MODULE OUTLINE:

. Create new customer categories.

. Create new salespnalyses codes.
Learning Module 6
o Create new custoiner accounts.
r View and print customer master listings. CREATE AND
MAINTAIN CUSTOMER
ACCOUNTS

MODULE OUTGOMES: CONCEPTVIDEOS

At the end of this Learning Module you should SVCCA1 - Creating customer categories and sales
analysis codes
be able to ...
r SVCCAjI - Creating customer accounts
create and maintain customer categories;
. create sales analyses codes;
r create and maintain customer accounts;
. view and print customer master listings.

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 :

and maintain customer accounts

-Create the eorrect 6u$tbm6r transactions

ustomersi are the most important part of any buSineS8 and
should reflect at alltimes. li processing is donl correctly in Sage 50c pastel pAdfisr' it will be easy
to maintain accurate customer accounts.

Ensure that all the information on what your Customers terms aro
with your Company are recorded
conectly on their Master File (account)'

Greate new customer categories

Customer categories are used to group customers together
lnto areas,lypes 9f qloU}tSe and-so forth'
As with supplier categories are-also optional. lf it wae decided to use customer
Once
ii
""t"gori"i-"ustJmei
categories, it is necessary the catigories before creatlng the actual 6ust6ffier occounts'
"i"ri"
customer categories frave been created, individual custom6r Account6 can be llnked tO these categories'
[Link]-/ce dleeaunt matrix's can also
Customer categories can be useful for not only reporting BUrPOse.s.,
be created, which can be used along with inveniory Up to 99 cu$tot'npr d6t€gories can be
""ieguiies'
created.

Learning example 6 A

the menu bar'

To create customer categories, select Edibc ustomer>categories lrom

1, fhe Edit Customer Categories screen displays:

[dit Cuctrmer Categories - Sole Atcesl Mode

The descriPtlon of the

cu$omer eatogory
would be typsd in here.
For exampl6i Gauteng
if th6 categories were
to be bY region

way as supplier categories, the only

It is clear that customer categories are created in exactly the same
difference being where the option is accessed'

158
 Learning trlodule 6-

Practice exercise
Mr' Ungaretti would like the same Custom er categoriesto
be created as the customer price
list names.

1. Trade
2. Retail
3. Cash

Create these three categories for the customers.

once these categories have been created, click on OKwhich

will close the screen and save
the information.

Create new sales anatysis codes

This option allows you to analyse
yreg bv sales p-ersons, geographic areas, marketing analyses and so
forth' Again, using this option is entirely optionat.'snouH
be set to force users [Link] sales codes on processing
s;/as";;ly
6to"" be used, the system can
each saLs document. This would avoid the
possibility of users forgetting to use the codes
when processing.

Learning example 6 B

To create sales Anatysis codes, serect Edr'bcusforners>sa/es

Anarysiscodes.

Ac rn u nt:
Supplieru Categorie r'

Te rm: )
lnventory f,ustomer Prices
t.j.B,!;r

hlanufactu ring
'l
) l
.,1
I
Prrjett: >
N;
oi
.!l Exchanqr F,atrs
5l Tax Type [Link]
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N Time and Billinq )
6l
NI
Ni Scheduled lnuoicing )
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 and maintain custOmer accounts

-Create
1. The Edit Sa/es Analysis Codes screen displays:

Edit Sales Analysir Codes X

SH Ll l-i l{{ i

,{r1tl Edit Drletr !a\ri FPiP+ !earrh (sde llarnt Firrt PreY

\ale j Antlyjtl Lode

r.---_l Eloriied l

I I

0e:cription

Picture

{^ Sales

iho. periodirTaroetAmount' Commi::ianfr

I

[Link]
0,00
J
0.00
0,00
0,00

!rpy Cornrnission ltructure

ffi
t Sale Analysis Code - Enter a code to identify the sales code in this field. Up to five characters
can be used to create this code.

t Descriptlon - Enter the name of the sales code in this field, which can contain up to
30 characters. lf codes are used to represent sales representatives, enter the sales person's
name here.

. Blocked - lf you do not want a specific sales code to be used, you could block it by ticking
this box.

160
 Learning Module 6-

The Commission tab:

This Tear T,:tal: Fictu re

Pay Cammisrio"n Dn

fi Gross Profit t SaleJ

ange Periodic Tarqrt Amaunt C,lmmi:sion %

ff,00
nnn
U,UU

0,0s
0.00

[Link] i i 5 i trn Structurr laste Commissirrn Strurturr

I
t Pay Commission On - lndicate here how commission should be calculated. Two options
exist relating to calculating commission, namely on Gross Profit or on total exclusive Sa/es
value.

' Commissian Structure Table - Specify target values and the commission percentages
relating to those targets reached.

When entering lhe Peiodic Target Amounts, always enter the the lowest amount in the
range. The system will automatically enter tne Range as the target values are entered.

For example sales representatives earn:

' syo commission if they sell between R 1.00 and R 20 [Link]. ln the Periodic Target
Amaunt column an amount of 1 will be entered and 5%o in the Cornmrbsion column.
' 7Yo commission if they sell between R 20 001 .00 and R 50 000.00. An amount of
R 20 001 .00 will be entered in the Periodic Target Amounf column and 7Yo in the
Commission column.

The system will take the range of the first line and make it R 1.00 to R 20 O0O"0O and the second
line will be R 20 001 .00 onwards. As you continue to enter the target amounts, the system will
continue to adjust the range accordingly.

' Copy / Pasfe Cornmlssion Structure - This allows you to copy and paste commission tables
between from one cost codes to another.

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 and maintain customer accounts

-Create

Mr. Ungaretti would like you to create the following Sa/es Analysis Codes with the respective
commission structure. All reps will receive commission on Sales and they are all on the same
structure.

1. Sales Code T0001 - Tyrone Neil

2. Sales Code W0001 - Warren Williams

The Commission structure is based as follows:

From 1 - 20 000 - 5oZ commission will be earned;

From 20 001 - 50 000 - 10% commission will be earned;
From 50 001 onwards - 13% commission will be earned.

Tip: Before saving the first Sa/es Ana tysis Code, selecl the
then save the record.

After entering the code and description for the 2nd representative, Enfer ar Tab on the
keyboard which will activate the . Select this option and the
commission structure will automatically be copied to th6 sscond rcpresantatlve,

Create new customer accounts

Now that the Customer Cafegon'es and Sales Analysr's Codes have heen set up, the Ouefomer Accaunts
can be created.

162
 Learning Module 6-

Learning exampte 6 C

From the menu bar, select EdlbCustomer>Accounts.

1. The Edit Customer Accounts screen displays:

x
*fr,f,. nn it
;iJ Enll [Link]. :j.! [Link] !.drih Code llini Firji Fi., tii.r Lrjt
[Link] Code i
l__ I
(ash Sale,qcrount f- Etccled f
0e,cr ptron
aultanrer Cntegory C{ - None Ct rk the 5chrdr ed tnrorrE5 buhof te !Ee and,cr [Link] thE
- Lt cf S(hEdulE.J n.;cr(E! tor thr! cu![Link] 5cheduled lnvcices

Deta;ts procelsrng
Terms Additrona{ Optj.n! Ealances Noter
AJdrsses EntigJ Banking
Poilal AddrE!t
r,o rta d

Telephone

Fu
r- Access thse functicB naw
Delirenl hdrJrc: !-oad reooils
L{cbile phohE
Authorise pdyntent b6tches
Fayfieri balch rep+i1s

idlE: r cdE Logrfi or register f!. an accouil:

-Lerm moft . :>,,'

DdJr+,cnit DFtj:e1 . . -nrdrr I Fro t....

Account code - The same principles regarding

codes when creating supplier accounts, will
apply when creating customer accounts-.
a Description - Enter the customer,s name here.
a cash sa/e Account - This [Link] you to set ,p
,n ,""ornt specificaily dedicated for cash
sales. Ticklhis box to specify if an account
is a cash sale account.
E tocKecl - should you not want
to process any further invoices or sales to a customer,
this box to block it. Note that when a customer tick
account is brocked, you cannot process any
debit values to it. you can, however, process ,"""ipt"
and credit notes to it.
customer category - By cricking on in" orop ol*n
,rro* on the customer category frerd,
previouslv created wilioisprav. lr appticabte,
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 and maintain customer ac6ounts

-Create
2. The Detals tab;

Addresres

Postal Address fcntact

Telephone

Delivent' Afl61s55 Filrbile Phcne

Email

Sa[* Code
r_--l I ,.,.,.,,':. I j

.i f ontact Details..,

This is the customer contact detail screen and should be completed with all the relevant information
as required on this screen. Remember these fields are optional.

. Sales Code - Enter a default sales code for the relating customer here. This is however, an
optional field. Sales codes can also be entered with the processing of each sales invoice
individually.

o Additional Delivery / Contact Detaits * By clicking this option, you could set up additional
delivery addresses and contact details for a customer. This option would typically be
selected if you sell to a customer with various branches. You would still invoice the head
office, but goods will be delivered to the various stores.

164
 Learning Module 6-

By clicking on this option the following screen displays:

An unlimited number of
Additional Delivery / Contact
Details can be created for
each customer account. The
Address Code identifies the
various delivery addresses. lt
can be a mixture of Alpha and
Addre:: f,ode Numeric characters and can
Dr ilEry l be up to three characters long
Dt iverl 2

Delilery l
DrliEry4

Delivery 5

All relevant contact and

delivery information for
each branch or store
would be entered into
these fields

ll

once an additional delivery address has been added,

click on the S. saye icon to save each
delivery address. close this screen once all detail
has been added. the Edit customerwindow will
display again.

once all the contact detairs have been entered, go to the processrhg
tab.

The Processing tab:

uExails I pl.

Cursncy
Electrotric 0c(umentt
cde m
C
T Custonler [Link], [Link] Doruments

Froc*sing l,,lrthocl

i Openliem , f Baianre Fomrrd Printing

Conta.t
Tax
Email
t. tX(lUst!E i" lnclusive
N
o Statements
c! ELl Cauntry
Prif,ting

USaUIt lax
l\,lEsigs
@ Trx Code
N Contad
@
N Tax Relerence
F Email
@
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165
 and maintain customer accounts

-Create
Let's look at the various sections of the processing screen:

o Currency - This option applies only when you are using the Multi Currency add-on module.
You could then select different currencies for ditferent customers.

Processrng Method - The default was Procrsring Method

set as Open ltem in the Customer {f Open ltem f Balance Fsnruard

Control setup function. Should a
specific customer be processed as
Balance Forward, if the master file has not yet been saved this option can bs changed here.

Tax

Tu ****
li Exclusive f lnrluriye

ELI Couhtry
I rr, : _ -]
DeloultTax

Tax Code

Tsx Refe/ehre

. Exclusive / lnclusive - Choose a default setting in respect of whether prices for a

specific customer should be entered as exclusive or inclusive of tax (VAT).
. EU Country - lf the Multi Currency module was being used, this option would be
applicable.
. Default ?"ax - Specify whether tax (VAI) applies to a customer or not. As Letsema is
VAT registered, select lhe Default Tax Type option. All customers must be charged
VAT.
. Tax Code - Once the Default Iax type has been selected, this option activates and the
correct Tax Code can be selected, e.g. 0'1 - Vat - Standard rale @ 14Ya.
, Tax Reference - Enter the customer's VAT registration number here, if applicable.

Electronic Documents

Elertronic Docunrent:

T [Link] [Link] Do(umentt

If you intend to email customer documents, invoioes, credit notes and ddblt ndtds, EARS requir8s
that:

1, Customers give permission for the sending of thdse documents elec'ttofllcglly,

2. That the olectrcnic documents be transmitted in a format with at least 1rB blt Bncryption, Not
all PDFs are encrypted by default but Pastel Partner V18 will automatically $end out electronic
documents in the.l28 bit encryption, as requir€d by legislation.
3. The transmitted electronic document will be the origlnal dooument and must rcflect the
words: 'Computer Genented Ta,< lnvolce; A1y copies €xtracted frcm ihe Eydtgm thereafter,
must reflect ihe words 'Compufer Genented Capy Tax lnvoics;

166
 Learning Module 6-

Documents - By clicking on the drop down arrow, the method of printing customer
documents
can be seJected. Remember, should you wish to email documents; cJntact name
and email
address nLeds to be entered into the relevant fields.

Frinting print Dorument

CEntn.t

lfafemenfs - Select the printing options for customer statements, as well as which message
should print on each customer's statement. These messages were set up in the
Statements
tab of the Customer Control function as discussed in Leariing Module 3.
Should statements
be emailed a contact name and email address needs to be entered into
the relevant fields.

Staterrentr
Frintirrg Print Stattment

lv'1e:: a g e: Prini Oldr:t Term: Me:rage

Conti (t
Email

4. The lerms tab;

Details Procesting : [Link] i Additiondl Optrons Balances

Terms

a lvlonthly'€rrn5 Dai 8a:rd Ternt:

!
F
Freiqht Method
Ncrnal Term5 lC Days

Eariy Trrms :l 2.5'6 ,,ithin !C days from ii

Ship / Deliver
interert FrDnt One Period After Termr v
Pri<e List

re
Retail
Credit Limit
lnvo {r Di5cc!nt n;
J.i'J

L-
I

Note that default customer terms were previously discussed and set up in
the Auto Setup Customer
N
o Control function in Learning Module 3, but any customer specific changes
q can be set here.
c Monthly / Day Based Terms - Select the option for each customer. Terms
can be Monthty or Day
6 Basedfor open item processing, but for baiance forward processing customers,
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Monthly.
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' Normal Terms' This relates to the maximum period within which a customer
account' Select an option for Nonnal Monthly Terms trom the drop down box, or
should settle his
create specific
Normal Day Based rerms from the Add faciliff by clicking on the zoom facility.

167
 and maintain customer accounts

-Create
Early Terms - Select or create early payment terms, which relate to specific settlument discounts
for a customer.
lnterest From - This relates to the charge of interest on overdue accounts and parameters for
interest have been set up in the Configuration tab in the Customer Control function.
Price List -You can select a price list that would apply to a specific customer. Frice lists have been
set up in the Configuration tab in the Setup lnventory function.
lnvoice Discount % -This relates to an overall invoice discount if applicable. Thi$ is a discount in
addition to any line discounts or inventory specific discounts you might enter on an invoice.
Freight / Ship / Deliver - Enter any specific freight or Shipping methods in these fields, if it is
applicable to a specific customer.
Credit Limit - lf a customer has a specific credit limit, this would be entered in this field. The sys-
tem will then warn you, if a customer exceeds this credit limit.

5. The Additional Optlons tab:

DetBilt proceesrng Tero: Addhhml Options Balan(e! [Link]

U:er Delined trelds [Link] fcnrnluniaatiEn

llser Defined 2
User I ]

ConnEctEd Appr Integration

ll*r Defined l
: f OfiiLel65lntegration
tker Deiined 4
I sge LUfiomErlone
usatlJinerts fsdgrpartnerMobitEsalEr
Z
l* Sage 0nline tools

These five fields could have been set up on the Customer Control function in the Setup option
from the menu bar. The names of these fields that were set up in the Customer Control function
will then appear on this tab. This is an optional function and you could use it to display additional
information you might require about customers.

lf you can recall, the fields as displaying above have been set up in Learning Module 3, Practice
exercise 3m.

168
 Learning tr/odule 6-

The Balances tab:

Termi Options i.- '".

Additicnat B#i; " l Note5

Psiod Sals ThisYar Sals LBst YeB! Balance This Yea Brlance Last Yst
l
:
)
4

6
f
B

I I

once processing has taken place, accumulative

balances and movement values will be displayed
for each period for both the current uno pr*io*
financial y"ars. rnls i" a oisptay-onty tab and
amounts can be entered here. no

The Nofes tab:

Detdils grocessing Terml Addrticnal Cptjon! Balances

4e-.q!ffi:

To open a notq [Link] on it. To creBte B new note. riEht,click uryrh"ru on th_-Iii
*__i
N
q
A note can be created or linked to the customer.
The Note Facilityhas been discussed in detail in
Learning Module 4.
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169
 and maintain cuStOmer accounts

-Create

Practice exercise
The following Cusbmers need to be created. Remeniber to use the recomffibnddd way of
creating customer codes.

Account No:
Cusiomer: Runway Dealers Mr. Lebo Tathe
Category: Trade Retail
Postal Address: P O Box 596, Randburg P O Box 45, Bononi, 1601
7894
Physical Address: 48 Trent Park Lane, Randburg, 98 Fountain Avonue, Bencni,
7895 1 602
Contact Namo: William Calder Lebo Tathe
Tel. Number: 01 1 954-3625 011 876-3951
Fax. l{umber: 01 1 954-3626 011 876-4561
Mobile Numben 071 567 890'1 083 567-9012
Email Address: neil@[Link] lebo@[Link]
Sales Person: Tyrone Tyrone
VAf, Req, Number: 4568763456 36984752'19
Normal Terms: 30 Days 30 Days
Early Payment Terms: 1oo/o if paid within 15 days 10Vo il paid within I5 days
from date of invoice from date of invoico
lntercst One period after terms One period afier terfis
Gredit Limit: R 70 000.00 R 50 000.00

Document Printino: Print Print & Email

Contact: William Calder Lebo Tath6
Email Addrcss: neil@[Link] lebo@[Link]
Permission lor electronic No Yes
documents:
Statement Printincr Email Email
Contact: Gabby Naidoo Martha Ndlovu
Email Addrcss: creditors@rdt,[Link] cred itors@[Link]

Cn Clerk Name: Gabby Naidoo Martha Ndlovu

Cr. Clerk Numben 01 1 954-3626 01 1 876-3958

170
 Learning Module 6_

Account No:
Customen Owens Enterprises Ms. Sunil Govender
Category: Trade Retail
Postal Address: P O Box 5498, Centurion, 87 Saffer Road, Randburg
4780 7895
Physical Address: 52 Finch Road, Centurion, 87 Saffer Road, Randburg
4781 7895
Contact Name: Owen Finch Sunil Govender
Tel. Number: 012 596-2345 011 596-4231
Fax. Number: 01 2 596-2346 011 596-4230
Mobile Numben 083 444-5555 074 555 8953
Email Address: Sales@[Link] sunil@[Link]
Sales Person: Wanen Warren
VAT Reg, Number: 9824635871 63521 98759
Normal Terms: 30 Days 30 Days
Early Payrnent Terms 10% it paid within 15 days 10% il paid within 15 days
from date of invoice. from date of invoice.
Interest 1596 per annum on 15% per annum on
outstanding amounVs outstanding amounVs
Credit Limit: R 75 000.00 R 40 000.00
Document Printing: Print and Email Print
Contact: Owen Finch Sunil Govender
Email Addressl sales@[Link] sunil@[Link]
Permission for electronic documents: Yes No
Statement Printing: Email Email
Contact: Jessica Sing Leoni Myburg
Email Address: cred itors@owens. [Link] creditors@[Link]
Cr. Clerk Name: Jessica Sing Leoni Myburg
Cr. Cle* Numben o12 596-2347 011 596-4235

Let us now look at the Cusforner Listing.

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Ecreate and maintain customer accounts

View and print customer master listings

Learning example 6 D

1. From the men u bar, select Vieupcustomers>Lrbfings>Accounts :

General Ledger
*"1
Customers Ftint 0r:cument ii
L
Anrlyse Saks )
lnventory Detailed Ledger ,
Price Lists Outstanding 0uotes / Bac[ 0rders >

Man ufacturing
Balances
Projert: Irlonthly / Feriodic
Open Batches
6raphs
Financial Ratios
Notes
Categorirr
Tirre and Billing ,
Rprpintt ,
lntelligence Reporting l

172
 Learnrng Mociute 6-

2. The Customer Master Listing screen displays:

Cwtomer Mater Listing

Print To
5creen
Sale: Analysi: Code Sequrnce
T fancel
5ale: Anal,vsis Code 5tart

5ales Analy:is Code End

Arcount l..Jante Sequencr

T
fsde
fode
Start

End
t_
ryllu
Cu5tomer Category 5equence
T
fategory ltdrt
00 - None
fategory End
J - Cash
Show Details
lii
Print U:er Defined Fields
1{;;
Blorked r'Unblocked
Both
f ustomer Accepts Etectronic Do(ument!

. P_rintIo - This option provides various printing options.

' Sa/es Analysis Code Sequence - Should you wish to view / print the report
in the order of
sales analysis codes, tick this box and select start and end codes.
lf not, leave blank as
displayed above. Remember that if you would like to view a full customer
list, simply tick the
box and leave the Start and End fields as displayed above.
t Account Name Sequence - Should you wish to view / print the report in
the order of customer
names, tick this box and select start and end names. rf not, reave
blank.
' Customer Category Sequence - Should you wish to view / print the report
in the order of
customer categories, tick this box and select start and end categories.
' Show Details - By ticking this box, the customer list will includeJull details
of the customer
accounts. lf not ticked, it will only show an abridged listing.
' Print User Defined Fietds - lf user defined fields have-been set up to
enter additional
information on customers, you could choose to include this information in
the customer
listing by ticking this box.
c Blocked / Unblocked - You could filter the supplier listing even further,
by selecting one of
the below options.
t Customer Accepts Electronic Documents - Select whether the listing should
view customers
receiving electronic documents, not receiving electronic documenti
or both.
N
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.! select the options as disprayed in the screen above, and then crick on
oK.

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173
 and maintain customer accounts

-Qpsate
The following Customer Listing report displays:

[Link]{ }5u€qrP-I. f i I 1"iI:i;t: 1f :+: : i,:l i

O.EWllr5g
&3 EI{TJEEI nesa d-gEi*
8fff {|[Link]{ F": f !I :.Hl::r: [Link] 4o-ffiin
tHr*t'A4tEr FctIAIEaa ::"}-il[ : - _] B6t 0
ElEkia E*
Ed,frstg [Link]] !S
f:
:4.'_. ?93! hE LEt HH*
,: -1:.?i ,, ; a&,@ tit&t
Te$re l*itE!*.
ttfsr lE
TakE *Iitl$rHt
:; ,: r.-: I SHprHlI:
hr*1r
oElr6{aAE: *t
&[Link].& ffi
fls* ilF*
trr" C[: Citrtr l,lF&s
Lffi F*IHS [11 9S42:{,

E +fiWl :.i.: it{:.

lqH (IleE5laa.!tf- ri,j r:iti. :r:4;:j€ .:: ' --r' r J:
':a:{,
,:s:
Edrrry&klur r:.:.ild :1n+" 4 ',L
EFrEhtuA : : -j.:!:;:,-t
ffi$tr
4ilt ! f-L -,.

i!,. t,,!it 3;'.:,- 1!i,.':fl{

-r-i t' 2 rtu Trir lj.
tu ii-'i i:,: i-r:r]'j: r:r r
:!"i:t;,+-

tui,:ff ! -';i 'i6

.i{( qJ16:r:,1 :u,: i., i r_-a-:i. .

F;-c irt1.j:j.j,:iI: i: ':i" '. iL1 *:i:, i:3:
:{'; ' q r .i ':.r !t : ':,:.sd i$ i tr' : ;r:{' 'ii!:il r-i
: : 3,ir:.:{
i*,:, :;.:: l '::r
'irc'
fi,( 1,,'+:i :d:',i-ii;;.^ i-,i31

'::-'t",:r,:"!:t i :.:r ij1:.{ r:!. J:4.; IElj-{

,tii:€ i "ir lx4

': .i {",.'{i-r ,:. [Link]. a--a:
i M:J.:r::{

:,:{':ia:r-{ +1 i lfi:'?'iil iri', Cir:':.

=r, lll.::il-i1 i. -i-- i .r l-i-r- I J-

:,:r !J a,nff:iii '::,-.:e ,rid Lrt

=.:r':,:. j:" '. .1, . i -".i'l' I:: j i- J r-. lr :i:r'- di-l E,:g"l
i.,,../lj l,i
.-

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!i{"i ,:'}:{ q,}: i

i.:. I /,i{ l:
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' '-'."-/
.:: ,a- -:' . :" ii-;ti,.i'
E -

174
 Learning Module 6
-
lf you rerun the report and deselect the option to show details, the following report displays:

Educational l,lor SEge Fadel

05Jl'lrt0?r1 1 4:54 Paq er 1

C!stomer Listing
P E96r6d by EducationEl Pack

Cun. paymef,i price

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End ofReport

Well done! You have now managed to complete the creating of Customer Master Files.

When processing customers, a few things will automatically happen because

of the settings
used when creating the customer accounts:

' When invoicing, the sales analysis code will automatically display on the invoice.
'
o
A,commissions report will become available for printing on tne sites analysis codes.
When receiving customer payments, the system will be able to calculate the
setflement
discount, as well as whether the customer has paid on time to receive the settlement
discount.
r lnterest will be charged on overdue accounts, as set up on the customer account.

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