Customer Account Details

 

Should the "Person" that will be responsible for the account be a Company and not a natural person like the Father/Mother, Left Click the Check Box.

 

When this is done a Check Mark () will be displayed and the Identity Number will be Replaced with the  Registration Number of the Company (5).

 

Enter an Account Number for the Customer.

 

Tip:

When deciding on an Account Number for a debtor (Customer), it has been Edupac's legacy rule of thumb to create the number as follows:

 

1.     Debtor's accounts start with 3.

2.     Next four characters are the first 4 letters of the customer's surname / company name.

3.     Last two characters are 01, 02 etc.

4.     Example: The third family (customer) that is created with the surname Smith will get Account number 3SMIT03.

 

Note:

The naming convention in the tip above is only a guideline. The format of an account number is a free format and may be any combination of characters.

 

 

 

The Account Number is a Required field ().  The user needs to enter a Code for the Account. Should the user not enter a Description and attempts to Save () the information the system will give an indication () that this is compulsory information.

 

 

 

Enter a Display Name for the Customer. (Typically Surname, Name or Company Name)

 

The Display Name is a Required field (). 

 

Should the Account Holder be a Company the user needs to enter a Display Name. Should the user not enter a Description and attempts to Save () the information the system will give an indication () that this is compulsory information.

 

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Should the Account Holder not be a Company the user will not be able to enter a Display Name. The Display Name is in this case a combination of the Surname and Full Names.

 

Enter Full Name of person responsible for payment of the Account.

 

The Full Name is a Required field ().  The user needs to enter the Full Names of the Account Holder. Should the user not enter a Full Name and attempts to Save () the information the system will give an indication () that this is compulsory information.

 

 

Enter ID Number of person responsible for payment of the Account.

 

Should the Account Holder be a Company the Identity Number field will be Replaced with the Registration Number field.

 

OR

 

         

 

 Enter the Registration Number of the Company.

 

 

Enter the Customer's EasyPay Number if applicable.

Enter a Contact Person Name as desired - this field is regarded as a Next of Kin applicable to the creation of a monetary Debtors Account.

 

Select the Customer's preferred Payment Frequency.

Set Alert is a FLAG that can be ticked on or off in order to draw the attention of the user/other users that there is a special condition with regards to this customer's account i.e. special pay-off arrangement, or can only pay at end of the year etc.

 

Should an Alert to be set for this Account Holder, Left Click the Check Box. When this is done a Check Mark () will be displayed.

Should the Account Holder wish to receive an Electronic Statement - rather than a printed one, Left Click the Check Box. When this is done a Check Mark () will be displayed.

 

Note:   If this tick box is not ticked, then the Customer's Name will not appear by default on the list of e-mail statement recipients.

 

Refer to Cutomers>Email Statements.

 

Enter Surname of person responsible for payment of the Account.

 

The Surname is a Required field ().The user is required to Enter a Surname for the corresponding new Account. Should the user not Enter  a Surname and attempt to Save () the information the system will give an indication  () that this is compulsory information.

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This is a free field code that can be used for example when importing of account detail from another previously used accounting system.

 

Enter the Amount if a Deposit was paid.

 

Note:   This Amount is for reference only and will not be posted in any account.

 

Left-Clicking this CheckBox Icon the user may indicate whether the pertaining Customer Profile is to be regarded as a cash-transactions only Customer or not.

Thusly resulting that as an Invoice is generated against this customer who is deemed a Cash Account, the receipt will be automated as the Invoice is processed.

Should the Account Holder be charged with interest, Left Click the Check Box. When this is done a Check Mark () will be displayed.

Left-Clicking this CheckBox Icon the user may indicate whether the pertaining Customer Profile is to receive SMS Notifications regarding Financial Statements etc. or not. A cellular contact capable of SMS (Short Message Service) must be added in order for this CheckBox to have any effect. Refer to Bullet 19.

 

 

For Adding, Editing,  Removing, Printing, Filtering etc. of Account Records, Refer to  GENERAL TOOLBAR MODULE.

 

Refer To Add Contact Number

 

A List of Contact details will be displayed under this tab.

 

Refer To Add Contact Number

 

 

Refer To Addresses Tab

 

Refer To Emails Tab

 

Refer To Debit Orders Tab

 

Refer To Notes Tab

 

Refer To Students Tab

Refer to Groups.

Refer to Documents.

Refer to How to Split the Debit Order on a Customer per Business Unit for an Account.

 

SMS logs  has the link to the Customer or Person (Guardian) the message has been sent to.

 

 

Email logs  has the link to the Customer or Person (Guardian) the message has been sent to.

When all information has been entered the Account is saved by Left Clicking on the Save Button (). Should the user want to Cancel the Add Action, Left Click on the Cancel Button ().