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Juhend HansaWorld Enterprise'i versioonile 2024-03-16  

Operations Menu - Contacts - Customer Status

This page describes the 'Customer Status' function on the Operations menu in the Contact browse and record windows. If you are using iOS or Android, the 'Customer Status' function is on the Tools menu (with 'wrench' icon).

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When you are reviewing the Contact record for a Customer, you can check their current account status using the 'Customer Status' function. When you select the function, a Customer Status report will be printed to screen.

If you are using Windows or macOS, you can include several Customers in the report. Simply highlight a number of Contacts in the 'Contacts: Browse' window and select 'Customer Status' from the Operations menu. To highlight a range of Contacts, click the top one in the range and then hold down the Shift key and click the last one.

If you are using iOS or Android, you can only highlight a single Contact at a time, by searching for it, so you can only produce a Customer Status report for a single Customer.

On all platforms, you can also open the Contact record for a Customer in a record window and produce a Customer Status report by selecting 'Customer Status' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android).

In its basic form, this report will first show the Customer Number, Name and telephone number. This information will be followed by a list of the Customer's Contact Classifications. The five most recently paid Invoices will then be listed, as will all open (unpaid) Invoices.

You can have much more information shown in the report, such as lists of recent Activities, Contract Quotations, Contracts, Quotations and Orders, and monthly sales figures for the past year. To have this extra information shown in the report, create a record for yourself in the Info in Customer Status Report setting in the CRM module. As you can create separate records in this setting for each user, you can control how much of this additional information will be shown to different users. You can effectively give each user a different report definition.

Simply creating a record for yourself in the Info in Customer Status Report setting will add the Customer's address, Warning on Sales if there is one, Credit Limit and turnover for the first period in the Reporting Periods setting to the top of the report. The remainder of the report will then follow the specification in your Info in Customer Status Report record. If you are using the Open Invoices until Due Date only (Suspend on Overdue) option in the Credit Limit setting and a Customer has at least one overdue Invoice, their Credit Limit will be shown to be 0.00 in the report.

If the appearance of the Customer Status report is not as you expect (i.e. the Customer's address, Warning on Sales if there is one, Credit Limit and turnover are not shown, and the report only lists Invoices), the probable cause is you do not have a record in the Info in Customer Status Report setting.

The Customer in the above example has an On Account balance. This is not included in the Used Credit figure but it is included in the Available Credit figure.

The Customer Status report has the Standard ERP Drill-down feature. You can open many records such as Contact Persons, Activities, Quotations and Invoices from the report by clicking (Windows/macOS) or tapping (iOS/Android) in the appropriate places (i.e. on Contact Person names, on Activity Dates and on Quotation and Invoice Numbers). You can also click or tap on a Person's Signature to open an Activities, Persons report for that Person. Text with the drill-down feature is shown underlined in the report. If you have a record in the Info in Customer Status Report setting, the report will also contain a [New Activity] text link that you can click or tap to create an empty new Activity and a [Credit History] text link that will open a separate report showing the Customer's credit history. This is a chargeable Cloud Service: to use it you must have registered your database in Estonia using the Automatic Internet Enabler method, as described on the 'Enabler Key' page. You must also have entered a Reg. No. 1 on the 'Company' card of the Contact record for the Customer whose credit history you are interested in.

As previously mentioned, this function will print to screen a Customer Status report for the Customer currently on screen or for those Customers highlighted in the browse window. If you run the function for a Contact Person, it will produce a Customer Status report for the Customer for whom the Contact Person works (i.e. the Customer that is linked to the Contact Person in the Contact Relations register). The function will have no effect if you try to use it with other Contacts (e.g. with Suppliers).

As well as using the 'Customer Status' function described here, you can also produce a Customer Status report using the following methods:

  • Activate 'Paste Special' from the Customer Number field in a record such as an Order or Invoice, highlight a Customer in the list and choose 'Customer Status' from the Operations menu (Windows/macOS only);

  • Open an Activity where the Customer field contains a Customer (not a Supplier) and choose 'Customer Status' from the Operations or Tools menu;

  • Open a Contract, Invoice, Quotation or Service Order in which a Customer has been specified and choose 'Customer Status' from the Operations or Tools menu (in the case of Contracts and Service Orders, you can also choose 'Customer Status' from the browse window);

  • Open the 'Communication Centre' window, highlight one or more Customers in the Contact List and click the [Customer Status] button (Windows/macOS only); and

  • In the Sales Ledger, click (Windows/macOS) or tap (iOS/Android) the [Reports] button in the Navigation Centre and choose to produce the Customer Status report.
In the first four cases, the report will follow the specification in your Info in Customer Status Report record. In the last case, there will be no reference to the Info in Customer Status Report setting and the basic version of the report as described in the second paragraph of this section will be produced.

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The Contact register in Standard ERP:

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