FAQ's About Customer Information

No. You can assign your own numbers if you wish but it is highly recommended that you let the system assign them automatically for you.

You'll find that this is faster and less troublesome.

For more information on account numbers, see Overview of Account Numbers.

Entering reminders is a quick and handy way of creating a tickler file for an account.

This is an "electronic" means of reminding yourself to do something or to record something you don't want to forget.

Depending on what you want to use the notes for, you can set up general account notes, collection notes, delivery notes, or service notes.

Probably the most common use of reminders is when you're doing credit and collections work where follow-up is important. For details on how to view reminder notes left-click here.

Also, you may find The Difference Between Notes and Reminders helpful.

When an account is deleted, it is physically removed from the system.

When an account is made inactive, it's merely "tagged" so that it cannot be used. However, inactive accounts can be resurrected at any time by making them "active" again.

See The Difference Between Deleted and Inactive Accounts for more details on this.

Transactions shown on the ledger are color-coded as a visual reference and a quick way to see different kinds of situations.

For instance, colors show if an invoice has been paid or not or whether a deposit has been applied.

The colors used depend on whether or not the account is Open Item or Balance Forward.

See What Ledger Colors Mean for details on this.

Yes, account 0 is required.

This is referred to as the Yard Account and is used whenever you buy new tanks or remove company owned tanks from a customer location.

See Add New Tanks to the System and Remove a Company Owned Tank from an Account for help on how this works.

Find the customer and the tank involved.

Under the "Tanks" tab, select the appropriate drop-down item from "Delivery Status".

Change the "Hold Until" date if necessary.

See How to Handle Customer Call-ins for Fuel for help on this.

Open Item accounts are those where payments are applied to specific invoices.

Balance Forward accounts are those where the payment is simply applied to the outstanding account balance.

 

THIS IS AN IMPORTANT CHOICE. Take the time to decide if you want to handle payments to this account on an Open Item or Balance Forward basis. If you decide one way and later change, you could end up with a lot of work to get everything back in sync. For instance, if you start out as Balance Forward and then switch to Open Item, all of the payments you have entered for this account will have to be individually applied to the matching invoices.

No, not necessarily. You can have some customers that are Balance Forward and others that are Open Item if you want.

For instance, you may want to have the customers that you deliver to frequently set up as Open Item so you can keep exact track of each invoice. Then set up the rest as Balance Forward accounts.

The bottom line is that the Open Item approach gives you better control over your outstanding invoices while Balance Forward is easier to work with. See Set Up Account Preferences for a further discussion of this.