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The customer record holds the defaults that every new quote or order for that customer
starts with. Open it in Customer Service → Customer Management, select the customer,
open Details and click Edit. The form has the panes Details (name and main contact), More,
Main Address, Financials, Dealers and Notes. Changing a field here
affects quotes and orders started after you save; existing documents keep what they copied.
What a new quote or order copies from the customer
| Customer field | Becomes on the new document |
|---|---|
| Sales Rep | The document’s sales rep. Exception: when the customer’s Type is a Sundry (walk-in) account and the user starting the quote is set up as a sales rep, that user becomes the rep instead. |
| Terms | The document’s payment terms (they set invoice due dates and can block shipping — see Payment terms). |
| Tax 1 / Tax 2 / Tax 3 | The three tax codes of the document (see Tax codes). The Comp. ticks are not copied: a new document always starts with both compound boxes off. |
| Discount / Factor | The document discount percent (worked example below). |
| Job Type | The document’s job type (see Job types). |
| Currency | The document currency (see Currency). |
| Ship To / Bill To address | The document addresses. If the customer has no ship-to, the bill-to is used. The ship-to’s Branch, Location, Route and Drop go onto the document too. |
| Lead Time | The Date Required: today plus the lead time in working days (weekends and holidays skipped); if it still lands on a non-working day it is moved back to the previous working day. When the customer’s Lead Time is 0, the Company Preferences setting Base customer lead time (days) is used. |
| Quote Validity Days | The Valid until date: today plus this many calendar days. If 0, the Company Preferences setting Quote validity (days) — duplicate is used (not the plain Quote validity (days)); if that is 0 too, 365 days. |
| Group | Up to three group surcharge codes linked to the customer’s group are put on the document (these are tax codes of the surcharge kind, not the Tariff/Energy lines in Surcharges). |
Payment, Credit Limit and the deposit fields are not copied; credit and deposits are
checked later, when the order is placed or confirmed.
Status checks when you start a document
The customer’s Status is checked first (see
Customer types and statuses):
- A status marked inactive, hold or pending refuses any new quote or order:
“Customer Status is not active. Please contact your System Administrator!” - Otherwise the status must allow the document kind: quotes, orders or projects, each with its own
message (“Customer Status is not valid for Quotes”, and so on). - A new service order is checked differently: it is allowed only when the status is Normal or
Pending, otherwise “Customer status (…) currently prevents any processing!”. - The customer also needs a default contact and a bill-to address (a missing ship-to falls back to
the bill-to), or you get “Customer’s contact / Ship to Address / Bill to Address is not
valid”.
More pane
| Field | What it does |
|---|---|
| Type | The customer type (Customer, Dealer, Sundry, …). Customer Management lists only non-supplier, non-lead types. |
| Sales Rep | Offers the active reps who are members of the sales teams of the branches serving the ship-to location (country, state, county, city, ZIP); if none match, all active reps. See Sales people setup and Commissions. |
| Status | Controls which documents may be created and whether orders can be placed. |
| Job Type | Default job type for new documents. |
| Group | The customer group: drives group surcharges on new documents and the group’s shipping discounts. |
| Lead Time (/days) | Working days added to today for the Date Required of a new document. For a supplier it is also the purchasing lead time used by Forward Schedule. |
| Cut Off (/days) | Working days the scheduler keeps between production finishing and the shipping date when an order is scheduled. |
| Forward Schedule | Purchasing only (the same form is used for suppliers): for glass and custom requisitions to this supplier, the due date becomes the day the line is added to a purchase order plus the lead time in working days (glass uses the glass type’s lead time, else this Lead Time). |
| Cash Customer | Shows whether this record was created from a Sundry account sale. Such customers skip the credit-limit check. Ticking or unticking the box here is not saved in the current version. |
Financials pane
| Field | What it does |
|---|---|
| Credit Limit / Available | When you change the limit, Available is recalculated as: Credit Limit + open credit notes − open debit notes − the open balance of the customer’s orders. Not stored for Sundry types. |
| Discount / Factor | One percent box (0 to 100) with two meanings. See the example below. |
| Quote Validity Days | Days until a new quote expires (see above). An order whose Valid until date has passed cannot be placed: “The quote/order is now past due and requires a recalculation.” |
| Currency | Copied to new documents; used to look up the exchange rate when documents are printed. |
| Terms | Default payment terms. |
| Payment | Preferred payment method. Stored; no effect found in the current version (payment screens do not pre-select it). |
| Tax 1 / Tax 2 / Tax 3 | Filled from the tax codes that match the ship-to address when you enter it (see Tax codes). |
| Comp. | Shows the selected tax code’s compound flag. Stored, but tax is not calculated as compound in the current version. |
| Min. Deposit % / Min. $ | The minimum deposit, as a percent of the order total or a fixed amount (never more than the order total). |
| Std. Deposit % / Std, $ | The standard (suggested) deposit, same two ways. |
| Tax Exempt | Tick it and type the exemption number. The Tax combos then offer only exempt codes (rate 0). Ticked with an empty number is saved as not exempt. On the order header, a customer with an exemption number gets the exempt codes listed and selected first. |
| Drop-ship / Min. Order Drop-ship | A drop-ship charge added to the shipping of quotes and unconfirmed orders whose shipping was edited by hand, when the items total is at or below the minimum (or no minimum is set). |
Deposits at Place Order / Confirm Order
Before an order is placed or confirmed from the customer’s documents, the required deposit is
the larger of the standard and the minimum deposit. If the deposits already paid are below that and
not above the minimum, the payment dialog opens with the standard deposit (less what is paid) as the
default and the minimum as the floor. Example: order total 10,000, Min. Deposit % 20, Std. Deposit % 50
→ minimum 2,000, standard 5,000; with nothing paid the dialog asks for 5,000 and accepts no less
than 2,000. Once more than 2,000 is paid no deposit is asked.
Discount or Factor — worked example
- Discount 10%: new documents get a 10% discount; the customer pays 90% of the
discountable lines. - Factor 45%: the customer pays 45% of list. New documents get a discount of
100 − 45 = 55%.
The discount applies only to lines marked discountable.
Credit check
With the Company Preferences setting Check credit before processing on, placing an order is
refused with “Customer Credit Limit Surpassed.” when the order total (with tax, less
deposit) is more than the customer’s available credit. Sundry types and cash customers are never
checked. Placing also needs a normal status and a type that is not a prospect.
edit is stored with the customer. Copying it to the dealer’s own system is switched off in the
current version, so ticking it has no effect found. Per-order tax overrides are described in
Tax codes.