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Sparkrock's Customer Success Center

Customer Setup

Customer Cards: Basic customer information (such as name, address, shipping details, and so on) and financial details (for example, credit limit, invoicing, discount and payment terms, currencies, shipping schemes, reservation rules, etc.) are recorded for each individual customer on a customer card. 

Customer Posting Groups: These define links between a specific customer and the control accounts in the general ledger. This is done through assigning a customer to a posting group for which balance sheet and income statement accounts are then set up.

Customer Card

To set up a customer card:

  1. In the Search field, type Customers
    Note: You can also browse to the Customers Card by clicking Departments > Sales & Marketing > Order Processing > Lists > Customers, then double-clicking a customer to open the card.
  2. Select the Customers Card.
  3. Double-click a customer to open the Customer Card.

    nav_customer_Card.png
  4. There are several FastTabs on the Customer Card:
FastTabs Description
General Customer general contact and relevant details are entered and saved.
Communication Customer contact information, home page and IC partner code.
Invoicing Customer specific invoice type setups are entered, such as Tax codes, and so on. Several of the fields on this card will cause a certain behavior of customer entries within the system.
Payments Customer specific payment and relevant information is entered such as payment terms.
Shipping Customer specific shipping information is entered such as which Location goods are shipped from and whether reservations are used. 
Foreign Trade Customer specific currency information such as whether this customer is transacted within a different currency.

General FastTab

Fields on the General FastTab include:

Field Description
No. Customer number in the NAV system.
Name, Address, Phone, etc.  This is the customer's main contact and Sell-to info which is usually the Bill-to as well but can be different. 
Primary Contact No.  This is a drop-down list from the contact database in the Relationship Management area. A contact and address for the contact person at the customer can be selected if a list exists.
Contact If not using the contact from the Relationship Management area, enter a contact here.
Search Name A search name to search for a customer when you cannot remember the customer number. Defaults from the customer name can be edited. 
Balance Flow field showing current AR balance based on the total in the customer's ledger entries.
Credit Limit Credit limit for this customer based on the currency used.
Salesperson Salesperson assigned to this customer from a table of valid sales people.
Resp. Center Responsibility center that will administer this customer by default. This likely is not used.
Service Zone Zone for service. Not used in the organization.
Global Dimension 1 and 2  Dimension codes attached to current customer card.
Blocked
  • Empty - indicates that this customer can be sold to.
  • All - prevents any transaction from being posted for this customer.
  • Ship - restricts order from being created and shipped but allows invoicing.
  • Invoicing - Does not allow any new documents to be created or any existing documents to be posted, cash receipts can still be modified.
Last Date Modified Last date current customer card was modified.
No. of Changes Change Log audit trail for current customer card.

Communication FastTab

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Fields on the Communication FastTab include:

Field Description
Phone No. Phone number of the customer, normally accounts payable or purchaser.
Fax No.  Fax number of the customer.
Email Email address of the customer.
Home Page Home page of the customer.
IC Partner Code Used for intercompany sales transactions if the customer is another company within the organization.
Document Sending Profile Stores the preferred method for sending sales documents to this customer.
Document Sending Method Stores the method of document transmission for this customer.

Invoicing FastTab

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Fields on the Invoicing FastTab include:

Field Description
Bill-to Customer No. If the customer that actually pays the bills is different from the customer, select the customer's number or fill in here. The program will enter this customer on quotes, orders, invoices, and credit memos as a default which you will be able to change.
Tax Registration No.  The Customer’s Tax Number is entered in here.
GLN Global Location Number.
Invoice Copies Enter the number of copies required.
Invoice Disc. Code Normally defaults to the customer’s number. Can be used to link customers to a single invoice discount code.
Copy Sell-to Addr to Qte From Option field. The program preselects the Company option as a default, but it can be changed by clicking the drop down to the right of the field and selecting the Person option. This will control which address is printed on a Sales Quote document.
Tax Liable This box should be checked if Sales Taxes are to be charged to this Customer during sales transactions
Tax Area Code Use the drop down to enter the proper tax table for this customer
Tax Identification Type Pick from Legal Entity or Natural Person.
Tax Exemption No If the customer has been registered exempt for sales and use tax this number would have been assigned by the taxing authority.

Tax exempt differs from non-taxable in that transactions still require a tax area and tax group but it would need the tax liable flag to be turned off.
RFC. No. Specifies the Registro Federal de Contribuyentes (RFC) tax identification number.
CURP No. Specifies a unique 18-digit CURP (Cédula de identificación fiscal con clave única de registro de población) number.
State Inscription Specifies the tax ID number.
General Business Posting Group This determines which GL accounts the Sales will be posted to.  Based on type of customer – select from list of valid choices.
Tax Bus. Posting Group Only for VAT.
Customer Posting Group This determines which GL accounts for AR, Interest etc. are posted to.  Based on type of customer – select from list of valid choices.
Customer Price Group Determines which pricing group this customer is assigned to which is effectively a list price book.
Customer Discount Group Determines which discount group this customer is assigned to from Wholesale to Retail etc. i.e. discount from list.
Allow Line Disc. Always YES (checked) as this allows for potential discounting if needed.
Prices Including VAT Do not check –can be used to price all goods taxes inclusive.
Prepayment % If normally this customer has to prepay their orders, enter the % which becomes the default on all new SO’s for this customer.

Payments FastTab

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Fields on the Payments FastTab include:

Field Description
Application Method Select how to apply payments from Customers to outstanding amounts, Manual or Apply to Oldest:
  • Manual - applying to specific documents by selection
  • Apply to Oldest - if no document is selected for the payment to be applied to, the program will apply the payment to the oldest of the customer's open entries.
Partner Type Choose the partner type. Can be either Company or Person.
Payment Term Code Payment terms for this customer for a list of valid payment terms 
Payment Method Code Method that the customer usually uses to submit payment (bank transfer, cheque, etc.).
Reminder Terms Code Reminder terms code for the customer.
Fin. Charge Terms Code Finance charge terms for this customer for a list of valid finance terms.
Cash Flow Payment Terms Code Payment Terms Code used for Cash Flow forecasting.
Print Statement Check this box if this customer gets monthly statements.
Last Statement No.  No. of customers statement sent to current customer.
Block Payment Tolerance A check mark in this field indicates that the customer is not allowed payment tolerance (that is, minor short payments not eliminated).
Preferred Bank Account Select the preferred bank account from the drop-down list for this payment.

Shipping FastTab

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Fields on the Shipping FastTab include:

Field Description
Location Code Default warehouse customer shipment is shipped from
Combine Shipments Specifies whether several orders delivered to the customer can appear on the same invoice -becomes the default to the order.
Reserve Determines whether the program will allow product reservations to be made for this customer as Never, Optional or Always.
Shipping Advice Advise whether the customer accepts a partial shipment of the order. Options are:
  • Partial
  • For Partial Shipments
  • Complete
Shipping Method Code The default method code e.g. Pickup, Delivery.
Shipping Agent Code This is the default Agent of shipping to this customer such as UPS, DHL, etc.
Shipping Agent Service This is the default Shipping service to this customer such as Ground (GND), Air (AIR).
Shipping Time The time it takes from when the order is shipped from the warehouse to when the order is delivered to the customer's address e.g. 5D is 5 days, 1W is 1 week. 
Base Calendar Code Not used.
Customized Calendar Not used.

Foreign Trade FastTab

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Fields on the Foreign Trade FastTab include:

Field Description
Currency Code Blank if the customer is transacted in Canadian $.
Language Code If the customer has to be transacted with on documents in their local or own language it can be selected here.
Bank Communication Always English.
Check date format The format to be used on the checks. For example, MM DD YYYY.
Check Date Separator Code to separate the date on a check (normally ‘blank’) – normally ‘-‘ – Canadian check standards.

 

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