpays an invoice, the computer
automatically applies the extra amount to the customer's
NIA (Non-Invoice Amount) as a credit. Then when a new
invoice is entered for the customer, the credit can be
applied to it. A credit invoice can be taken care of the
same way. Press <N> to see "Applying an NIA (Non-Invoice
Amount)." The same information is found from the (D)
screen by pressing
The following fields are restricted and are maintained by
the computer: Date First Entered, Post Date, Last Change
Date, Month-to-Date Sales, Prior Sales, Month-to-Date
Payments, Balance, Prior Balance, Month-to-Date Cost,
Prior Cost, Non-Invoice Amount, Sales 1 Year Ago, Sales 2
Years Ago and Special Deposit amount.
To set up a new Customer, go to the C screen. If the
screen is not blank, press the space bar when the cursor
is on the Code field and press
If you are writing a check to a customer who returned
something that was invoiced to him, make another invoice
with a negative number in the quantity field and the
refund in the amount field. After you save it with
1. On the G screen, set up an account labeled Credit Card
Transactions.
The correct time to record a bad check transaction is
immediately after printing a deposit slip (using a Y
in Deposit Total.)
If you want to start using a new code for a customer,
leaving the original record intact, simply use the New
Code (see "help" for that field).
1. Make sure you have a current backup of your data.
2. If you are on a network, use the ABC server for the
following steps.
3. Go to the customer screen (C).
4. Load the customer you want to change.
5. Write down any posted amounts, such as Balance.
6. Press
7. Enter the new code you want to use for the customer.
8. After the computer is finished posting (hard disk
activity will stop), load the new customer and make sure
the posted amounts are correct.
9. If the new record is correct, you may delete the old
one if you wish.
10. To change another customer, go back to step # 4.