Help & Support Knowledge Base

Article #41

This screen is used to do customer maintenance. FXA treats all customers that buy or sell as customers, no distinction is made between them from a system point of view, customer do however have different roles in different transactions, so a customer can be a buyer or seller at any given moment. Send bulk email and sms's to selected customers Only display the active customers in your list Search customers on NR, NAME, QFIND, ALT or CEL. +NR - by customer number, e.g. "+0001" $ZAID - by ID number, e.g. "$701030" %CEL - by Cell number, e.g. "%08300" ?VAT - by VAT number, e.g. "?4770" ^ADDRESS - By address, e.g. "^BLOEMFONTEIN" Fields [+] icon to add new customer Quick Entry
NR Unique customer number in the system. Use UNIQUE_NR to ensure that a customer number is unique within your firm
NAME Customer name or business name it is printed on invoices/documentation. Always use the same convention for first name, initials and surnames as well as abbreviations. e.g. "vd" en "van der" and order "Surname,Initial":"Kotze,JW"
QFIND Info to quickly find a customer, Use the Address, name of farm, first name or alias. e.g. Use address in a shortened format "P.O.BOX 181 Vryburg" as "BOX1812 VBG".
CEL Mobile number
VAT Customer VAT Nr.
  Use the [!!] function to determine if there is already a customer- with this Vat Nr.
  If there is any value in this field, a customer is treated as registered for VAT.
  Leave this field blank if customer is NOT registered for VAT.
  If a customer insists on being registered for VAT but cannot produce the number, the system will allow you
  to fill in a temporary value like "RBU" to denote that the customer is registered. The correct VAT
                      details must be retrieved and filled in back at the office. DO THIS AT OWN RISK!!!
POSTAL ADDRESS As printed on invoice
ZA_ID Identification, CK, trust of company number
ALT Customer number in your financial system.
EMAIL Email address
TEL Telephone number
Bank1 Bank details must be in the format: "Account number @ Branchcode ; Note" Leave blank or make "0@0;" if no bank info.
WARNING A warning, special instruction or any other info a clerk should be aware of.
ACC/ST The account status
General Fill in 3 bank accounts format [Account No]@[branchcode];[optional]
PASTEL CUSTOMER NO Customer number in Pastel. (Click lock icon to make default)
PASTEL SUPPLIER NO Supplier number in Pastel. (Click lock icon to make default)
REGION Fill in the region, select predefined province
LANGUAGE The customers preferred language.
ACTIVE Customer is active on the system.
AGENT1/2/3 Linked agents and/or field officials.
DISCOUNT% normal discount % for this customer
COMM% Commission% variance. E.g. -1 = customer always pay 1% less
Personal Full names, DOB (date of birth), street addresses, fax, customer type, SARS Tax details, AIM and RPO indicator. The postal address will be printed on invoices - street address is seldom used.) Leave blank or make "0@0;" if no bank info. Relations Clubs, Shareholding No, Note and internal links to other customer. E.g. Farmer's wife or son Debtor
Account Customer Is an account customer(automatically set if transaction issued)
Credit Limit Credit Limit
Interest Interest% per year, if 0 then use Settings Int%; if -1 no interest is charged
Terms Terms in days
Status Credit status (lock icon to set as default)
Grade Credit grading (lock icon to set as default)
Balance In "Tools > Settings" the "debtor cycle Period" DCP is set for the number of days between age-ing. Thus for weekly aging the DCP would be 7 days, for monthly age-ing it should be 30 days
Period Definition Example weekly DCP=7 Example monthly DCP=30
B0 Balance on "Current" Current Current
B1 Balance on 1 x DCP days 7 days 30 days
B2 Balance on 2 x DCP days 14 days 60 days
B3 Balance on 3 x DCP days 21 days 90 days
B4 Balance on 4 x DCP days 28 days 120 days
B5 Balance on 5 x DCP days or more 35 days or more 150 days or more
TOTAL Total of above Total of above Total of above
Right-click on the grid
ASSIGN BUYER NR If event is selected, assign a buyer no (BSNR), also available when adding a new customer
TRAN SUMMARY report on transaction history for the selected customer
CRM GROUPS maintain marketing groups and add customers to it.
CRM COMMUNICATE sends bulk email/sms or create mailing list to groups
CHANGE NR Change a customer number system wide to a new customer. If an existing number is given the customer will be merged with the info on the existing customer. This function should be used with extreme care as documentation is already printed that is referencing an old number.
Export All Customers to FXC Export all customers to an external file. This file is compressed en encrypted with your company name and web password
Import All Customers from FXC Import customer info from an external file. This file is compressed en encrypted with your company name and web password. If there is a customer in the FXC, but the customer does not exist in your customer list it will be added, if the customer however already exists in your customer list:
  • Overwrite ALL - customer will be updated with info in FXC
  • Overwrite NONE - customer will not be updated with info in FXC
  • Overwrite NEWER - only customers in FXC with newer timestamp will be updated.
  • Advanced customer Editor a grid with quicker row/column editing.
    Delete All Customers delete customer list (require FXA ADMIN password).
    Duplicates Find duplicate customers

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