Create a new Client

A Client is a person or company who buys Products (or services) from you or your company.

Note: The Sales Master screen contains much of the same information as the Client screen plus same-screen access to a variety of related information such as Tasks, Sales Orders and Correspondence. Generally, the Clients screen is used by administrative staff and the Sales Master is used by sales staff. Records added via the Clients screen will have a Sales Master record created automatically, and vice versa. Also, changes made in one record will immediately update the other.

1. Open the Client window

Navigate to Sales ➤ Clients

Open the Client window

2. Create a New Record

3. Enter the Company Information

3.1. Name and Address

  • Company Name: The Client’s company name (or if the Client is an individual enter the last name here).
  • First Name: If the client is an individual enter the first name here.
  • Street Address: The Client’s street address (although it can be, this is not necessarily the Ship To address or the Bill To address).
  • City: The city in which the Client is located.
  • State: The state in which the Client is located.
  • Zip: The Client's zip code.
  • Country: The country in which the Client is located. If a country is not entered this will default to USA.
  • Residential Address vs. Business Address: Select the appropriate type of address. This information can be passed on to your shipping software.
Name and Address

3.2. Phone, Email & Web

  • Telephone main: The Client's main phone number. You can also set up phone numbers for each Client Contact.
  • Telephone PM: A secondary phone number for the Client.
  • Company Email: The client's main email address. You can also set up email addresses for each Client Contact.
  • Fax: The fax number for the Client. You can also set up fax numbers for each Client Contact.
  • Web Address: The Client's website URL.
  • Go: Opens the Web Address in your default web browser.
Phone, Email & Web

3.3. Tasks

  • Here is a list of Tasks related to the Client. You can add (+ symbol) or delete (trash can icon) Tasks from this list.
Tasks

3.4. Group

  • Inactive: The Client is not active if this box is checked. This means that there can be no activity whatsoever for the Client.
  • Client Number: A number designated to this Client. AcctVantage will automatically assign a Client Number to new records unless this feature is turned off in System Setup. You can override this number to enter your own Client Number by simply typing into the field. AcctVantage will ensure that no duplicate numbers are used.
  • Category: The category to which the Client belongs. Tab or click into this field to bring up a Choice List which you can modify to include categories of Clients. For example, you may want to rate your Client based on the size of the company (i.e. Wholesale or Retail). These categories can also drive overrides to income accounts. In other words, you might want sales to your wholesale Clients to go to a different income account than sales to your retail clients. These Client Category Overrides can be enabled via the Product Class window in the Administration Module.
  • Client Group: Similar to Client Category except the Client Group field is purely informational. It can be useful for compiling reports and watching certain kinds of marketing trends. Tab or click into this field to bring up a Choice List which you can modify to include categories of Clients. For example, you may want to rate your Client based on the region of the company (i.e. Northeast, Southeast, West, etc.)
Group

3.5. Attributes

  • Relation: Prospect or Client. New Clients are automatically assigned the value Prospect until they place an Order.
  • Became a Client: The date that the Client moved from Prospect status to Client status (or the date Client first placed an Order).
  • Account Manager: The name of your employee who is responsible for this account. This field is linked to a User record. The Account Manager must have a User record before AcctVantage will allow his or her name to be entered in this field.
  • Lead Source: Specifies the “campaign” or contact method with which you acquired this client. Any Lead Source entered must already be defined in the system.
Attributes

3.6. Primary Contact

  • Primary Contact Name: The primary Client employee who your sales staff will be contacting regarding sales.
  • Primary Contact Phone: The Primary Contact's phone number. This is automatically populated from the Contact record.
Primary Contact

3.7. Memo

  • The Memo contains notes regarding the Client (viewable only to AcctVantage Users). As an example, you could write a short description of the Client’s type of business or any other information helpful to your sales staff.
Memo

3.8. Correspondence

  • A list of Correspondence records submitted to the Client. You can add (+ symbol) or delete (trash can icon) Correspondence items from this list.
Correspondence

4. Enter the Account Information

4.1. Accounts Receivable/Deposits

Accounts Receivable

  • A/R GL name: The GL Account Name (i.e. control account name) associated with the Client's AR sub account.
  • GL code: The GL Account Code (i.e. control account code) associated with the Client's AR sub account.
  • AR Balance: The outstanding Accounts Receivable balance on the Client’s sub account.
  • History: If you click the History button you see the monthly AR Summary for Sales to this Client. From that point you can drill down even further to the detail level.

Deposits

  • Deposit GL name: The GL Account Name (i.e. control account name) associated with the Client's Deposit sub account.
  • GL code: The GL Account Code (i.e. control account code) associated with the Client's Deposit sub account.
  • Dep balance: The outstanding Deposit balance on the Client’s sub account.
  • History: If you click the History button you see the monthly Deposit Summary for this Client. From that point you can drill down even further to the detail level.
Accounts Receivable/Deposits

4.2. Terms

  • Discount %: The AR Discount offered to Clients for early payment of Invoice balances. Use whole numbers for this value. For example, for a 2% discount you will type 2.
    • If paid within: The number of days after the Invoice Date that the payment must be received for the Client to get the AR Discount. For example, enter 10 here. If the Client pays the balance due within 10 days, a 2% discount will be applied to the Balance Due.
    • Or by day: The day of the month by which payment must be received for the Client to get the AR Discount. If you enter 15 here, the Client would receive the 2% AR Discount by submitting the payment by the 15th day of the month.
  • Credit Limit: The maximum dollar value of merchandise that the Client can order on credit. If the Client’s AR balance exceeds this value, AcctVantage will display a warning during Order Entry.
  • Net days due: The number of days that the Client is allowed before the payment is considered Past Due. For example, enter 30 here for if the payment must be received within 30 days of the Invoice Date.
  • Terms Description: This can contain info relating to the Client's A/R terms.

________________________________________________________________________________________________________________________

  • Finance Charge: AcctVantage will apply a Finance Charge to this Client’s account for a past due AR balance. Finance charges are defined in System Setup.
  • Send Statement: The Client will receive a statement when you run a batch of statements.
  • Open account: The Client will be allowed to place an Order on credit.
    • COD: The Client will be allowed to place an Order, but payment must be received at the time of delivery.
  • Exempt From Credit Hold: The Client will not be set to On Credit Hold even if it does meet the criteria set for credit hold processing.
  • Manual Credit Hold: The Client will be set to On Credit Hold even if it does not meet the criteria set for credit hold processing.
  • Suppress Credit Hold Dialogs: This will suppress any warnings that the Client is On Credit Hold during Sales Order Entry.
  • On Credit Hold (read only): Indicates that the Client is currently On Credit Hold.

________________________________________________________________________________________________________________________

  • Credit Hold Reason: Indicates why the Client is On Credit Hold.
  • Credit Hold Date: Indicates the date the Client was placed On Credit Hold.
  • Average Days to Pay: The average number of days before payment is received from the Client.
Terms

4.3. Order Defaults

  • Warehouse: The Warehouse from which Orders are normally shipped to this Client.
  • Ship via: The shipping method normally used for Orders shipped to this Client.
  • Courier acct. ID: The Client’s account number (if any) with a shipper such as UPS or FedEx.
  • PO req (Y/value): A “Y” in this field indicates that this Client must use a Purchase Order to process an Order. You will be prompted to enter a Purchase Order Number when entering Orders for this Client.
  • Tax area: The default Tax Area for the client. If the Client is exempt from sales tax, you might create an Exempt Tax Area and use it here
  • Tax exempt number: The Client’s tax exempt number.
  • Default Discount: You can assign a default Discount (i.e. a Promotion...not the same as an AR Discount) to apply to this Client’s Sales Orders. You can only assign Discounts as default which are not single-use and do not have a start or stop date.
  • Price Break Type: A list of the Price Breaks that the Client belongs to.
Order Defaults

4.4. Credit Card

  • Cardholder: The name as shown on the credit card.
  • Credit card number: The Client's credit card number.
  • Expires: The expiration date on the credit card.
  • Card Address: The address that the credit card is listed under.
  • Swap: You can swap the Primary and Secondary credit card information instead of retyping from one to the other.
Credit Card