2. Personal Tab

This second Customers tab is where you enter, edit or delete basic information on each customer.

Customer’s Name and Contact

Individual/Organization —Type the name of the customer. This entry will print on most reports.

Main Contact — Type the name of the main contact for this organization or family, following the format for an individual: Last Name,First Name (with no intervening space). This person is automatically added to the Additional Contacts list (next item) along with the Phone numbers and Email address entered below. If the customer is an individual, you may leave this field blank.

Additional Contacts — Click on this button to add additional contacts for this organization or individuals within a family. You may add as many contact records as needed. These names will display on the List tab if you mark the Display Multiple Contacts check box.

Main (Bill to) Address and Phone Numbers

Address/Etc. — Type complete data to be used in mailing.

Phones/Fax — Area code is optional in these fields.

q Unlisted — The check boxes after these numbers indicates that the number is not listed.

Dial — Select this button to open the AutoDialer window. If not previously defined, click the Setup button to open Windows Control Panel’s Phone and Modem Options window.

E-mail — When you enter data in this field, the Send button becomes active. Click Send to open your regular e-mail program and send a message to this customer. This address is also used by the E-mail routine on the Utilities panel when sending a message to multiple customers at once.

Website — When you enter data in this field, you can click www to open the customer’s web site.

To send the same e-mail to multiple customers, use the E-mail routine on the Utilities panel. (Your E-mail system must be defined in File > Preferences > Email in order to use that E-mail routine.)

Default Information

These settings pre-define certain fields when entering invoices for a customer. Those fields can easily be modified for any invoice when needed.

Default AR — AR Account #1 is the default. Select from the list if additional AR accounts have been defined and this customer’s activity is usually handled with a different account.

User ID – This optional field can be used for an additional identifier for this record. (If records are linked to Logos II families or individuals [below], the Logos II Family Number populates this field.) As with all other fields, this data can be referenced in Search Criteria to select records to print on reports. Also, the Customer Master List and Additional Contacts List reports have an option to sort records by data in this field.

Terms — You can define a variety of payment terms or conditions that you want to print on each customer’s invoice to explain different Days Due settings (next field).

Days Due — Enter the number of days after the Invoice Date when a billing to this customer is considered overdue.

Tax Code — Choose the code for any sales tax that applies in your customer’s state/locality. If a needed Tax Code has not been defined, go to Preferences > Accounts Receivable > Tax Codes and create a new code.

Type — You can define a variety of Customer "Types" to use in selecting customers when printing reports. Adding, selecting, and editing items in this field works identically to the Terms field (above).

If records are linked to Logos II families or individuals [below], the Logos II Family Code populates this field. If a record being linked contains a Logos II entry that has not previously been defined in a customer record, the field will initially display as blank. To update the display, just close and re-open the routine. In some cases it may be necessary to go to Preferences > Field Text > Combo Boxes and open and close the routine to redefine the combo box items.

Stmt Cycle— Enter a frequency (Monthly, Every Other Month, Quarterly, etc.) to define how often you send account statements to this customer. You can make selections from this field when running the Statements routine.

Sales Rep (Sponsor) — If Sales Representatives or Sponsors have been defined (Preferences > Accounts Receivable screen), you may choose the representative assigned to work with this customer (or the sponsor who is assisting this student/family).

Buttons

Ship To — Click this button to define a shipping address if different from the customer’s Main (Bill to) Address. The Ship To check box is marked to indicate that an entry has been made in the Ship to Address window.

Link Logos II —This button allows you to link the current customer to a family stored in the Logos II Church/Donor Management (Version 8 or greater) program. For example, when adding a new record, use this feature so that basic personal data on family members is copied from Logos II. Clicking the button opens a window in which to select the person or organization whose data you want to bring into this customer record. Program Links (Preferences) must be defined in both programs in order for this process to work. Once a record is linked, this button title changes to Clear Link, allowing you to break a connection that was defined incorrectly.

Logos II / AR Data Fields lists the fields that are impacted when records in the two programs are linked.