MAINTENANCE MENU > Customer Maintenance

Choose the Add a Customer option, and the following screen will appear:

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█ Golden Opportunity ♦ Add a New Customer █

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Press <Esc> to Quit

LAST NAME: ╔════════════════════════════════════╗

║ Search for customers by Last Name ║

CUSTOMER #: 0 ║ or Last Name,First Name or ║

║ Customer Number or Phone Number ║

PHONE #: - ╚════════════════════════════════════╝

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║ Press PgDn after the name to skip ║

║ the pick-list. Use Ctrl-PgDn to ║

║ skip the confirmation box as well. ║

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Type the customer's name and press <Enter>. The system will check for an existing customer record with the last name you entered. If there is already a similar name in the mailing list, you will be shown a screen of the closest matches. Search through the displayed list to see if you can find the customer’s name spelt some other way. If the name you typed in really is a new entry that you need to add, press <Esc> and confirm the addition of a new customer.

Next you will be prompted to type in the ZIP or POSTAL CODE. If you type in a zip code, the Jewelry Shopkeeper will search your existing mailing list to see if you already have another customer in that same zip code. If you do, then the program will copy the other customer’s city and state to the new customer’s screen. If you don’t already have a customer with the same zip code, then your default city and state will be copied to the customer screen, which you can correct if necessary.

The following screen will appear:

Cust #: ____________

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║ Last: To: ║

║ First: Address: ║

║ Title: ║

║ Ext City: St: ║

║ Home: ( ) - Zip: Carrier Rt: ║

║ Work: ( ) - Wholesale Level: 0 (0,1,2) Sales Clerk: ║

║ Fax: ( ) - Customer Type: Resale #: ║

║──────────────────────────────────────────────────────────────────────────────║

║ Spouse Information │ Special Events ║

║ First: │ Event 1: / / Event ║

║ Last: │ Codes 2: / / Dates ║

║ Title: │ 3: / / ║

║ Ext │ ║

║ Work: ( ) - │ Ytd Purchases: 0.00 ║

║ │ Last Purchase Date: / / ║

║ Notes: ║

║ ║

║ <Ctrl-Pg Up>=Prev <Ctrl-Pg Dn>=Next Cash Customer ║

╚════════════════════════<Ctrl-End>=Extended Customer Notes════════════════════╝

Any field can be left blank, with the exception of LAST NAME; you can always fill in any missing information at a later date. Next, type the customer information:

CUSTOMER #*} The unique customer number assigned to each customer profile. You cannot change this. See Choose Next Customer Number below for more details.

LAST NAME*} The last name you entered appears in this field. You can change it if necessary by moving the cursor to this field. Note that if you later need to change it, you can only change it from the Edit a Customer screen, not from the sales screen.

FIRST NAME*} Type the customer's first name.

TITLE*} Type the customer's title, if desired, e.g. Mrs, Mr or Dr.

ADDRESS*} You can enter one or two lines for the customer address. Do not enter the city in these fields.

CITY*} Type the customer’s city.

STATE*} Type the customer’s state or province official abbreviation.

ZIP+4*} The customer’s zip code or postal code appears in this field, and can be changed. The +4 digits are optional

CARRIER ROUTE*} Entering carrier routes codes can reduce the price of mass-mailings, but generally you can only obtain these codes by having a mailing-list service process your mailing list to add carrier routes.

HOME PHONE*} Type the customer's home phone number. The punctuation [(’s and —’s and spaces are filled in for you as defined on the Store Information Defaults screen. You can type an extension, too.

WORK PHONE*} Type the customer's work phone number and extension.

SPOUSE FIRST/LAST/TITLE*} Type the customer's spouse's first name, last name (if different) and title. e.g. Mrs, Mr or Dr. You can also enter the Spouse’s work phone number. For business customers, the Spouse field would refer to the contact name at that business.

CUSTOMER TYPE*} Customers can be grouped by code. The customer type is a two-character code that allows you to print (or exclude) mailing labels for those customers with a specific code.

Example 1: If you purchase a mailing list, assign the same code to all customers on the list. You can send a mailing geared specifically to that group of people.

Example 2: Assign a code to your most frequent customers. This will allow you to mail a “Special Offer” promotion to preferred customers only.

COMMENTS*} Enter any important information about the customer. Example: Wife prefers rubies and emeralds. The first line of this information will display during sales. As shipped, the Jewelry Shopkeeper has room for about thirty spaces of Comments. If you need more, you can increase this to 255 spaces from the Fix Database Files option from the System Maintenance Menu by choosing the CUSTOMER database.

<Ctrl-End>=EXTENDED CUSTOMER NOTES*} If you press <Ctrl-End> while viewing the customer profile, you will have the option of viewing or updating the Extended Customer Notes screen. This notes screen allows you to enter unlimited in-detail notes that you need to maintain about your customers but that you cannot fit in the Comments field. You cannot see these extended customer notes from the sales screens.

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║ To view or update the notes about this customer, press Ctrl-Home now. ║

║ Compulink recommends that the first line of the comments consist of ║

║ the customer’s last name (______) and the customer number (____) ║

║ memo ║

║ When you are in the notes editor, press Ctrl-W to save your changes ║

║ or press Esc to ignore any changes you may have made. ║

║ Press <Enter> at this screen when you have finished. ║

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EVENT*} An event is a birthday, anniversary, or any occasion when the customer might need to purchase a gift, renew an appraisal, replace a watch battery, etc.

For example, you can enter the customer's birthday, the spouse's birthday, and the couple's anniversary. This will enable you to send a postcard to remind your customers to purchase jewelry at appropriate times.

Type the code and date for up to three events. The code is three characters long. Examples of codes are HBD for husband's birthday and ANI for anniversary. There are no pre-defined codes; you need to assign codes that will help you create profitable mailings. However, be sure to be consistent in assigning codes. e.g. Do not sometimes use ANI for anniversary and other times use ANN because that could result in accidental omission of certain customer names when printing lists or labels.

Different customers can have different combinations of special event codes. E.g. one customer could have the codes ANN, HBD, WBD, while another customer could have the codes BAT, APP, CLE.

SALES CLERK*} Some customers may have a specific sales clerk who should automatically be assigned to that customer’s sales for commission and after-sale support. As you enter a sale for the customer, these initials will automatically be filled in on the sale. You can change them if necessary on a sale-by-sale basis. For most customers you can leave this blank and just type in the sales clerk as needed on the actual sales invoice.

Fields marked with ‘Optional’ are only available when the ‘Ask for Resale Information’ choice is filled in with a ‘Y’ in the Store Information Defaults.

WHOLESALE LEVEL (Optional)*} If you assign a Wholesale Level (1 – 4) to a customer, then the customer will be charged wholesale prices on the sales screen instead of the ticketed price. Wholesale prices are calculated as a markup percentage from cost. The wholesale markups are set for each major class code from the Enter/Edit Major Class Codes screen from the Class Code Maintenance Menu, page .

RESALE # (Optional)*} If the customer is a reseller, you can fill in the resale or tax number here. This appears only for lookup purposes. It is not used or printed by the program.

YTD PURCHASES*} Each time a purchase is entered into the Jewelry Shopkeeper, that customer’s Year-to-Date purchases value is updated. When you first enter a customer, you may want to fill this field in to reflect existing year-to-date (YTD) sales that will not be typed into the program.

LAST PURCHASE DATE*} Each time a purchase is entered into the Jewelry Shopkeeper, that customer’s Last Purchase Date field is updated. When you first enter a customer, you may want to fill-in this field.

MAIL TO*} The customer’s name and spouse name will be combined according to your preference in Store Information Defaults. Choices include, Mr & Mrs Jones, Mr & Mrs John Jones, Mr John & Mrs Jane Jones. Jewelry Shopkeeper will try to combine the names, but you have the last option to change the resulting combination. The result is how correspondence will be addressed.

When all the customer information has been entered, press <Enter> on the last field, or press <Esc>. The following message will appear:

Do you want to open a charge account for this customer? No Yes <Esc>=Quit

If you want to open a revolving or contract charge account for this customer, press <Y>. Otherwise, press <N>.

If you press <N>, this step is complete, and the first screen shown in this step will appear. Repeat this step to add another customer, or press <Esc> to return to the menu in step 1.

If you press <Y>, the following screen will appear:

Cust #: ____________

║ Last: ________________________ Mail to: ________________________ ║

║ First: __________________ Address: ________________________ ║

║ Title: _____ ________________________ ║

║ Ext City: ____________ St: __ ║

║ Home: (___) ___-____ Zip: ____________ Carrier: _____ ║

║ Work: (___) ___-____ Wholesale Level: _ (0,1,2) ║

║ Fax: (___) ___-____ Customer Type: __ Resale #: _______________ ║

║ Current: 0.00 │ Special Primary Int Rate: . ║

║ 0 - 30 Days: 0.00 │ Special Secondary Int Rate: . ║

║ 30 - 60 Days: 0.00 │ Prior Yr. Purchases: 0.00 ║

║ 60 - 90 Days: 0.00 │ Ytd Payments: 0.00 ║

║ Over 90 Days: 0.00 │ YTD Finance Charges: 0.00 ║

║ Credit Limit: 0.00 │ Current Finance Charges: 0.00 ║

║ 1 Mo. Past Due: 0.00 │ Date Of Last Payment: / / ║

║ 2 Mo. Past Due: 0.00 │ Amount Of Last Payment: 0.00 ║

║ 3 Mo. Past Due: 0.00 │ Previous Balance: 0.00 ║

║ 4 Mo. Past Due: 0.00 │ Opening Balance: 0.00 ║

║ Curr. Pmt. Due: 0.00 │ Monthly Payment Plan: 0.00 ║

║ Assess Finance Charges Y │ Special Interest-Free Days: 30,60,90 ║

║ Initial Balance: 0.00 │ Remaining Payments: ║

║ <Ctrl-Pg Up>=Previous <Ctrl-Pg Dn>=Next <Pg Up>=Extended Customer Info ║

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This screen enables you to enter the current account information for the customer.

If the customer has never made a charge purchase at your store, the customer balance fields need not be filled in, and you need only make entries to the CREDIT LIMIT and SUPPRESS FINANCE CHARGES? fields.

During Month End Closing procedures, each of the following fields will be recalculated by the Jewelry Shopkeeper. You should never have to manually adjust the balances after their initial entry.

Where an amount is to be entered in a field, you can leave the field as zero if no amount applies.

SETTING UP EXISTING ACCOUNTS: Set up the account with the balance as of the beginning of the month — later you will have to enter any activity from the current month. Alternatively, you can wait until the beginning of the next month and enter the balances then. You need to put the customer’s balance in three of the bins: 0—30 Days, Initial Balance, and Opening Balance.

CURRENT*} The portion of the total balance that is from the current month’s activity. This balance will not yet have appeared on an end-of-month statement.

0 – 30 DAYS*} The portion of the total balance that is from the one previous month’s activity. This part of the balance will have already appeared on the last end-of-month statement.

30 – 60 DAYS*} The portion of the total balance that is from account activity from two months ago. This part of the balance will have already appeared on the last two end-of-month statements.

60 – 90 DAYS*} The portion of the total balance that is from account activity from three months ago. This part of the balance will have already appeared on the last three end-of-month statements.

OVER 90 DAYS*} The portion of the total balance that is from account activity from four or more months ago. This part of the balance will have already appeared on the last four or more end-of-month statements.

CREDIT LIMIT*} Type the customer's credit limit. This does not prevent a charge account sale being made to a customer whose balance is over the credit limit, but it does show up on the sales screens to help you decide if you should allow further charge sales. Reports may also be printed to show customers who have exceeded their credit limits.

1 MO. PAST DUE*} If a customer is one month late on a payment amount, enter the amount that is one month past due.

2 MO. PAST DUE*} Enter the amount of the customer payment that is two months past due.

3 MO. PAST DUE*} Enter the amount of the customer payment that is three months past due.

4 MO. PAST DUE*} Enter the amount of the customer payment that has been due for four months or more.

CURR. PMT. DUE*} (Current Payment Due) For a revolving charge account, the system will recalculate the current payment due based on the Minimum Payment Defaults the next time you perform an aging. The resulting amount will display in this field. It is not necessary to make an entry to this field.

If the customer makes contract payments, leave this field blank and type the monthly payment amount in the MONTHLY PAYMENT PLAN field.

Note that the Current Payment Due does not include any past due amounts. It is just the amount that would ordinarily be the minimum payment based on the total balance. On the printed statement, the Current Payment Due is added to the total of the Past Due amounts and shown as the Minimum Payment Due.

ASSESS FINANCE CHARGES? *} If you DO NOT want to charge this particular customer finance charges, type <N> to prevent finance charges from appearing on the customer’s account. Otherwise, type <Y> to charge the customer a finance charge on the open balance (based on Accounts Receivable Defaults). If you include finance charges in the purchase price, you should probably choose <N>.

INITIAL BALANCE*} Type in the customer’s balance that is the result of activity that took place before the Jewelry Shopkeeper was used. Once set, you should never change this value.

SPECIAL PRIMARY INT RATE*} Only fill in this field if you want to charge the customer a special or preferential interest rate. For most customers, though, you should leave this field zero so the customer gets charged the regular store-wide primary interest rate set via the Accounts Receivable Defaults screen. The Primary Interest Rate is the rate that applies to the portion of balances below the cutoff level as defined on the Accounts Receivable Defaults screen.

SPECIAL SECONDARY INT RATE*} Only fill in this field if you want to charge the customer a special or preferential interest rate. For most customers you should leave this field zero so the customer gets charged the regular store-wide secondary interest rate set via the Accounts Receivable Defaults screen. The Secondary Interest Rate is the rate that applies to the portion of balances higher than the cutoff level as defined on the Accounts Receivable Defaults screen.

PRIOR YR. PURCHASES*} Enter the amount of customer purchases made last year, if known. The Jewelry Shopkeeper will replace this at the end of each fiscal year with the current year’s purchases total.

YTD PAYMENTS*} Enter the amount of payments the customer made so far this year, if known. The Jewelry Shopkeeper updates this value each time a payment is received.

YTD FINANCE CHARGES *} Enter the amount of finance charges paid by the customer this year.The Jewelry Shopkeeper updates this value at the end of the month if there are finance charges assessed.

CURRENT FINANCE CHARGES *} The system will automatically calculate any finance charges for the customer when you perform an aging, and will display the current charges in this field. It is not necessary to make an entry to this field.

See the Accounts Receivable Defaults option from the System Maintenance Menu for more details on how to tell the program how to calculate finance charges.

DATE OF LAST PAYMENT *} Enter the date of the customer's last payment. The system will automatically update this field every time you enter a charge account payment for the customer. Payments made on cash-sales will not affect this field.

AMOUNT OF LAST PAYMENT *} Enter the amount of the customer's last payment. The system will automatically update this field every time you enter a charge-account payment for the customer. Payments made on cash-sales will not affect this field.

PREVIOUS BALANCE *} This is the Opening Balance from last month’s statement.

OPENING BALANCE *} This amount will appear on the customer's next statement as the OPENING BALANCE. This is the customer’s charge account balance as of the beginning of the current month which is also equal to the ending balance of the previous month. Type the customer's total balance. The system will automatically update this amount when you perform an End of Month aging.

If no charge account sales for this customer have been typed in this month, then this amount MUST equal the total of the amounts in the Current, 0-30 DAYS, 30-60 DAYS, 60-90 DAYS, and OVER 90 DAYS fields.

MONTHLY PAYMENT PLAN *} If the customer is on a contract payment plan, type the amount of the fixed monthly payment. If the customer’s minimum payment depends on his balance, then leave this field as zero and the customer’s minimum payment will be calculated according to the Revolving Charge Accounts minimum payment percent that you type in the Accounts Receivable Defaults screen.

SPECIAL INTEREST-FREE DAYS*} Normally, customers receive the number of interest free days as set up in the Accounts Receivable Defaults screen. If this customer is supposed to have either a longer or shorter interest free period, type the number of days here.

REMAINING PAYMENTS*} If the customer is on a contract (fixed monthly payment) plan, enter the number of payments remaining that the customer has in which to pay off his balance. (e.g. if a contract set up five months ago was approved for eighteen equal monthly payments, then this number should be thirteen.)

When all the charge account information has been entered, press <Enter> on the last field, or press <Esc>. The first screen in this step will appear.

This step is now complete. Repeat this step to add another customer, or press <Esc> to return to the menu in step 1.