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Manually Entering Wholesale Customers

Autosoft -

If you are not integrated with Autosoft DMS's Dealership Accounting module, or a customer has not been entered in the Dealership Accounting module, you must manually enter all of the customer’s information.

Step 1. From the Parts Inventory main menu, select Special Inventories. The Special Inventories & Maintenance menu opens.

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Step 2. Select Wholesale Customers. The Wholesale Customers menu appears.

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Step 3. Select Enter/Edit Customer Information. The Customer Information screen opens. 

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Step 4. In Customer Number, type the customer number you want to assign the customer. Be sure that you use the same numbering system the Accounting Department uses to assign customer numbers. Autosoft recommends using the first four letters of the customer’s last/prominent name and the first two numbers of the customer’s address (or telephone number, etc.). For example, Steve Smith who lives on 555 Main Street would be assigned a customer number of SMIT55.

Step 5. In Name, type the customer’s name.

Step 6. Next, enter the customer’s street address, city, state, and ZIP Code/Postal Code.

Step 7. Use the Memo field to type any additional information about the customer that needs to be entered. The memo will display on the Counter Parts Sales screen. This field holds up to 30 characters.

Step 8. Use the Phone, Cell, and Fax fields to enter the customer’s phone, cellular, and fax numbers.

Step 9. Type the customer's email address in the email field.

Step 10. Move to the box on the right side of the screen. In Temp/Perm/Ref (T/P/R), type the letter that corresponds to the type of account.

Type T for temporary. A temporary account is automatically deleted one month after the balance reaches 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 11. 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 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 12. If the customer is eligible for a special tax rate, type the code that identifies why the customer qualifies for the tax set in the Tax Code field. The code prints on sales tax reports.

Step 13. If the customer is tax exempt, type the customer’s tax ID in the Tax ID field.

Step 14. In Classification, type the customer classification code you want to use for this customer. Customer classifications are codes such as D for Dealer, E for employee, or W for wholesale. You created these classifications using the Wholesale Pricing Levels button on the System Setup & Updates menu. 

Step 15. In Wholesale Level, type the wholesale level you want to use for this customer. Wholesale pricing levels can be 1 through 4 and correspond to up to four pricing tiers. You created pricing levels using the Wholesale Pricing Levels button on the System Setup & Updates menu.

Step 16. If the customer has a credit limit, use the Credit Limit field to enter the credit limit. The system prompts the user when the credit limit is reached.

Step 17. Use the Wholesale Comp field to indicate if this customer is eligible for wholesale compensation. Type Y for yes or N for no. If you type Y in this field, type the customer’s wholesale compensation code in the Wholesale Comp Code field. This is required if you participate in an OEM wholesale compensation program. When the counter sale is processed, this information is pulled to the WINS/Comp report file as the Fleet Customer Type.

Step 18. In Distance To Deliver, type the mileage required to deliver to this customer. This may be useful when determining the customer’s discount.

Step 19. The fields in the Purchases box appear based on the Operating Parameters set in the Dealership Accounting module. If the Accounting Department restricts the Parts Department from having access to the accounts receivable balances, these fields will not appear on this screen. The system automatically updates the fields at the bottom of the screen as sales and payments are posted to the customer’s account.

This Month displays the total dollar amount of parts purchases made this month.

This Year displays the total dollar amount of parts purchases made this year.

Last Year displays the total amount of parts purchases made last year.

Last Purchase displays the date of the last purchase made on the account.

Last Payment displays the date of the last payment made on the account.

Step 20. The Account Balance fields in the Purchases box display the account balance and break the balance into the appropriate aging categories.

Step 21. Click Save to save the information.

Tip:  Use the Memo Data button to record memo information for the customer. The memo information is available for viewing when creating generating counter slips. This block holds up to 512 characters. Click Save to save the information.

 

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