Overview:

The New Customer Creation Form in TamilAccounting ERP allows users to add new customers to the system by providing detailed customer information. This form captures various details necessary for customer management, including contact information, financial settings, and account configurations. Proper completion of this form ensures accurate customer data entry, facilitating smooth transactions and financial tracking.

Form Sections:

1. Name and Address

   • Customer Reference:
     • A unique reference code for the customer. This field is required and helps in identifying the customer within the system.
   • Customer Name:
     • The full name of the customer. This field is mandatory and is used for official records and documentation.
   • Customer Short Name:
     • A shortened version or an acronym of the customer’s name, used for quick reference. This field is required.
   • Address:
     • The physical address of the customer. This should include street, city, state, and postal code for accurate delivery and billing.
   • Country-Specific Fields:
     • Based on the selected country, additional fields may appear. For example:
       • GST No (India): The customer’s Goods and Services Tax (GST) number.
       • PAN No (India): The customer’s Permanent Account Number (PAN) for financial transactions and tax purposes.
       • Other Country-Specific Fields: Depending on the country selected, fields relevant to that country’s regulations and practices may be displayed.
   • Customer’s Country:
     • The country where the customer is based. Select from the dropdown menu.
   • States:
     • The state within the country where the customer is located. Select from the dropdown menu.
   • City:
     • The city where the customer is located. Select from the dropdown menu.

2. Financial Settings

   • Discount Percent:
     • The standard discount percentage applicable to this customer. This discount is automatically applied to transactions unless overridden.
   • Prompt Payment Discount Percent:
     • The discount percentage offered if the customer makes payments promptly within the specified terms.
   • Credit Limit:
     • The maximum credit amount that the customer is allowed. This helps in managing credit exposure.
   • Opening Balance:
     • The initial balance of the customer’s account, typically used when migrating to the system or setting up a new account.

3. Account Settings

   • Accounts Receivable Account:
     • The default account for managing receivables from this customer. Select the appropriate account from the dropdown.
   • Prompt Payment Discount Account:
     • The account used to record discounts offered for prompt payments. Select the appropriate account from the dropdown.

4. Payment and Credit Terms

   • Payment Terms:
     • The standard payment terms agreed upon with the customer, such as "Cash Only" or "Net 30." This field is required.
   • Credit Status:
     • The credit status of the customer, indicating their payment reliability (e.g., Good History, Poor History). This is used to manage risk.
   • Branch:
     • The branch of your business that will manage this customer’s account. Select from the dropdown menu.
   • Department:
     • The department within the branch that is responsible for this customer’s account. Select from the dropdown menu.

5. General Notes

   • General Notes:
     • Any additional information or notes related to the customer that might be useful for internal reference.

6. Custom Fields

   • Enabling Custom Fields:
     • You can enable custom fields by navigating to Settings -> Custom Fields. This allows you to add new fields to the customer creation form.
     • These custom fields can also be used within the customer view and included in sales transaction PDFs, providing flexibility to capture any additional information specific to your business needs.

7. Company Details (For Resellers Only)

   • Company Details Section:
     • If you are a reseller, you will have access to additional fields under the "Company Details" section in the third column of the form. This section is not visible to non-reseller users or accounts.
     • Company Name: The official name of the company.
     • Company Registration Number: A unique number assigned to the company upon registration.
     • Company Tax ID: The tax identification number for the company.
     • Company Address: The address of the company, including street, city, state, and postal code.
     • Other Company-Specific Fields: Any additional fields relevant to managing company details.

8. Actions

   • Add New Customer:
     • After filling out all required fields, click this button to add the new customer to the ERP system.

How to Use:

1. Filling Out the Form:

   • Complete all required fields in the form. Required fields are typically marked with an asterisk (*).
   • Ensure that all information is accurate and up-to-date, as this will affect customer interactions and financial transactions.
   • For resellers, ensure that all company-related fields are filled out accurately in the "Company Details" section.

2. Setting Financial and Account Preferences:

   • Specify the financial terms and account settings that apply to the customer. This includes payment terms, credit limits, and discount rates.
   • Select the appropriate accounts for managing receivables and discounts to ensure accurate financial reporting.

3. Using Custom Fields:

   • If additional information needs to be captured, use the custom fields feature to add relevant fields to the form.
   • These custom fields can also be utilized in customer views and sales documents.

4. Review and Submit:

   • Review the information entered for accuracy.
   • Click "Add New Customer" to save the customer information into the system.

5. Post-Submission:

   • Once the customer is added, their details can be accessed and edited from the customer management module. The customer will be available for transactions such as sales orders, invoices, and payments.

Tips:

• Accurate Data Entry: Ensure all information is entered correctly to avoid issues with billing, delivery, or financial reporting.
• Country-Specific Fields: Pay attention to additional fields that appear based on the selected country, as these are often required for compliance with local regulations.
• Monitor Credit Limits: Regularly review and update credit limits and payment terms to manage credit risk effectively.
• Utilize Notes and Custom Fields: Use the general notes section and custom fields to record any special arrangements or important information regarding the customer.