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Defaults

This form contains customer default information, specifying settings that are applied during transaction processing and reporting.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Information Several of the parameters default from Accounts Receivable Module Control, but you can change them.

Branch

Select the branch the customer belongs to. This is primarily used as a means of filtering report output, and determining general ledger accounts for AR transactions where wildcards are in use.

Currency

Select the currency code of the customer. If this is different from the company's currency, you can enter transactions for this customer in their foreign currency, and view balances in either the foreign or local currency.

Calendar

Select the calendar used to summarise AR transactions by period, and determine customer aged balances.

Payment terms

Select the customer's payment terms from those pre-defined in UT Payment Terms Maintenance. This determines the payment date that defaults to an AR invoice for this customer.

Salesperson

Select the default salesperson who is usually responsible for and assigned to this customer. These are set up in Salesperson Maintenance. The salesperson assigned defaults to transactions for this customer, though it can be overridden during transaction entry. The salesperson can also be used to filter the output of some AR reports.

Note: You can't make a salesperson to inactive if they are set as a customer's default salesperson.

Receipt type

Select the default method by which this customer usually pays their account: cash, banked credit card, non-banked credit card, cheque, and banked deposit (where receipt is sent directly into the bank by the customer — for example, an EFT transaction). This can be overridden during receipt entry.

Invoice discount

Enter the default invoice discount % normally received by this customer. The default value is invoices entered for the customer so that prices are discounted using the percentage. The default discount % assigned can be overridden during transaction entry.

Statement discount

Enter the default statement % discount received by this customer - this is used to calculate statement discounts for the customer before printing statements.

Interest code

Select the default code used in calculating interest on overdue balances for this customer. These are set up in Overdue Interest Code Maintenance.

Advanced receipt %

If SO Advanced Receipts are in use, this displays the default advance receipt percentage from SO Module Control. You can edit this value.

Taxation Options

Tax type

Select the tax type to use as the default for this customer during transaction entry: Exclusive or Inclusive. This determines how tax is calculated and displayed on the transaction line for the customer. The default value is read-only and Exclusive for any customer for a country using North American sales tax.

Tax code

Select a tax code to default to transactions for this customer. If no tax code is assigned here, the tax code is taken from the masterfile associated with the line type (for example, from the item for an IN line) if one is assigned. Otherwise, the company tax code is used.

Tax number

This is only applicable (and visible) if the company uses North American Tax or EC Sales Reporting.

If applicable, enter the customer's tax reference number here. Separating characters (such as hyphens) may be entered and saved and these will be stripped out by Greentree Desktop. before verifying the number entered is valid.

Has a parent account

Select this option if the customer is going to use a parent account for payments. If you select this option, you must select the customer code of the parent account.

Order number required

If you select this option, for a customer, you must to enter the customer's order number when an invoice or sales order is entered for this customer.

Order number must be unique

This option is only be applicable if the Sales Order module is in use.

If selected for a customer, order numbers entered for this customer in sales order entry must be unique across all orders for this customer.

POS Defaults

These options only displays if the Point of Sale Module is in use.

Account type

Select the type POS account type of the customer. Valid types are Cash, Account, and Lay-by.

The type works with POS Sales Entry in that a receipt must be processed for cash customers, but it is not required for account or lay-by customers.

Receipt detail

Enter a narration if applicable, which defaults through to the receipt detail field when a receipt is processed for this customer in POS Sales Entry.

Print invoices

Select this option to print an invoice for the customer when a receipt is processed using POS Sales Entry. The option to print on save must also be selected in POS Station Maintenance for the station that is processing the receipt.

This is most likely to be applicable if the customer is a cash customer. If the customer purchases items on account, an invoice may not be required when the sale is processed.

Print credit notes

Select this option to print a credit note for the customer when a credit (return) is processed using POS Sales Entry. The option to print on save must also be selected in POS Station Maintenance for the station that is processing the receipt. This is most likely to be applicable if the customer is a cash customer.

If the customer purchases (returns) items on account, a credit note may not be required when the return is processed.

Reporting Options

Hotprint invoice form

This will default from the Invoice form selected in AR Module Control, however it can be overridden at a customer level if different customer's require different invoice formats. The report selected here is the one that will print for this customer when invoices are hotprinted from AR Invoice Entry, Sales Order Entry, or Packing Slip Maintenance.

Print discount

Select this option if you want discount percentages/values to print on invoices for this customer.

Print overdue messages on statements

Select this option if you want overdue messages to be printed on statements for this customer. These messages are set up in Overdue Interest Code Maintenance.

Print notes on invoices

Select this option if you want invoice notes (header narration) to print on invoices for this customer.

Print zero supplied order lines on invoice

This option is only visible if the Sales Order module is in use, and defaults from Accounts Receivable Module Control. Select the option if you want fully backordered inventory lines to print on the AR Invoice, and any partially backordered lines. The option is only applicable if AR Invoice with B/O qty - L has been selected as the Hotprint invoice form for this customer.

If this option is going to be used, the SO Module Control option Generate zero supplied lines on packing slips should also be selected, otherwise zero supplied lines will not be generated using the Generate Packing Slips process and will not exist to print on the invoice.

Invoice delivery method

If eReporting options are in use, you can select the default delivery method to be used when printing invoices for this customer. Options are: Print, Email, Fax.

Invoice recipient

If the invoice delivery method is Email or Fax, enter the customer or recipient's fax number or email address.

Information If Print is selected, this field will be cleared and disabled.

If an email address is assigned on the Main tab, it will default here for email recipients. If an SO Packing Slip or AR Invoice is hotprinted from the SO Entry program, this is the email address that will be used for the recipient. If a fax number is assigned on the Main tab, it will default here for fax recipients.

Statement delivery method

If auto fax/email options are in use, you can select the default delivery method to be used when printing statements for this customer. Options are: Print, Email, Fax.

Statement recipient

If the statement delivery method is Email or Fax, enter the customer/recipient's fax number or email address.

Information If Print is selected, this field will be cleared and disabled.

If an email address is assigned on the Main tab, it will default here for email recipients. If a fax number is assigned on the Main tab, it will default here for fax recipients.

Receipt delivery method

If auto fax/email options are in use, you can select the default delivery method to be used when printing receipts for this customer. Options are: Print, Email, Fax.

Receipt recipient

If the receipt delivery method is Email or Fax, enter the customer or recipient's fax number or email address.

Information If Print is selected, this field will be cleared and disabled.

If an email address is assigned on the Main tab, it will default here for email recipients. If a fax number is assigned on the Main tab, it will default here for fax recipients.

Intrastat/EC Sales

These fields are only applicable if the company is subject UK Intrastat and EC Sales reporting.