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You are here: Accounts Receivable > Customer Setup
Customer Setup
Function
Enter, change, or print customers.
Operating Instructions
Optional Fields Setup
These optional fields may be used to enable an organization to gather and organize specific information about their customers. The fields are user defined to help meet an individual organization’s needs. Some examples of this optional information are Contact cell phone and Membership due date.
To add a new code, click on Edit followed by clicking on the + sign at the bottom of the screen to the right of the Record number.
Code: Enter a numeric code for the optional field.
Description: Enter the description for the optional field.
Enter, change, or print customers.
Operating Instructions
Optional Fields Setup
These optional fields may be used to enable an organization to gather and organize specific information about their customers. The fields are user defined to help meet an individual organization’s needs. Some examples of this optional information are Contact cell phone and Membership due date.
To add a new code, click on Edit followed by clicking on the + sign at the bottom of the screen to the right of the Record number.
Code: Enter a numeric code for the optional field.
Description: Enter the description for the optional field.
Late Fee Setup
Minimum Amount: Enter the minimum A/R balance the late fee should be applied. For example, if no late fees should be applied to A/R balances of less than $100.00, then enter $100.00 as the minimum amount.
AR GL Code: Enter the Accounts Receivable asset GL code for the late fee to be applied to.
Program Element: Enter the program element code if the late fee revenue is posted at the element level. If it should be posted to the project level, leave this field blank.
Project Code: If an element code is entered, the corresponding project code will automatically be displayed. If the late fee revenue should be posted to the project level, enter the appropriate project number.
GL Code: Enter the revenue code used for the late fee revenue.
Minimum Amount: Enter the minimum A/R balance the late fee should be applied. For example, if no late fees should be applied to A/R balances of less than $100.00, then enter $100.00 as the minimum amount.
AR GL Code: Enter the Accounts Receivable asset GL code for the late fee to be applied to.
Program Element: Enter the program element code if the late fee revenue is posted at the element level. If it should be posted to the project level, leave this field blank.
Project Code: If an element code is entered, the corresponding project code will automatically be displayed. If the late fee revenue should be posted to the project level, enter the appropriate project number.
GL Code: Enter the revenue code used for the late fee revenue.
Customer Entry
Fields which you must complete in order to successfully save your new customer are Code, Name, City, State, and Zip. All other fields are optional.
Code: This field displays the code number assigned to each customer and cannot be changed or edited. If you have selected the New button, you will need to enter the code number you wish to assign to this customer. Code numbers may not exceed eight digits.
Name: Enter or edit your customer’s name. Address: Enter or edit your customer’s address. City: Enter or edit your customer’s city.
State: Enter, edit, or select from the combo box your customer’s two digit state code.
Zip: Enter or edit your customer’s zip code. This may be either five digits or “zip plus four”, i.e., five digits, a dash, followed by four digits.
Contact: Enter or edit the contact person for your customer.
Phone #: Enter or edit your customer’s telephone number.
Email: Enter or edit your customer’s e-mail address.
Alpha: The entire customer name defaults to this field. You may edit this field to determine how the customer's name will be alphabetized.
Fax #: Enter or edit your customer’s fax number.
Late Fee Rate: If a late fee is to be collected, enter the percentage.
Revenue: Enter a default revenue code for a vendor. That revenue code will then automatically appear in the GL# field of all invoices entered for that specific vendor. (The code, however, can be edited during the invoice data entry process.)
Active: All new customers entered will be checked as active. If a customer becomes inactive, you can uncheck this checkbox. When you archive your database, you have the opportunity to select inactive customers and they will be deleted.
e-Bill only: When checked, a paper customer statement will not be printed for this customer. This would be a feature to be used only when your organization has means of electronically generating a statement to which your customer(s) would then have access. An example would be extracting the proper information from the tables in the GMS database and posting an e-Bill on your organization’s website. Note: All information and activity is processed for the e- Bill only customers. The only step that is suppressed is the generation of the paper statement.
AR History Icon – The AR History Icon on the Customer Entry screen will present an itemized listing of all accounts receivable invoices and cash receipts detail for that specific customer. The history details coding from the credit side of the AR and CR transactions, along with showing the balance for that vendor.
Fields which you must complete in order to successfully save your new customer are Code, Name, City, State, and Zip. All other fields are optional.
Code: This field displays the code number assigned to each customer and cannot be changed or edited. If you have selected the New button, you will need to enter the code number you wish to assign to this customer. Code numbers may not exceed eight digits.
Name: Enter or edit your customer’s name. Address: Enter or edit your customer’s address. City: Enter or edit your customer’s city.
State: Enter, edit, or select from the combo box your customer’s two digit state code.
Zip: Enter or edit your customer’s zip code. This may be either five digits or “zip plus four”, i.e., five digits, a dash, followed by four digits.
Contact: Enter or edit the contact person for your customer.
Phone #: Enter or edit your customer’s telephone number.
Email: Enter or edit your customer’s e-mail address.
Alpha: The entire customer name defaults to this field. You may edit this field to determine how the customer's name will be alphabetized.
Fax #: Enter or edit your customer’s fax number.
Late Fee Rate: If a late fee is to be collected, enter the percentage.
Revenue: Enter a default revenue code for a vendor. That revenue code will then automatically appear in the GL# field of all invoices entered for that specific vendor. (The code, however, can be edited during the invoice data entry process.)
Active: All new customers entered will be checked as active. If a customer becomes inactive, you can uncheck this checkbox. When you archive your database, you have the opportunity to select inactive customers and they will be deleted.
e-Bill only: When checked, a paper customer statement will not be printed for this customer. This would be a feature to be used only when your organization has means of electronically generating a statement to which your customer(s) would then have access. An example would be extracting the proper information from the tables in the GMS database and posting an e-Bill on your organization’s website. Note: All information and activity is processed for the e- Bill only customers. The only step that is suppressed is the generation of the paper statement.
AR History Icon – The AR History Icon on the Customer Entry screen will present an itemized listing of all accounts receivable invoices and cash receipts detail for that specific customer. The history details coding from the credit side of the AR and CR transactions, along with showing the balance for that vendor.
Optional Fields
To add a new Optional Field, click on the + sign at the bottom to the right of the Record number.
Optional Fields: Click on the combo box to select the desired optional field.
Details: Enter the appropriate response for the selected optional field. Note: should you need to edit details for a date formatted field you must either retype or delete the entire field.
Flag
Check this box if you would like to receive an alert when entering a cash receipt for this customer.
To add a new Optional Field, click on the + sign at the bottom to the right of the Record number.
Optional Fields: Click on the combo box to select the desired optional field.
Details: Enter the appropriate response for the selected optional field. Note: should you need to edit details for a date formatted field you must either retype or delete the entire field.
Flag
Check this box if you would like to receive an alert when entering a cash receipt for this customer.