Steps to Create a New Customer:
1: Go to Home > Customers (Shortcut – Ctrl + U)
2: Select the Customer option at the bottom left-hand corner and select New Customer to open the customer entry form
3: Enter in the Customer Details
- Enter in the demographics
- Apply any discounts, pricing levels, or contacts in the Discounts and Pricing Section
- Add any additional information in the “More Information field”
4: Optional Billing Options
• If the customer record is being set up for a Group/Company that wants to have billing privileges (i.e wanting to have the ability to allow sales on account), you will go to the billing tab (3. Billing) and select the option “Allow Sales on Account”.
This enables the group to purchase items using the Store Charge payment method.
• If sub-accounts need to bill the main account (e.g., a hospital employee billing to a hospital’s main account), select Allow sub-accounts to be added to this customer in the Billing Options of the main account.
5. Assign a Sub-Account to a main account
• We will now create a customer called “Hospital Employee” and assign the new customer to bill to the main account “Hospital Group”
Once you have created the customer “Hospital Employee” – you will now go to their Billing Tab and select “Bill Invoices to a store account customer”.
You can now assign this customer in the “Billed Account” section to the main account “Hospital Group”.
Once the customer is assigned to the Billed Account – they will also have the option to bill their charges to the Billed Account. This option will appear once a customer with billing privileges is selected in a new sale.
You will see the Ship To – as the customer who is receiving the item and Sold To – as the group that is getting billed.
Additional Information
In the customer lists, Billed Accounts are labeled in blue, Sub-accounts are labeled in green, and non-billable accounts are labeled in black by default.
How to use Account Statement Reports to view billed items:
Reports > All Reports > Customers > Account Receivable > Account Statements
Select the Ending Date and the Customer to include (Ex. Hospital Group)
You will now be able to see the Account Statement with the items that were billed for the customer “Hospital Employee” that was charged to the account “Hospital Group”
Other reports that can be useful for these billed items would be the Summary Invoice and Customer Balance Summary
Using the Payroll Deduct Payment Method
If the company would like to use payroll deduct and have the employee split the payments across different pay periods, they have the option to use the “Payroll Deduct” payment method.
Example of Account Statement and associated Invoice Statement using Payroll Deduct payment method:
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