Click on the AddressBook main menu from the main BusinessMaster toolbar. Click on Add Address or Edit Address to enter the Address form. Add Address is for entering new Customers or Vendors, and Edit Address is for editing existing Customers or Vendors in the system. There is also an Add New button in the Address column on the Switchboard that opens the AddressBook in Add Address mode, and the Edit button in the same column opens the AddressBook in Edit Address mode.
Header Info
When adding or editing Addresses, the following fields are always at the top, above the tabbed screen sections:
Search For
Use this field to quickly jump to a customer or vendor by their general Company Name.
ID
This field identifies each customer or vendor and each customer or vendor entry must be unique. This field is referenced system wide and will link all information in the Address module with the current information.
Name
This is where the Company Name is displayed, and it does not have to be unique. This makes it possible for you to create multiple Customer/Vendor records with different combinations of BillTo and ShipTo addresses per CompanyName. ***Note*** If you are using the output to QuickBooks, then either the CompanyName or the ID can be used for output.
Type
There are four types of accounts in the system: Customers, Vendors, Other and Employees.
General Address Tab <Top>
Beneath the Customer or Vendor ID and Company Name in the Address form are tabbed sections for Customer and Vendor data. The first of these from the left is the General Info section, which can be used to keep referencial notes related to the specific Customer or Vendor, and contains the General Address Info for the Customer or Vendor or Contact.
The general contact information for an account is added, edited or viewed here. This address information can be used to automatically populate the BillTo and ShipTo addresses, by pressing the Same button on those screens.
Following are descriptions of the fields and buttons found on this screen:
DateStarted
This refers to the date the Note was entered. This field can be updated or changed to be used as a reference for when this record was last changed.
Notes
Notes can be entered here that are specific to the ID/CompanyName. These notes will not be visible on documents such as SalesOrders, PurchaseOrders etc… but will be on forms for internal reference.
GenAddress
The 1st line of the address is entered here and can be used for additional information such as attention, suite, or other information. If you are using the output to Accounting programs, lines 2 and 3 will be concatenated (linked together) into line#2.
GenCity
The City for this address record.
GenState
The State for this address record.
GenZip
The ZipCode for this address record.
GenCountry
The Country for this address record.
GenPhone
The Phone# for this address record.
GenPhoneExt
The Phone# extension for this address record.
GenFax
The Fax# for this address record.
Email
The Contact E-mail address for the address record.
The Send E-mail Button
Sending an Email to the Customer or Vendor via this button will send an email to the email address listed on this tab, using your Windows default Email Browser. It will also make a Contact entry in the Contacts for the Customer/Vendor to reflect the fact that an email was sent, along with the date and time the email was sent.
GenContact
The contact for this address record.
Toll-Free#
The additional phone# that is toll-free, or can be used as a second general phone#.
Here is a screenshot of the the General Address screen in the AddressBook:
Bill To Address Tab <Top>
This is where the Billing Address Information is entered, edited and viewed. This Address will be used for all Invoices against a customer, and will output to any accounting programs that are linked with the BusinessMaster program.
If the desired Billing Address Information is the same as the General Information, then pressing the "Same" button will bring the same General information data into the Bill To fields. It is not required that the BillTo and General information be the same.
Following are descriptions of the fields and buttons found on this screen:
A/PPhone#
Accounts Payable phone number.
Ext
Corresponding extension for the A/P Phone #.
A/PFax#
Accounts Payable fax number.
Email
The Accounts Payable email address for this address record.
SendEmail Button
This button will send an email to the E-Mail field on this tab using your current MAPI client in your Windows operating system and will make a Contact entry in the Contacts tab.
Here is a screenshot of the the Bill To screen in the AddressBook:
Ship To Address Tab <Top>
This is where the default Shipping Address Information is entered, edited and viewed. This Address will be used for all Packing Slips against a Customer, and will output to any accounting programs that are linked with the BusinessMaster program.
If the Shipping Aaddress is the same as the General Address, then pressing the "Same" button will bring the same General Address Info data into the Ship To fields. It is not required that the ShipTo and General information be the same.
Here are descriptions for the fields and buttons found on this screen:
ReceivingPhone#
The Receiving/Inventory/Dock Phone#.
Ext
The Receiving/Inventory Phone# extension.
ReceivingFax#
The Receiving/Inventory/Dock Fax#.
Email
The Receiving/Inventory email.
SendEmail Button
This button will send an email to the E-Mail field using your current MAPI client in your Windows operating system and will make a Contact entry in the Contacts tab.
Here is a screenshot of the the Ship To screen in the AddressBook:
Customer Info Tab <Top>
Each Customer can have associated payment and credit terms. Payment and Credit terms are connected to each unique Customer ID number. If an output to an accounting program is being used, this data is not needed, and will not necessarily be updated to the accounting program.
The following fields are available for these entries:
CustomerTerms
The customer's net payment terms are selected here. The Customer Terms Manager is located in the AddressBook main menu.
Resale#
The Customer's resale number, where applicable.
A/PPhone#, Ext and Fax#
The same data from the BillTo Tab.
TaxAmt
TaxCodes and TaxRates are entered and edited in the Tax Rate Manager accessed from the Sales/Shipping main menu. If there is any amount in this field, then any Sales Order line items added for this customer will always be checked off as taxed.
Disc%
If a customer has a single (flat) discount rate on the default Sales Price, then it can be entered here. If there is no entry here, then the system refers to the next level of discounting, which is Part Pricing.
Here is a screenshot of the the Customer Info screen in the AddressBook:
Vendor Info Tab <Top>
Each Vendor can be associated with Payment and Credit terms. Payment and Credit terms are connected to each unique Vendor ID number. If an output to an accounting program is being used, then this data is not needed, and will not necessarily be updated to the accounting program. Even if an output to an Accounting program is not used, this data will still help on Vouchers.
The following fields are available for these entries:
VendorTerms
The vendor's payment terms for your account.
VendorDiscTerms
Discount payment terms (in days).
VendorDiscount
Discount percentage for the discount payment terms.
VendorStatus
If you need to classify Vendors for Quality auditing, you can set the information here, which can be updated under the DefaultValues section under the Address section.
OurVendorAcct#
Your account number with the vendor. This will show on the PurchaseOrders.
Here is a screenshot of the the Vendor Info screen in the AddressBook:
Contacts Tab <Top>
The fields here can be used to enter helpful notes, comments, and reminders pertaining to interactions with the Customer or Vendor. These are internal records that the customer or vendor will not see. The FollowUp Report can then be ran to give you reminders to follow up on actions, and followup histories.
Here are descriptions for the fields found on this screen:
Date
The Date the incident occurred.
Notes
Any Notes associated with this incident.
FollowUp Date
A Date for follow up reporting.
FollowUpNotes
Notes for the Follow Up event.
Here is a screenshot of the the Contacts screen in the AddressBook:
Files Tab <Top>
Any computer file on your network can be linked and associated here with a Customer or Vendor record. This is especially helpful for quotes, documents, and pictures, etc…
Description: A simple description which can be used to search for specific files.
Click here for instructions to Add and Edit in the AddressBook.
Here is a screenshot of the the Files screen in the AddressBook:
Part Pricing Tab <Top>
Each part in the system can have a quantity based pricing discount for the customer, either by percentage or sale price amount.
Here is a screenshot of the the part Pricing screen in the AddressBook:
Copy and Paste ID Button <Top>
This button is here for when you have jumped to the Customer or Vendor from another screen, like a Purchase Order, or Sales Order. In this case you can click the Copy and Paste ID button and it will jump you back to the screen you were in with, and it will automatically populate the record with the edited Customer or Vendor info into the screen you came from. In some cases, if it doesn't show the updated record in the screen you came from, you will have to reselect it from the drop down menu.
Duplicate Record Button <Top>
Use this button as a template to add additional Customers and Vendors. Click the button then change the ID for the New Customer or Vendor record.
Customer Terms Manager <Top>
This Customer Terms Manager is accessed from the Addressbook main menu.
This is where the Customer Terms dropdown list is updated for use in the Customer Information form. To add a term, click on the add (+) button and enter the term (Net 60 for instance) and close the form.
These terms will then be available from the Customer Info tab:
Vendor Status Manager <Top>
The Vendor Status Manager is accessed from the Addressbook main menu. Vendor Status is used to define a Vendor and your ability to Purchase from them with relevant terms. This is where the Vendor Status dropdown list is updated for use in the Vendor Information form. To add a status, click on the add (+) button and enter the status (4 - Rejected, for instance) and close the form.
These statuses will then be available from the Vendor Information Tab.
