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This article is for Drake Accounting 2019. To view this article for Drake Accounting 2018, click here

Go to Receivables > Customer Setup within the Receivables module to record payments received from customers.

Receivables customer information must be entered for a customer before any invoice information can be entered for that customer. 


See the Table of Contents below for more information on completing the Customer Setup. 

Customer Information Tab

Customer Snapshot

  • Information on the top right corner of the Customer Setup screen is for informational purposes only.
  • Drake Accounting automatically updates these fields as transactions are entered.
  • This section of the screen is read only and not available for you to make manual entries.

    1. Debit
      • Last Date

        • Last Date is the date of the last debit transaction for this customer. 

        • Drake Accounting updates this date each time a debit transaction registers for this customer.

      • Last Amount

        • Last Amount is the amount of the last debit transaction for this customer. 

        • Drake Accounting updates this amount each time a debit transaction posts for this customer.

      • YTD Amount

        • YTD Amount is the total of all debit transactions entered for this customer during the current year. 

        • This field automatically fills with the amount in the Amount Owed field on the Balance Beginning & Forward tab. 

          Drake Accounting updates this amount as transactions post.
    2. Credit
      • Last Date

        • Last Date is the date of the last credit transaction for this customer. 

        • Drake Accounting updates this date each time a credit transaction logs for this customer.

      • Last Amount

        • Last Amount is the amount of the last credit transaction for this customer. 

        • Drake Accounting updates this date each time a credit transaction posts for this customer.

      • YTD Amount

        • YTD Amount is the total of all credit transactions entered for this customer during the current year. 

        • Drake Accounting updates this amount as transactions register.


    3. Payments

      • Last Date 

        • Last Date is the date of the last payment received from this customer.

        • Last Amount is the amount of the last payment received from this customer.

      • Last Amount
        • Last Amount is the amount of the last credit transaction for this customer. 

        • Drake Accounting updates this date each time a credit transaction posts for this customer.

      • YTD Amount

        • The total dollar amount of all payments received from this customer during the current year.


    4. Service Charges

      • Last Date

        • The last date a service charge applied to this customer.

      • Last Amount

        • The amount of the last service charge applied to this customer.

      • YTD Amount

        • The total dollar amount of service charges applied to this customer during the current year.


    5. Balance

      • This number is a calculated field of the customer's current balance.


    6. Entering Customer Information

All fields with a validator  icon are required and must be filled out. Blue icons are for information purposes only and are not required to be filled out to save.

Customer Code

Enter a code for the customer.

Business Name

Enter the customer's company name.

First Name and Last Name (required)

Enter the customer's first and last name.

Address 1  (informational only)

  •  Enter the customer's billing address.
  • Entering the shipping address can also occur on the Shipping Address tab.
  • If not completed, the address not appear on the invoice.

Zip 

  • Enter the customer's zip code. 
  • This field is formatted after typing information. 
  • The City and State fields autofill with information from the zip code database.

Phone (optional)

Enter the phone number for the customer.

Contact (required)

Enter the name of the customer's contact information.

Email (optional)

Enter the email for the customer.

Web Address (optional)

Enter the web address for the customer if applicable.

Discount Percent (optional)

  • Enter the Discount Percent (a decimal value less than 1.00) to designate the percentage of discount to apply to this customer's invoices. 
  • This discount can be used instead of or in addition to quantity discounts. 
  • Example: (.25 = 25% discount).

Credit Limit (optional)

  • The Credit Limit is the maximum dollar amount of outstanding receivables the customer is allowed at one time. 
  • If selecting Check Credit Limit (check box) on the Receivables > Options > General Options tab, a warning displays when an invoice is entered that will cause the customer's credit limit to be exceeded. 

Price Code 

  • Select a default Price Code for this customer. 
  • Select a different Price Code, or Price Level, for each invoice item entered on the customer's invoices. 
  • Pricing levels are set for each invoice item by going to Receivables > Invoice Item Setup > Item Information tab
    While you are selecting to use an overall pricing level for all purchases made by this customer, line item pricing is available when entering invoice information

Account Type

    • The intent of Regular is to indicate regularly active customers without credit.
    • Temporary indicates those customers who do not regularly place orders.  Balance Forward
    • A balance forward customer is one that entered into Drake Accounting with an outstanding balance. 
    • If selected, the aging balances on the Balance Beginning & Forward tab are activated to track the credit and aging balances for the customer.

Terms 

      • Select the payment terms for this customer. 
      • Options in the drop list are set up on the Receivables > Options > Payment Terms screen.

Sales Tax Code (optional)

      • Select the appropriate sales tax code for this customer using the drop list. 
      • Sales tax codes are set up on the Receivables > Sales Tax Setup screen.

                        Tax Exempt Number (optional)

      • Enter the customer's sales tax exempt number if they have one. 
      • This number prints on invoices and monthly statements.

Invoice Type (optional)

      • Professional Invoice is the default type of invoice and is the type used when no selection exists for Invoice Type for the customer. 
      • Select a different type of invoice for the customer if the Professional Invoice is not appropriate for this customer. 
      • Select either Product, Service, or Professional
      • A different invoice type can be selected when entering an invoice for the customer. 
      • Also, the invoice type can be used as a filter when selecting invoices to print.

Division (optional)

      • Select the division of which the customer is a member. 
      • Divisions are set up in Client > Edit > Divisions.
See “Divisions Tab” from "Adding a New Client Under Client Setup" to establish divisions and more information.

Ship Via (optional)

        • Enter the preferred method of shipping to this customer. 
        • If entered, this is the default method used on each invoice for this customer.

Status (required)

 Set the Status to be displayed when entering an invoice for this customer. 

When selecting a customer on the Receivables > Invoices screen, this status, along with the message associated with this status on the Receivables > Options > Customer Status tab displays.

Salesperson

        • If a salesperson is assigned to the customer, select the salesperson from the drop list.
        • Employees set up under Employees > Employee Setup are on the list.

Email Invoices

Dunning Messages Tab

Use this tab to assign Dunning Notices to the customer.

Check Dunning Notices to activate the available choices based on the time periods. Establish Dunning Messages under Receivables > Options > Dunning Messages tab.

See "Dunning Messages Tab" for more information. 

Balance Beginning and Forward Tab

Drake Accounting calculates all of the information on the Receivables > Customer Setup > Balance Beginning & Forward tab.

Manual entries cannot be made on this tab.

Do NOT make any entries on this tab.

    1. Beginning Balances
      • Beginning Balance Date - This is the date associated with the Amount Owed.
      • Amount Owed - This is the amount owed by this customer. 
    2. Balance Forward Aging
      • Current - The total of all invoices for the current month.
        • Aging Periods
          • These fields reflect the balance forward amounts outstanding for the given number of days past due date of the customer's invoices. 
          • (1-30, 31-60, 61-90, 91-120, Over 120 Days)
    3. Balance Forward
      • The total of the past due invoice amounts (1 through 120+ days). 
    4. Balance Current
      • The amount owed but not due.

Shipping Address Tab

  • Enter the customer's shipping information
    • Contact
    • Address
    • Phone Number
    • Sales Tax Code
If the Shipping Address for this customer is the same as the address entered on the Customer Information Tab, select the Use Customer Address check box. 

Notes Tab

  • Enter miscellaneous information about the customer.
  • Type information about the customer directly into the field below the tabs. 


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  Visit the Drake Software website



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