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Customer Detail

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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.

 

 

 

Save [F2]

 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.

 

Print [F3]

 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.

 

Email [F4]

 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.

 

Payment [F6]

 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.

 

Delete [F5]

 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

 

 

 

Customer Tab

 

Customer Name

 Required. Free form text field indicating the name of the customer. This can be a company name, a personal name or any        combination.

 

Customer Number

 A unique alphanumeric identifier for customers. This value is generated automatically if left blank

 

Customer Status

 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

 Email address of the customer. Very important! This is the email address used by default when emailing invoices!

 

Phone

 Telephone number of customer

 

Customer Category

 A category organization. You may add customer categories to kBilling® by clicking the "Controls" menu on the customer window and selecting "Open Categories"

 

 

 

 

Ship To

 

The ShipTo tab has commonly used fields for address information.

 

Account

 

 

Customer's Balance

 This is the total balance due of all outstanding invoices for the customer

 

Balance Penalty

 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.

 

Tax Rate

 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.

 

Invoice Template

 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).

 

Paper Invoice

 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.

 

Email Invoice

 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.

 

Mailing List

 If you use the newsletter feature of kBilling® a check mark in this field will include the customer's email address in the mailing.

 

Tax Exempt

 Check this if your customer is exempt from any taxes.

 

 

Contact

 

 

Contact Name

 The name of the contact person (or people) for the customer.

 

Contact Title

 The title of the contact person for the customer

 

Phone 2/Fax

 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.

 

Card Number

 This is the credit card number. Numbers only!!

 

Expiration Month / Year

 The expiration month and four digit year of the credit card.

 

CVV2

 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

 

 

Invoices Tab

 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.

 

 

Payments Tab

 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.

 

 

 

Credits Tab

 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.

 

 

 

Customer Notes

 A totally free-form field for any kind of notes on the customer. These are not printed on the invoice.