Goldenseal is customer management software that helps you to track your customers and manage your marketing
efforts. Customer accounts store info for each customer.
HINT-- The Goldenseal accounting software uses Customer accounts for people or businesses who give you money
for goods or services.
WORKING WITH CUSTOMERS
Who is a Customer? | Who is not a Customer?
Credit Ratings | One-Time Names | Using Customer Accounts
ENTERING CUSTOMER DATA
Creating Customer Accounts | Data Fields | Sales
Calculated Fields | Status Field |
Website Info Links
Accounting Software | Bookkeeping
Software | Customer Management Software | Customer
USING CUSTOMER RECORDS
Entering Records | Changing Records | Deleting
Records | Voiding Records
Finding Records | Sorting Records | Fixing Mistakes
Viewing Contacts | Action Buttons
Billing | Customer Discounts | Delivery Methods | Markup | Payment
Payment Terms | Projects | Prospective Customers | Sales | Sales Setup | Sales
Who is a Customer?
Create a Customer account for anyone who pays you money for goods or services.
For retail Sales, always create a Customer account for customers who are billed later. For cash sales, you
do not need to create an account for every customer-- though you may want to create accounts for your most frequent customers, or for customers
to whom you make deliveries.
If you sell to people whom you don't know or who don't deserve a Customer account, create one or more "unknown name" Customer accounts
for them. In those accounts, turn on the Allow One Time Names checkbox.
For project work, create a Customer account for each person or business that has signed for work via a Project
account. The Customer account handles the person, and the Project account handles the piece of work. In the future you may create
additional projects for the same customer.
Create Customer accounts for rental tenants who have signed a Lease with you.
Who is not a Customer?
You do not need to create Customer accounts for possible customers who
have not yet purchased from you or signed for a project. Enter them
as a Prospect instead.
HINT-- When a prospect buys from
you or sigsn for a project, use the Convert
to Customer button to add them as a customer.
You do not need to create Customer accounts for miscellaneous income such as supplier refunds or bank interest (you can handle those items through regular expense
transactions). However if you sell goods or provide services to a supplier or a bank, enter them as a separate Customer account.
Creating Customer Accounts
To create a new Customer account, follow these steps:
- Choose Customers from the Accounts menu.
- You'll see a browser window where you can view customer info.
- Click the New button, or choose New Record from the Edit menu.
- Enter information about the customer.
- Click the Enter key to Save the account.
SETUP HINT-- You only need to enter an Account Name. For customer
billing, also fill in Full Name and Address. For sales, fill in Credit
Rating, Credit Limit, Payment Terms and Sales Tax Rate.
Enter the following information for each Customer account:
Account Name-- Enter a short name for the customer account.
This is the text that will appear in the Chart of Accounts and clairvoyant
Full Name-- Enter the full name for the customer. This is the
name that will be printed on estimates, invoices, checks and other documents.
Contact Name-- If the account is for a business, enter the name
of a contact person.
Phone Numbers-- Enter day and evening phone numbers, and a fax
number for the customer.
HINT-- There is enough room to add extension
numbers or other phone details, if you desire.
E-mail-- Enter the customer's e-mail address.
Main Address-- Enter the main address that you'll use for the customer. This is the location where you'll send estimates,
marketing materials or other correspondence. Type the street information into the first box,
then city, state and zip code or postal codes into the other three boxes.
HINT-- By using separate fields, it's easier to find customers by their city, state or zip code. If you don't want
to enter those fields separately, use the Custom
Layout command to remove them, and use the Address field instead.
Comments-- Type in any comments you may have about this customer.
HINT-- You can enter key words in this
box to make it easier to find groups of clients.
Created-- When you create a new customer account, Goldenseal automatically assigns a creation date. With the correct password, you can change
Account Number-- Goldenseal automatically assigns each customer a unique number. To change the numbering system, choose Record
Numbers from the Options menu.
Job Type-- Use the clairvoyant field to enter the Job Type to which this customer belongs.
Source-- Choose the Prospect Source where this customer heard about your company.
Allow One Time Names-- Turn on this checkbox if you use this account for miscellaneous customers that you'll type in for each sale.
View Contacts-- Click on the View Contacts buttons to see a record of contacts
with this customer.
Click on the Sales Setup button to enter additional info for each customer:
Sales Tax Rate-- Enter the sales tax rate that you usually use for sales delivered
to this customer.
Discount-- Use the clairvoyant field to enter the Customer Discount that
you give to this account.
Taxable-- Turn on the checkbox if this customer generally is charged sales tax. Turn it off for a tax-exempt
Credit Rating-- Choose the credit rating that you give to this customer.
Credit Limit-- If the client is limited to a maximum credit amount, enter the limit here. Goldenseal
will warn you if you enter a sales transaction that puts them over the limit.
Payment Terms-- If you usually bill this customer, enter the usual payment terms.
Otherwise you can leave this field blank.
Billing Address-- If the customer has a billing address that is different from the main address, turn on the
checkbox, and type in the billing address. If the checkbox is turned off, the main address is automatically used
NOTE-- The delivery and billing addresses
combine the entire address into a single field.
Delivery Address-- If the customer has a shipping or delivery address that is different from the main address, turn
on the checkbox, and type in the delivery address. If the checkbox is turned off, the main address is automatically used
Delivery Instructions-- Enter directions, or any other instructions
used for shipping or deliveries.
Sales Rep-- If an Employee will receive a commission for sales
to this customer, enter them here. Only employees that have a commission rate can be entered.
Job Cost Budget-- If you use an Estimate as a budget for sales to this customer,
enter it here. You might use a budget for a customer who makes regular purchases or who is signed to a long-term
Include in Starter File-- Turn on the checkbox if you'd like to include this account when
you create a new starter file.
Tax ID-- If the customer has an ID number for sales tax collections, enter it here.
Goldenseal shows the following calculated info for each customer:
Current Balance-- The amount of unpaid sales currently owed by this customer (accounts receivable).
Last Purchase Date-- The date of the most recent Sales transaction
Paid On Account-- The amount this customer has paid to you without crediting the payment to a specific transaction.
Enter the current status of this account:
Active-- You currently do business with this customer.
Inactive-- You don't currently do business with this customer, but you may in the future.
Closed-- You definitely don't do business with this customer any more.
You can give each customer a credit rating. The choices are:
No Limit-- Give this rating to customers who don't have a maximum credit limit.
Top Rating-- Give this rating to customers who are consider the most reliable, but who still have a credit limit.
OK-- Give this rating to customers who have average reliability.
Caution-- Give this rating to customers who still receive full credit privileges, but who are not fully reliable.
HINT-- There is no difference in the way that Goldenseal handles the Top, OK and Caution ratings. However you can still
use them for finds, or for your own credit classifications.
Prepaid Only-- Give this rating for customers who must prepay for sales. You won't be able to enter Sales to this customer that have Billed as
a payment method.
Cash Only-- Give this rating for customers who must pay by cash or credit card. You won't be able to enter Sales to this customer that have Billed
or Check as a payment method.
No Sales-- You won't be able to enter any Sales to this customer.
Turn on the Allow One-Time Names checkbox for Customer accounts that you use to record cash
sales to infrequent customers who don't deserve their own customer
When you enter that customer into a Sales transaction, you'll be able to type in a one-time name to identify the sale.
To view contact records for this customer, click one of the buttons in
the right side of the record layout.
Click View Appointments to see Appointments with this customer.
Click View Contact Log to see Contact Log records for this customer.
Click View Document Log to see Document Log records for this customer.
Click View Problem Log to see Problem Log records for this customer.
Click View Estimates to see Estimates for this customers.
Click Enter Contact to create a Contact Log record for this customer.
Use it when you meet with the customer, when they
call you, or when any other contact happens.
Click Enter Sale to create a Sale transaction
for this customer.
Use the Custom Layouts command to add any of
the following optional fields:
Account Number-- you can assign account numbers to each cash account
Balance Sheet Value-- the calculated asset value of the account
Last Reconciled-- the most recent use of the Reconcile command
You can also show fields for Email, Fax Number, Full Name and Phone number, or use those text fields for any other text information about the account.
HINT-- You can also add custom fields to store any
other information about your Customer accounts.
Using Customer Accounts
You can use Customer accounts in several types of transactions.
Appointments-- Enter any Appointments you have with customers.
Contact Log-- Enter any Contacts you
have with customers-- phone calls, letters, meetings etc.
Estimates-- When you do an Estimate, you can choose a customer for whom it will be done.
Address and billing information
will be entered automatically, based on the Customer account.
Projects-- If you do a Project for
someone else, enter them as a customer and then assign the project to them.
Sales-- All Sales are made to a Customer
Use the Print Forms command to print mailing labels, envelopes or form letters for your customer mailings.
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