Initial Setup and Navigation
Before adding a new customer, ensure you have the appropriate permissions and that your Sage 100 system is properly configured. Start by accessing the Customer Maintenance module:
- Navigate to Library Master > Company Maintenance
- Verify that the Accounts Receivable module is activatedAccess the Customer Maintenance screen
Basic Customer Information
Customer Code and Identification Start by entering the fundamental customer information:
- Enter a unique customer code in the "Customer No." field
- Input the complete business name or individual's name
- Ensure the "Active" checkbox is selected to enable processing
Contact Details Enter comprehensive contact information:
- Primary contact name
- Business phone number
- Email address (crucial for electronic invoicing)
- Website (if applicable)
- Physical address
- Shipping address (if different from billing)
Financial Configuration
Credit Settings Configure the customer's credit parameters:
- Set appropriate credit limits based on business policies
- Define payment terms
- Establish credit hold thresholds
- Configure early payment discount terms
Tax Information Set up proper tax configurations:
- Tax registration numbers
- Default tax codes
- Tax exemption status (if applicable)
- Tax jurisdiction settings
Account Classification
Properly categorize the customer for reporting and analysis:
Customer Categories
- Assign relevant customer categories
- Set up customer price levels
- Define territory codes
- Establish distribution channels
Account Settings
- Configure the default General Ledger account
- Set up subsidiary accounts if applicable
- Define department codes as needed
Electronic Document Setup
Configure electronic document preferences:
- Enable/disable electronic invoicing
- Set up email templates
- Configure document delivery preferences
- Establish electronic payment methods
Custom Fields and Additional Information
Utilize custom fields for business-specific requirements:
- Industry-specific identifiers
- Customer-specific requirements
- Special handling instructions
- Custom pricing agreements
Price Schedule Configuration
Set up customer-specific pricing:
Pricing Hierarchy
- Customer-specific price schedules
- Volume-based pricing
- Contract pricing
- Standard price codes
Quantity Breaks
- Configure quantity-based discounts
- Set up promotional pricing
- Define seasonal pricing adjustments
Shipping and Delivery
Configure shipping preferences:
- Default shipping method
- Special handling requirements
- Preferred carriers
- Delivery schedule preferences
Payment Configuration
Set up payment processing details:
Payment Methods
- Configure accepted payment types
- Set up electronic payment processing
- Define auto-payment parameters
- Configure recurring billing settings
Bank Information
- Record banking details for electronic transfers
- Set up direct debit mandates
- Configure payment gateways
Customer Communications
Establish communication preferences:
- Set up default communication methods
- Configure automated notifications
- Define statement delivery preferences
- Set up customer portal access
Security and Access Control
Implement appropriate security measures:
- Set up user access rights
- Configure document security
- Establish audit trails
- Define sensitive data handling
Best Practices and Tips
To ensure optimal customer setup:
Data Quality
- Verify all entered information for accuracy
- Maintain consistent naming conventions
- Document any special arrangements
- Regular review and updates of customer information
System Integration
- Ensure proper synchronization with other modules
- Verify integration with third-party systems
- Test automated processes
- Validate reporting requirements
Validation and Testing
Before finalizing the customer setup:
- Create test transactions
- Verify tax calculations
- Test document generation
- Confirm pricing calculations
- Validate payment processing
Post-Setup Procedures
After completing the customer setup:
Documentation
- Record all customer-specific configurations
- Document special pricing arrangements
- Note any system customizations
- Maintain setup change history
Training and Communication
- Train relevant staff on new customer procedures
- Communicate special handling requirements
- Document customer-specific workflows
- Establish ongoing review procedures
Maintenance and Updates
Establish procedures for ongoing maintenance:
Regular Reviews
- Periodic credit limit reviews
- Update contact information
- Review pricing agreements
- Validate tax settings
System Updates
- Apply relevant system updates
- Update integration settings
- Maintain security protocols
- Review automation rules
Troubleshooting Common Issues
Address common setup challenges:
Data Entry Issues
- Resolve duplicate entries
- Fix incorrect account assignments
- Address pricing discrepancies
- Correct tax calculation errors
System Integration
- Resolve synchronization issues
- Fix document generation problems
- Address payment processing errors
- Correct reporting discrepancies
Conclusion
Proper customer setup in Sage 100 is fundamental to efficient business operations. Following these detailed steps ensures accurate record-keeping, proper financial tracking, and smooth business processes. Regular maintenance and updates keep the customer database current and reliable, supporting effective business relationships and financial management.
Remember that customer setup is not a one-time task but requires ongoing attention to maintain accuracy and effectiveness. Regular reviews and updates of customer information ensure your Sage 100 system continues to support your business operations effectively.
Citations: [1] https://www.youtube.com/watch?v=DmXc_l2UmD4 [2] https://www.youtube.com/watch?v=jtGYeD4kih4 [3] https://www.youtube.com/watch?v=oyCF7Cv0GLU [4] https://www.swktech.com/new-account-general-ledger-setup/ [5] https://www.youtube.com/watch?v=B5U9kDlGURo [6] https://www.youtube.com/watch?v=cCCjwVlKvsc [7] https://docs.greytrix.com/gumu-sage-crm-sage-100-integration/user-guide/chapter-2-customer-integration/create-customer-from-sage-100-into-sage-crm. [8] https://help-sage100.na.sage.com/2023/Subsystems/PO/POPROCED/ADD_A_NEW_VENDOR_DURING_DATA_ENTRY.htm [9] https://www.youtube.com/watch?v=Tj8z2isarFU