{"id":21303,"date":"2021-08-19T15:12:51","date_gmt":"2021-08-19T14:12:51","guid":{"rendered":"https:\/\/bigredcloud.com\/?post_type=docs&#038;p=21303"},"modified":"2024-06-20T08:00:35","modified_gmt":"2024-06-20T07:00:35","password":"","slug":"customers","status":"publish","type":"docs","link":"https:\/\/bigredcloud.com\/en\/documents\/customers\/","title":{"rendered":"Customers"},"content":{"rendered":"<p><iframe loading=\"lazy\" class=\"lazy-loaded\" title=\"vimeo908286159\" src=\"https:\/\/player.vimeo.com\/video\/908286159?autoplay=0&amp;autopause=0\" width=\"600\" height=\"360\" allowfullscreen=\"allowfullscreen\" data-lazy-type=\"iframe\" data-src=\"https:\/\/player.vimeo.com\/video\/908286159?autoplay=0&amp;autopause=0\"><\/iframe><\/p>\n<p>Before you can enter sales invoices or details of receipts from Customers, it is necessary to enter basic Customer information into your Sales Ledger. \u00a0By setting up a Customer (or Debtor) you are creating a Sales Ledger Account which is used to hold details of sales made to and payments received from your Customers.<\/p>\n<p>To set up customers in Big Red Cloud accounting software you will need their business Names and Addresses (and the Contact Names, Telephone and Fax numbers <em>etc.<\/em> if you wish to use them). \u00a0You will also need a list of the opening balances on your Customer accounts.<\/p>\n<p><strong>Add a New Customer.<\/strong><\/p>\n<p>Select\u00a0Customers\u00a0from the Setup menu or the Lookup screen in the accounting software.<\/p>\n<p>At the Customer browse screen click on\u00a0Add.<\/p>\n<p>A screen similar to the one below will be displayed:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-21310\" src=\"http:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/cust_add.jpg\" alt=\"\" width=\"549\" height=\"539\" srcset=\"https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/cust_add.jpg 549w, https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/cust_add-300x295.jpg 300w\" sizes=\"auto, (max-width: 549px) 100vw, 549px\" \/><\/p>\n<p><strong>A\/C Code.<\/strong><\/p>\n<p>You will be asked to specify a unique code for each Customer. \u00a0Each code can be up to 8 characters long and can consist of all numbers, all letters or a combination of both. \u00a0If you are already using a coding system you may wish to retain it. \u00a0If you wish to set up new codes we recommend that you consider the following:<\/p>\n<p>If using purely numeric codes pad out with zeroes, <em>i.e.<\/em> \u00a0001,\u00a0002\u00a0<em>etc.<\/em> rather than simply 1, 2 <em>etc.<\/em> so that sorting will be consistent in reports and lookups.<\/p>\n<p>If you have a small number of Customers then consider using the first three or four letters of the Customer name as a code, <em>e.g.<\/em>\u00a0GUI\u00a0or\u00a0GUIN\u00a0for Guinness.<\/p>\n<p>With a larger number of accounts a combination of letters and numbers works well, <em>e.g.<\/em> G0000001\u00a0or\u00a0GA000001\u00a0for Gainers,\u00a0G0000002\u00a0or\u00a0GR000001\u00a0for Groves &amp; Co. <em>etc.<\/em><\/p>\n<p><strong>Our Code.<\/strong><\/p>\n<p>This is the code by which your Customer identifies you. \u00a0It is for memorandum purposes only in the accounting software.<\/p>\n<p><strong>Opening Balance.<\/strong><\/p>\n<p>The Opening Balance is the balance due when starting to use Big Red Cloud, <em>i.e.<\/em> the First Month of Transaction Entry. \u00a0For example, your Financial Year may start in January but you may be starting to use Big Red Book in August and have set the First Month to August.<\/p>\n<p>To enter the Customer\u2019s opening balance click at the button marked\u00a0O\/Balance.<\/p>\n<p>When satisfied with the accuracy of the balance either click on\u00a0OK\u00a0or press the letter\u00a0O on the keyboard.<\/p>\n<p>When Manual Allocations is not selected a screen similar to the one below is displayed. \u00a0Enter aged break-down; the balance is automatically updated.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-21311\" src=\"http:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/cust_openbal.jpg\" alt=\"\" width=\"299\" height=\"344\" srcset=\"https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/cust_openbal.jpg 299w, https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/cust_openbal-261x300.jpg 261w\" sizes=\"auto, (max-width: 299px) 100vw, 299px\" \/><\/p>\n<p>Opening Balance screen for a Customer (showing the Age Analysis method in use).<\/p>\n<p><strong>Bank.<\/strong><\/p>\n<p>Click on the\u00a0Bank\u00a0button to maintain details of the customer\u2019s bank account. \u00a0A screen similar to the one below is displayed.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-21312\" src=\"http:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/Cust_bank_acc.jpg\" alt=\"\" width=\"466\" height=\"309\" srcset=\"https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/Cust_bank_acc.jpg 466w, https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/Cust_bank_acc-300x199.jpg 300w\" sizes=\"auto, (max-width: 466px) 100vw, 466px\" \/><\/p>\n<p class=\"paragraph sh-color-black sh-color\"><span class=\"normaltextrun sh-color-black sh-color\"><b class=\"sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">Dormant Customers\/Suppliers\/Products<\/span><\/b><\/span><\/p>\n<ul class=\"sh-color-black sh-color\" type=\"circle\">\n<li class=\"paragraph sh-modified-inline sh-color sh-color-black\"><span class=\"normaltextrun sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">Allows users to set Customer\/Supplier\/Product records as \u2018Dormant\u2019<\/span><\/span><\/li>\n<li class=\"paragraph sh-modified-inline sh-color sh-color-black\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">How it works:<\/span><\/li>\n<\/ul>\n<ul class=\"sh-color-black sh-color\" type=\"circle\">\n<li style=\"list-style-type: none;\">\n<ul class=\"sh-color-black sh-color\" type=\"circle\">\n<li class=\"paragraph sh-modified-inline sh-color sh-color-black\"><span class=\"normaltextrun sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">Go to Lookup<\/span><\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul class=\"sh-color-black sh-color\" type=\"circle\">\n<li style=\"list-style-type: none;\">\n<ul class=\"sh-color-black sh-color\" type=\"circle\">\n<li style=\"list-style-type: none;\">\n<ul class=\"sh-color-black sh-color\" type=\"circle\">\n<li class=\"paragraph sh-modified-inline sh-color sh-color-black\"><span class=\"normaltextrun sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">Highlight the relevant Customer\/Supplier\/Product and select Change.<\/span><\/span><\/li>\n<li class=\"paragraph sh-modified-inline sh-color sh-color-black\"><span class=\"normaltextrun sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">Change Type to Dormant Customer &amp; Save.\u00a0<\/span><\/span><span class=\"eop sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">\u00a0<\/span><\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul class=\"sh-color-black sh-color\" type=\"circle\">\n<li style=\"list-style-type: none;\">\n<ul class=\"sh-color-black sh-color\" type=\"circle\">\n<li class=\"paragraph sh-modified-inline sh-color sh-color-black\"><span class=\"normaltextrun sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">Validation<\/span><\/span><span class=\"eop sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">\u00a0<\/span><\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul class=\"sh-color-black sh-color\" type=\"circle\">\n<li style=\"list-style-type: none;\">\n<ul class=\"sh-color-black sh-color\" type=\"circle\">\n<li style=\"list-style-type: none;\">\n<ul class=\"sh-color-black sh-color\" type=\"circle\">\n<li class=\"paragraph sh-modified-inline sh-color sh-color-black\"><span class=\"normaltextrun sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">Balance must be 0.00<\/span><\/span><span class=\"eop sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">\u00a0<\/span><\/span><\/li>\n<li class=\"paragraph sh-modified-inline sh-color sh-color-black\"><span class=\"normaltextrun sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">No associated transactions in current year<\/span><\/span><span class=\"eop sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">\u00a0(incl Months 13,14,15)<\/span><\/span><\/li>\n<li class=\"paragraph sh-modified-inline sh-color sh-color-black\"><span class=\"normaltextrun sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">All associated quotes must be closed<\/span><\/span><span class=\"eop sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">\u00a0<\/span><\/span><\/li>\n<li class=\"paragraph sh-modified-inline sh-color sh-color-black\"><span class=\"normaltextrun sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">All associated transactions have been paid\/allocated<\/span><\/span><span class=\"eop sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">\u00a0(if allocations are ON)<\/span><\/span><\/li>\n<li class=\"paragraph sh-modified-inline sh-color sh-color-black\"><span class=\"normaltextrun sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">No associated unassigned discounts<\/span><\/span><span class=\"eop sh-color-black sh-color\"><span class=\"sh-color-black sh-color\" lang=\"EN-US\">\u00a0<\/span><\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-21313\" src=\"http:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/image001.png\" alt=\"\" width=\"896\" height=\"670\" srcset=\"https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/image001.png 896w, https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/image001-300x224.png 300w, https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/image001-768x574.png 768w\" sizes=\"auto, (max-width: 896px) 100vw, 896px\" \/><\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Before you can enter sales invoices or details of receipts from Customers, it is necessary to enter basic Customer information&#8230;<\/p>\n","protected":false},"author":19,"featured_media":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"inline_featured_image":false,"footnotes":""},"doc_category":[205],"doc_tag":[],"class_list":{"0":"post-21303","1":"docs","2":"type-docs","3":"status-publish","5":"doc_category-setup"},"year_month":"2026-06","word_count":526,"total_views":0,"reactions":{"happy":0,"normal":0,"sad":0},"author_info":{"name":"Anirudh Pathak","author_nicename":"apathak","author_url":"https:\/\/bigredcloud.com\/en\/author\/apathak\/"},"doc_category_info":[{"term_name":"Setup","term_url":"https:\/\/bigredcloud.com\/en\/docs-category\/setup\/"}],"doc_tag_info":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.7) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Customers - Big Red Cloud<\/title>\n<meta name=\"description\" content=\"Before you can enter sales invoices or details of receipts 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