Customer form: options and information

On the Customer form, you can create, maintain, and delete customer records.

Open the form

  • On the Customers menu, point to New, and then click New Customer.

Customize the form

You can customize a Customer form to meet your company's needs by adding, moving, or removing fields. You can also rename field and group header names.

  • On the View menu, click Modify Layout.

 Note   When you save a modified form, Microsoft Office Accounting 2008 will continue to open this template until you select a different template. To select a different template, click the Current Layout arrow on the toolbar.

Form options

ShowForm options and descriptions

Option Description
General tab
Customer name (Required.) Type a customer name as you want it appear in transaction forms and records.
File as Office Accounting 2008 automatically files names in the Company format. For example, The Phone Company will be listed as Phone Company. To change the listing format for a record, type the name in either the First Last or Last, First format. You can change the default setting on the General tab in the Preferences dialog box.
Customer ID Type the customer identification (ID). A customer ID is a number or name, such as an abbreviation of the customer name, that you use to search for customer information. All customer IDs must be unique. They appear in the lookup forms for customer name on transaction forms such as Sales Orders and Invoices. If you choose to disable this function in Accounting 2008 Company Setup, this field is unavailable. To use this feature, select the Use customer ID check box on the Customers tab in the Preferences dialog box.
Addresses Displays the business address. To enter an additional or different address, click the arrow next to Address and select an option. The Address dialog box appears. If no business address is entered, the Address field displays the first address type with information entered in it.
Business Displays the business phone number. To enter a different or additional phone number, click the arrow next to Business and select an option. If no business phone is entered, the field displays the first phone type with information entered in it.
Business fax Displays the business fax number. To enter a different or additional fax number, click the arrow next to Business fax and select an option. If no business fax is entered, the field displays the first fax type with information entered in it.
E-mail Type the e-mail address for the customer or for the contact at the customer. Click the arrow next to E-mail 1 to add additional e-mail addresses.
Web page address Type the customer's Web site address.
Status

By default, the Active check box is selected, and the status is Active. You can make the account Inactive by clearing the Active check box.

 Note   Inactive customers do not appear on transaction lists. You can, however, continue to create transactions using an inactive customer by entering a customer name manually.

Customer since Date that your company started working with the customer. Type the date or click the arrow next to Customer since to open the calendar.
Balance This field only appears when you are creating a customer. The opening balance shows $0.00 by default. Type a customer beginning balance in the Balance field if you are creating the customer to bring over balances from another system. If you enter an amount or import a customer with a balance into a company whose fiscal year is closed, an error message will open. You can reopen a fiscal year by clicking Manage Fiscal Year on the Company menu.
Balance as of

This field only appears when you are creating a customer. The company start date is selected in Company Setup. To change the date, type the starting date for the account opening balance or click the arrow next to Balance as of to open the calendar.

 Note   You can enter a date prior to the start date that you selected in Company Setup. If you do so, a message opens that gives you the option to allow Accounting 2008 to automatically create all fiscal years necessary to include the entered date.

Contacts Type the appropriate information for the Primary contact: Contact name, Title, Business Phone, and E-mail columns. You can designate only one contact as the primary contact.
Memo Type additional information or comments about the customer in this field. These comments are only for internal use. Examples of comments are directions, birthdays, or credit information.
Add Links Click Add Links to link documents, reports, charts, or photographs to the customer record. Only the application icon and document name appear in the field. Double-click the icon of the document you want to open. This is a link to the original document, not a copy.
Details tab
Salesperson Click the arrow next to Salesperson to select the salesperson for the customer, or select Add a new Employee to add a new salesperson.
Credit limit Displays the credit limit amount that you have assigned to the customer.
Price level Click the arrow next to Price level to select a price level that you want to assign to the customer, or select Add a new Price Level.
Credit rating Click the arrow next to Credit rating to select a credit rating that you want to assign to the customer, or select Add a new Credit Rating.
Preferred shipping method Click the arrow next Preferred shipping method to select a preferred shipping method or select Add a new Shipping Method. The information in this field appears in future purchase orders with the customer.
Preferred payment method Click the arrow next to Preferred payment method to select the preferred payment method that you have established with the customer.
Payment terms Click the arrow next to Payment terms to select the payment terms that you have established with the customer, or select Add a new Payment Term.
Customer group Grouping your customers is a method to categorize your information into ways that are meaningful to you. Click the arrow next to Customer group to select a customer group, or select Add a new Customer Group. If your company does not use groups, leave this field blank.
Tax group (Required.) A sales tax group indicates whether customers should be taxed, and if so, how they are to be taxed, depending on where business occurs. Click the arrow next to Tax group to select a tax group, or select Add a new Sales Tax Group.
Financial Summary tab (Read-only.)
Current Displays the outstanding invoices owed by the customer that are classified as current.
Overdue Displays the overdue invoices owed by the customer broken out by 30 day categories.
Total balance Displays the total balance of outstanding invoices with the customer.
Average days to pay Displays the average number of days that the customer has taken to pay outstanding balances since the customer record was created.
Average days to pay (YTD) Displays the average number of days that the customer has taken to pay outstanding balances for the current fiscal year.
Month-to-date Displays the total dollar sales made to the customer in the current month,
Year-to-date Displays the total dollar sales made to the customer in the current fiscal year,
Last year Displays the total dollar sales made to the customer in the previous fiscal year.
Lifetime sales Displays the total lifetime dollar sales made to the customer.
Financial History tab (Read-only.)
View all transactions with a customer since the record was created, grouped by date, document number, type, job name, contact, and total amount. You can change the order of the columns by dragging the column headings, or you can reverse the sort order of a column by clicking the column heading.
Used-Defined Fields tab
New Fields Click New Fields to create new fields (text, date, number, or check box) for a record on the User-Defined Fields tab. New fields can be moved to other tabs on the record and added to transaction forms that relate to the type of record on which you created the new field. For example, a new field created on a customer record can be added to sales orders and invoices. All users can see user-defined fields.

Additional actions

ShowActions menu commands

On the Actions menu, you can select the following commands.

Click To
New Customer Create a new customer record.
New Job for Customer Create a new job.
New Quote for Customer Create a new quote.
New Sales Order for Customer Create a new sales order.
New Invoice for Customer Create a new invoice.
New Cash Sale for Customer Create a new cash sale.
New Credit Memo for Customer Create a new customer credit memo.
Receive Payment from Customer Receive a customer payment.
Customer Statement Print a customer statement.
Add Finance Charge Apply a finance charge to late or unpaid invoices.
Write Off Write off a customer bad debt.
E-Mail Customer Send an e-mail message to a customer.

Related topics

About invoices
Find customer records in a list
Access customer services
Customers and Receivables reports
Modify record and transaction forms
 
 
Applies to:
Accounting 2008