Customer Fields

Data Field Overview | Customers Overview | Program Capacities

Basic

Refer to the table below for descriptions of each customer field. Fields shown in brackets, e.g. [field name], are suggested or read-only fields prefilled by Point of Sale.

If, when viewing a record list, columns (fields) shown below are not visible, you can use the customize columns feature to add them.

Field | Usage

Accept Checks?

The customers check-acceptance status, Yes or No. When No is selected, the cashier will be alerted when trying to accept payment by check on a receipt. With sufficient security rights (owner, manager, assistant manager pre-defined groups), the check can still be accepted at the users discretion.

If security is not used, the warning message is displayed, but any employee can accept the check.

Account Fields

Charge Account

[Account Limit]

[Account Balance]

[Available Credit]

[Past Due]

Select the Charge Account check box to allow charge account for this customer and then enter a credit limit.

Customer's current charge account limit, balance, and remaining credit available always displayed here and available to view from sales receipts.

If a new charge sale exceeds the available credit, Point of Sale blocks the charge. Learn more.

The Past Due amount comes from your QuickBooks Desktop financial software. You can block additional charges when an account is in a past due state.

Address fields | Bill To Address: The customers complete mailing address. (Pro) Ship To Address: Address where customer prefers to receive shipped merchandise. Default is same as Bill To address. Clear the check box and enter a different Ship To address as necessary. When making sales to this customer, shipping information can be added to the sales document.
Alt Contact | Allows for an alternate contact name for the customer.
Company | Name of the customers company. (Pro) Required when Track by Company is selected for a business customer.

Customer Discount

Percent: A percentage discount automatically suggested against the active price level to items listed on a receipt, layaway, or sales order made for the customer. You decide whether to apply the discount or not at the time of sale. Editable (subject to security rights).

Price Level: Use to assign one of your predefined price levels to the customer. When making a receipt for this customer you will be prompted to apply the specified price level, which you can choose to do or not at your discretion.

Customer ID (Pro)

Custom Fields 1-7 (Pro)

Customer Notes

Customer identification number; can be used to print barcoded ID cards. Those cards can then be scanned to add a customer to a sales receipt. Automatically generated by Point of Sale; editable but use the link above read about the special format of this number before making changes.

Custom fields can be used to enter any other customer information you need to track. Once defined, the fields can be used to filter lists and reports, and can be added to your printed documents using Print Designer. Learn more.

Use to record optional information about the customer, e.g. birthday, requested items, clothing sizes, etc. Customer notes are not exchanged with QuickBooks Desktop financial software.

Customer Type | Use to categorize your customers in ways that are meaningful to your business, such as their geographic location, or how they first heard about your business. Learn more.
E-mail OK to e-mail this customer | Customers e-mail address. Entry allows you to send send e-mail or to e-mail documents to the customer. Check box indicates if customer is willing to receive e-mail communications. Clear the check box if customer wishes to "opt out" of your e-mail communications. Learn more about e-mail marketing.
Full Name | Displayed on documents and is comprised of First, Last, and Title in the order specified in P references Company Sales. (Pro) For business customers: If Track by Company is selected on the customer record, then the company name is always displayed in the Full Name field.
First Name | Customer's first name.
Last Name | Customer's last name. Required for individual customers.
Title | Title for customer name: Mr., Mrs., or Ms.
[Last Sale] | The date of the customer's last purchase. Automatically updated when a receipt is updated.

Phone

Phone 2

Alt Phone

Three phone numbers, each up to 15 characters, allowing entry of an area code and a notation such as H, F or WK.

Note: For easy customer lookup by phone number, use a consistent format when entering the numbers. We suggest typing in the area code last so you can quickly find a customer by his or her basic seven-digit number. You can use or omit the hyphen, but you must be consistent in order to be able to search by phone number. Example: 854-4207 (818) H.

If desired, the Alt Phone field can be used to sort, search, and look up customers by information other than a second phone number. For example, you could enter customer driver license numbers and then search and look up your customers by entering their driver license numbers. (Subject to local regulations).

QB Status (QuickBooks Desktop financial software users only) | Customer list only. Displays the Financial Exchange status of the record: N ot Posted (not yet sent to QuickBooks Desktop), C ompleted (sent to QuickBooks Desktop), or E rror (attempting to send QuickBooks Desktop resulted in an error). Learn more.
[Rating] | Graphical indicator of customer purchase volume over time, based on user-defined time period and familiar five-star system. Learn more.
Rewards Member (Pro) | Check box to indicate customer participates in your rewards program. Can be added as a column to your customer list and used to filter the list and various reports. If the rewards program is active, a Rewards tab is added to the customer form with specific reward information for the customer. Learn more.
Tax Location | Specify a tax location to be used for this customer on sales. When making a sale to the customer, Point of Sale will prompt you to use this tax location. Note:If Tax-Exempt is selected for the customer (see below),a hidden exempt location is automatically applied and this filed is disabled. . The Tax Location column/field can be added to your customer list or information panel.
Tax-Exempt | If checked, no sales tax is collected on sales to this customer.
Track by Company (Pro) | Select this check box to use the company name throughout the program (in the Full Name field) and to add a Customer PO# field to sales receipts and customer orders, allowing you to track transactions by the customer PO number. Learn more.
Use with QuickBooks Desktop (QuickBooks Desktop financial software users only) | Select to share the customer information with QuickBooks Desktop financial software. Required to offer a store charge account to the customer. Default selection can be specified in company preferences.
ZIP | ZIP code or other postal code, up to 10 characters (e.g., 12345-6789).

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