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Adding a New Customer to Trade Receivables

Autosoft -

The Customer Information button on the Trade Customer Receivables menu opens the Customer Information screen. Use this screen to enter customer information for the Accounts Receivable Schedule and Counter Parts Sales. Customer information should have been entered during the Accounting inception. Once a customer file exists, you can edit it as needed and use this screen to print an envelope for the customer. You will also use this screen to delete customer files from the Accounts Receivable (AR) schedule.

Step 1. From the Dealership Accounting main menu, select Trade Receivables. The Trade Customer Receivables menu will open. 

Step 2. Select Customer Information. The Customer Information screen will open.

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Step 3. Assign the customer a customer number/control number. Remember, Autosoft recommends a system of using the first four letters of the customer’s last name or prominent business name and the first two numbers of the address. If there are no numbers in the address, assign a number from 01 to 99. The numbers on the end serve only to create unique controls in the system. This method makes it easier to search for customers in the system.

Step 4. Type the customer’s name, address, telephone number(s), fax number, and E-mail address. Use the Memo field to record additional information about the customer as needed.

Step 5. In Account Type (T/P/R), type the letter that corresponds to the account type.

    • Type T for temporary. A temporary account is automatically deleted when Accounts Receivable is closed and the balance of the account is zero.
    • Type P for permanent. A permanent account remains in the system permanently, regardless of the balance or activity.
    • Type R for reference. A reference account remains in the system permanently, regardless of the balance or activity.

Step 6. The First Date Customer field automatically fills in with the current date. This allows you to track when a customer’s file was created in the system.

Step 7. Use the Taxable field to indicate if the customer’s parts purchases can be taxed. Tax rates for parts sales are set for each inventory source using the Operating Defaults option in the Parts Inventory System Setup. You can set four default tax rates: 1A, 1B, 1C, and 2.

    • Type A to apply Tax Rate 1A and Tax Rate 2.
    • Type B to apply Tax Rate 1B and Tax Rate 2.
    • Type C to apply Tax Rate 1C and Tax Rate 2.
    • Type Y for yes. This applies both Tax Rate 1 and Tax Rate 2. Rate A is the default tax rate used when Tax Rate 1 is selected.
    • Type 1 if you want to apply only Tax Rate 1.
    • Type 2 if you want to apply only Tax Rate 2.
    • Type N for no. No tax is applied to the customer’s purchase.

If the customer is eligible for a tax rate other than the rates associated with the default tax rates set in the Parts Operating Parameters, type the rate that must be used for this customer in the Special Tax Rate field, and the system will use this value to calculate the tax. The rate entered in this field will always override any other setting. Make sure A, B, C, Y, 1, or 2 appears in the Taxable field to ensure the system will calculate tax.

Step 8. In Code, type the code that identifies why the customer qualifies for the tax set. The code prints on sales tax reports.

Step 9. If this customer is non-taxable, type the customer’s tax ID in the Tax ID field.

Step 10. Use the Bal/Detail Forward field to indicate if this is a balance or detail forward account. Type B for balance forward or D for detail forward.

Step 11. In Send Statement, indicate if you want to send this customer a statement. Type Y for yes or N for no.

Step 12. Use the Apply Late Charges field to indicate if you want late charges applied to the account. Type Y for yes or N for no. If you type Y, click to select the late charge caption you wish to print on the customer’s statements. This allows you to charge some customers late charges and other customers finance charges.

Step 13. In Credit Limit, type the customer’s credit limit for counter sales and service sales.

Step 14. Indicate the type of customer. Type P for parts, S or service, or B for body shop.

Step 15. In the Parts section of the screen, type the Discount Class and Discount Level you want to assign the customer. The discount class is a single-digit alpha character, and the discount level is a single-digit numeric character ranging from 0 to 4.

Step 16. Use the Wholesale Comp field to indicate if wholesale compensation applies to this customer. Type Y for yes or N for no. If you type Y, type the wholesale compensation code in the Code field.

Step 17. In Sales Rep Code, type the code for the customer’s sales representative at the dealership.

Step 18. The system automatically tracks the customer’s purchase history and displays the information in the fields under Purchases.

Step 19. If there are late charges on the customer’s account, type the charges in Late Charge Due. When you generate and apply late charges to customer accounts, the system automatically displays the charges in this field.

Tip:  You can easily remove the late charges on a customer’s account by changing the Late Charges Due field. You can change the amount or remove it completely from this field without having to make a journal entry.

Step 20. The customer’s account balance populates the Account Balance The system automatically adjusts the balance and breaks the balance into the appropriate aging categories as you post to the customer’s account. The PA field will display any post-ahead charges posted to the account. In the Current, 30 Days, 60 Days, 90 Days, and 120 Days fields, you can enter the current and past-due balances.

Step 21. You can click the Memo Data button and add notes you want to keep with the customer’s file. The text window that opens is a free-form text box. It holds up to 500 characters. Click Save to save the information. When viewing memo data, click Close to close the memo.

Step 22. Click Save to save the information.

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