The Customer Master File is divided into sections where all the information relevant to each particular customer is stored. The Customer Master File is divided into a number of sections (TABS) which allow for easy navigation.
The first tab, the Customer Details Tab, includes the Customer Code; Customer name; Customer Branches; Customer Regions; Hold-Status; Postal Address; Physical Address; Customer VAT Number and Statement type.
The Contacts Tab will enable you to capture all the contacts relevant to that customer. You have the ability to capture an unlimited number of contacts per customer. In the event that the customer also happens to be a supplier to your business, you will be given the opportunity to setup the contacts once and simply link them across to the Supplier Account.
Under the Defaults Tab, you will be able to capture account details such as the Credit Terms you have extended to your customer and applicable interest rates; the Default Currency, VAT Codes; Transaction Analysis Fields; Currency; VAT Codes and Types are setup.
The information on the Invoicing Screen will set the default values to be used for this customer. When processing invoices the system will select the relevant discounts and prices based on the default settings. These include Discount Levels; Default Selling Price Number; Customer Deals; the ability to print Customer Price Lists; and the ability to control Customer Back Orders for the customer. You can also stipulate whether Customer Order Numbers are required, apply overall discounts; Settlement Discounts; setup the Sales Categories, Sales Reps and Customer Areas.
The Communications Tab is where all your communications with the Customer will be logged. Communications generated from within Omni Accounts such as Customer Documents will automatically store in the Communications Module. Verbal and Email Communications will need to be manually captured. The tab will also display who instituted the Communication and who is responsible for following up that communication and when.
In the event that you require further information fields per customer, you have access to eight additional information fields which can be found on the More Details Tab in the Customer Master File. The field names can be specified in the Customer Options and the relevant Customer-Specific Data captured accordingly. This data can be used to create meaningful reports to be drawn at a later stage.
Likewise there are an additional four fields which can be configured in the Customer Options called Customer Transaction Analysis. Although these fields do appear in the Customer Master File, data is only entered into them at the time of processing a sales document. These fields can include for example, a customer’s Cell Phone Number on a cash-sales invoice. Should that customer ever come back and make an enquiry about something, you will be able to run an invoice enquiry based on the customer’s Cell Phone Number and bring up all invoices which are linked to that Cell Phone Number.