Navigation: Customers >
Once you bring a customer up for editing there are many fields that you may optionally fill out. The only required field on the customer window is the customer name and number field. The customer number is filled in automatically if one is not entered.
Any time you edit a customer's record you need to save your changes! Click the Save button or press the F2 key or CTRL+S to save a customer. The same hot keys work for virtually everything.
Printing a customer, by default, prints a customer detail sheet that is every field you see in the customer record in text form. Clicking on the down arrow next to the print button reveals a menu:
- Print Detail Sheet is the default action for the Print button in the customer area.
- Print Invoice History gives a detailed list of past and present invoices and provides a date range.
- Print Statement prints out any outstanding invoices and their detail.
If you have an email client (like Outlook Express) it will open and compose a new message to the address listed in the Contact Email field of the customer record. Click the Email button or press F4 on the keyboard to open a new email to the customer.
|•||New Invoice [F5]|
The New Invoice button creates a new invoice for the customer, automatically filling in all information available. Press the New Invoice button or F5 on the keyboard to create a new invoice.
|•||New Quote [F7]|
The New Quote button creates a new quote for the customer, automatically filling in all information available. Press the New Quote button or F7 on the keyboard to create a new quote.
The Payment button allows for the posting of quick payments to one or more invoices for the customer. Click the Payment button or press F6 on the keyboard, select the invoice you wish to pay and type in the details.
To delete a customer is to totally remove the customer record from the database. This does not affect previously created invoices. Press the Delete button or F5 on the keyboard to delete a customer.
The Customer Window
Required. Free form text field indicating the name of the customer. This can be a company name, a personal name or any combination.
A unique alphanumeric identifier for customers. This value is generated automatically if left blank
Potential values are Active, Inactive and Terminated. Setting a customer to anything other than Active will cause all recurring invoices to be voided.
Email address of the customer. Very important! This is the email address used by default when emailing invoices!
Telephone number of customer
A category organization. You may add customer categories to kBilling® by clicking the "Controls" menu on the customer window and selecting "Open Categories"
The ShipTo tab has commonly used fields for address information.
This is the total balance due of all outstanding invoices for the customer
This is a penalty charge applied to any new invoice if the customer already has oustanding invoices. The penalty is configurable as a percentage of the previous balance owed or a flat dollar amount.
|•||Penalize for balance forwarding|
Balance Forwarding is when all of a customers previously outstanding charges are moved forward to a new invoice. If the check mark is present here the above mentioned penalty will also be charged automatically.
|•||Always forward existing balances|
Use this feature to ensure a customer has only one outstanding invoice at a time. When you create a new invoice any previous unpaid balances on other invoices will be moved forward and the above mentioned penalties will be applied if applicable.
This is the default tax rate for the customer. Tax rates can be changed per customer, per invoice and system wide through the Settings menu on the invoices tab.
|•||Total Available Credit|
This value indicates the total amount of credit the customer has available. You may choose when to use a customer's credit at invoice time. You may add credit by clicking on the button on the credits tab of the customer window. Payments made to invoices for more than the amount due automatically create credits for any over payment amount.
The invoice template here is the default for the customer and can be changed at any time.
|•||Default Payment Terms|
The payment term that is used as a default for all of this customer's invoices (can be changed per invoice as well).
Only applicable if you are doing recurring invoices. When a recurring invoices comes ready and is generated if the check mark is present next to "Paper Invoice" the invoice will automatically be printed.
Only applicable if you are doing recurring invoices. When a recurring invoices comes ready and is generated if the check mark is present next to "Email Invoice" the invoice will automatically be emailed.
If you use the newsletter feature of kBilling® a check mark in this field will include the customer's email address in the mailing.
Check this if your customer is exempt from any taxes.
The name of the contact person (or people) for the customer.
The title of the contact person for the customer
Additional contact phone and fax numbers for the customer. No special format is required.
Cards (Credit Cards on File)
|•||Name on Credit Card|
This is the name as it appears on the card.
This is the credit card number. Numbers only!!
|•||Expiration Month / Year|
The expiration month and four digit year of the credit card.
According to the Visa/MasterCard security guidelines, CVV2 data cannot be stored with the card information.
|•||Show CC Number (Button)|
Click to toggle the masking of the full credit card number on and off.
|•||Checking Account - Account Number/Routing Number|
Track a customer bank account and routing number.
Invoices / Payments / Credits / Notes
A list of past and present invoices for the customer. Double click on a result line to view the invoice detail or click the button to create a new invoice for the customer.
A list of payments made to invoices for the customer. Double click on a result line to view the details of a payment. Click the button to make a new payment to an invoice.
A list of credits to the customer's account. Credits are automatically created when a customer overpays or (optionally) when a payment is voided. Click the button to create a new credit for the customer.
A totally free-form field for any kind of notes on the customer. These are not printed on the invoice.