Customer Screen Field Reference

The Customer screen contains these tabs:

General tab

FieldDescription
Sort NameDisplays the text used for sorting customer names in lookup lists and reports. The default sort name is based on the first 20 characters in the Name field in upper case. If you want to override the default sort text, enter the sort text.
Web SiteEnter the address of the Web site for the customer.
E-mail AddressEnter the e-mail address for the customer.
PhoneEnter the phone number for the customer.
FaxEnter the fax number for the customer.
Payment TermsEnter the code of the default payments terms to be used when you create an invoice for this customer or click to select the default payment terms from a lookup list.
Sales Tax AuthorityEnter the code of the default sales tax authority to be used when you create an invoice for this customer or click to select the default sales tax authority from a lookup list.

If you don't select a tax authority, the application will use NT, if the No Tax authority exists. Otherwise the application will use the first available tax authority.

Finance ChargeEnter the code of the default finance charge to be used when you create an invoice for this customer or click to select the default finance charge from a lookup list. Select the default finance charge to be used when you create an invoice for this customer.
Statement TypeClick to select the type of statement that will be printed for the customer.
  • None
  • Open Item
Customer ClassificationEnter the code of the customer classification for the customer or click to select the classification from a lookup list
StatusClick to select the status of the customer.
  • Active - Customer is available for use and appears in lookup lists.
  • Inactive - Customer is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
MemoEnter any comments or notes about the customer.
Tax Exempt NumberIf needed, enter the tax exempt number for the customer. If you enter a tax exempt number, invoices for the customer will default to non-taxable.
Address Information - You can store up to two addresses for each customer. Click to copy the displayed address type to the Windows clipboard. Click to view the location using Google Maps.
Tip: Select the country first so that the appropriate jurisdictions are available.
Address Type (unlabeled)Click to select the address type to be displayed.
  • Main Address – The customer’s main address.
  • Ship To – The default shipping address for the customer.

You must enter an address for at least one of the two types.

Street 1Enter the first line of the street address for the selected address type.
Street 2Enter the second line of the street address for the selected address type, if needed.
CityEnter the city for the selected address type.
StateClick to select the state or province for the selected address type.
ZipEnter the ZIP code or postal code for the selected address type.
CountryClick to select the country for the selected address type.

Contacts tab

Each row in the grid on the Contacts tab is a contact for the customer. Click to add a row to the grid. Click to delete the active row from the grid. See Grids for tips on using grids.

FieldDescription
Contact TypeEnter the Contact Type for the contact or click to select the contact type from a lookup list. If you select a contact type, the lookup list for contacts is filtered by that contact type. If you select a contact before selecting the contact type, the contact type defaults to the most recent contact type used for that contact or, if the contact does not have a contact type, the contact type defaults to General. You can enter or select a new contact type for contact. The application will associate the contact with the new contact type when you save the customer.
NameEnter the name of an existing Contact or click to select the contact from a lookup list. The lookup list for contacts is filtered for the contact type you selected in the grid. In addition, the lookup window displays a column for each default contact type, which you can use to further filter the list. You can select to include one-time contacts and/or only contacts on the selected project in the lookup window.
Note: You cannot create a new contact on this tab. You can only select a contact that has already been added to the application. Use the Contact screen to create a contact.
Work PhoneDisplays the work phone number for the contact.
ExtensionDisplays the work phone extension for the contact.
Cell PhoneDisplays the cell phone number for the contact.

Binder tab

This tab contains the following sub-tabs:

  • Binder sub-tab
  • User-Defined Fields sub-tab
FieldDescription

Binder sub-tab: If user-defined fields exist for this function, the Binder sub-tab appears. Otherwise, the information appears on the Binder tab with no sub-tabs.

Each row in the grid is a binder item. A binder item is an item associated with the record. You can attach a file to a binder item and set reminders for binder items. It can be useful to create binder items for contracts, legal documents, and photos. Use the Binder Item Types screen to create and manage categories for binder items. A paper clip icon appears on the tab when it contains binder items. Use the View Binder Items screen to manage all of your binder items.

Click to add a row to the grid. Click to delete the active row from the grid.

Tip: You can create a binder item with an attachment by dragging and dropping a file from the following programs:
  • From Windows Explorer, drag and drop a file to the Binder Items grid to add the file as linked attachment.
  • From Microsoft Outlook, drag and drop an item (such as an e-mail, note, or meeting) to the Binder Items grid to add the item as an embedded attachment. Note that Microsoft Outlook must be installed on your computer to drag and drop an item to the Binder items grid.
Reference Existing Binder ItemIf a binder item already exists and is shared, you can reference it (rather than creating a new, separate binder item).

Click Reference Existing Binder Item, select the binder item you want to reference from a lookup list, and click OK.

OpenYou can open one or more binder item attachments. You must have the software required to open an attachment—such as Adobe Reader—installed on your computer to be able to view it. Any changes you make to a binder item attachment are saved when you close the attachment.

In the Select column, select the checkbox for each binder item you want to include in the e-mail and click Open.

E-mailYou can send one or more binder items in e-mail message. You must have MAPI-compliant e-mail software—such as Microsoft Outlook—installed on your computer to send an e-mail message with a binder item.

In the Select column, select the checkbox for each binder item you want to include in the e-mail and click E-mail.

Binder Grid
SelectSelect the checkbox to perform an action on the binder item, such as opening the item's attachment or sending the item in an e-mail.
Binder Item TypeEnter the Binder Item Types screen for the binder item or click to select the binder item type from a lookup list. The binder item type determines the various behaviors of binder items.
DescriptionEnter a description of the binder item.
DateInitially displays the current date. If you want to modify the date for the binder item, enter the new date or click to select the date from a date picker.
SharedSelect the checkbox to make this binder item available for reference throughout the application.
Attachment ValueEnter the full path and file name of the binder item attachment or click and navigate to select a binder item attachment.
Attachment TypeDisplays the file type for the attachment.
Attachment MethodDefaults to the last attachment method used. Click to select the method to use for the attachment.
  • Link - A linked attachment is stored within a file system (either on your computer or on your network). Other users must be able to access this file system in order to view or send the attachment in an e-mail.
    Note:
    • If you delete a binder item with a linked attachment, you are deleting only the link. The attached document remains in your file system.
    • If you delete the attachment file from the file system, the link is broken.
  • Embed - An embedded attachment is stored within the application. You can set an embedded attachment so that it can be shared. Sharing an embedded attachment allows other users to reference it in other records. For example, if you create an embedded attachment of a contract, you might reference it in both the vendor record and the project record.
    Note:
    • If you delete a binder item with an embedded attachment that is referenced in another record, you are deleting only the link. The attached document remains embedded.
    • If you delete a binder item with an embedded attachment that is not referenced in any other record, you are actually deleting the attached document. The document will no longer be available.
StatusClick to select the status of the binder item.
  • Active - Binder item is available for use and appears in lookup lists.
  • Inactive - Binder item is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
OwnerBy default, displays the current user ID. If needed, enter the Users screen for the binder item owner or click to select the owner from a lookup list.
Reminder DateEnter the date for the reminder for the binder item or click to select the date from a date picker. The application uses this date to determine whether this binder item appears on the View Alerts screen and the View Tasks screen.
NotesEnter any comments or notes about the binder item. You can enter formatted text in this field. Click to open the Formatted Text Editor.
Inactive DateIf the status is Inactive, enter the date the binder item became inactive or click to select the date from a date picker.
PriorityClick to select the priority of the binder item.
  • High
  • Normal
  • Low
Source Type Grid: When you click to display the card view, the Show All References button appears. Click Show All References to display and edit details for additional sources where the binder item is attached. Each row in the grid is a source where the binder item is attached. The first row in the grid is always the current source. Click to add a row to the grid. Click to delete the active row from the grid.

When you add a binder item to another source using the Source Type grid, the binder item is automatically shared.

Note: You cannot add binder items using the Source Type grid for the following source types: Connect Settings, Meeting Minutes Agenda, Meeting Minutes Action Item, Customer Lien Releases, and Vendor Lien Releases.
Source TypeEnter the type for the source to which you want to add the binder item or click to select the source type from a lookup list.
Source AreaDisplays the additional information about the source where relevant. For example, if the source is a vendor invoice, this field would display the company and vendor for the invoice. Source area information is not available for all sources.
SourceEnter the code that identifies the source to which you want to add the binder item or click to select the source from a lookup list.
Source NameDisplays the name of the source.

User-Defined Fields sub-tab: If any user-defined fields exist for this function, this sub-tab appears. You can define user fields to customize this function. Any user-defined fields appear on this sub-tab. Complete the user-defined fields as needed.