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To access customer records, use the following Navigator menu paths:
Point of Sale> Customers OR Accounts Receivable > Customers
The Find Customer window, shown in Figure 1, provides a method of locating customer records in your database.
Figure 1: The Find Customer window
The window is described following three sections:
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Button |
Purpose and/or Function |
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[Ok] |
If a customer is selected in the list, then the [Ok] button opens that Customer Record for editing in the Customer Details window. The window closes automatically. If there is no Customer selected, then the window closes. |
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[Cancel] |
The button closes the window. |
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[Recent] |
The button displays up to the last 50 Customer records that were most recently added to the database. If there are less than 50 Customer Records, then All of the records are listed. |
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[Edit] |
The button is similar to the [Ok] button, except that the window does not close automatically. |
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[New] |
The button creates a New Customer Record and opens the Customer Details window ready for the input of the new Customers information and settings. Customer routines allow a user without edit permissions to add new records. |
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[Delete] |
The button deletes the Customer Record that is currently selected in the list. The Delete operation only deletes the record if the Customer has no Invoices or Payments on file. |
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[Clear] |
The button clears any selection and closes the 'Find Customer' window. |
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[Print] |
The button prints the current listing of Customer records. |
Enter the information that you know into the appropriate box and System Five locates all Customer Records that match.
The Phone search allows searching by full or partial numbers from 4 to 10 digits. When using this filter, enter numbers without dashes, spaces or brackets.
If the Live Search check box is checked, then as you type information into any of the filter inputs boxes above, System Five displays the matching records. If the Live Search is clear, then System Five begins the search when you press <ENTER> on the keyboard.
The results are displayed in the list as shown above. To select a customer double-click on the line or select the line and click [OK]. To use the autodialer to contact the customer currently highlighted, right-click on the grid and select Dial Phone from the pop-up menu. Interfaces to Microsoft dialer, must be configured for each machine and phone system. See Setup Wizard >Local Telephone Exchange.
If the Customer's Time Zone is set, the difference between their time zone and the System Five User's Time Zone is displayed in the Time Diff column. (Difference in hours:minutes + or -)
Note: If the local user's time zone is not set the difference is calculated from the local PC's time instead. If you cannot see this column remove all customization, close the Find window and open it again.
The Time Diff value displayed is colored based on the difference between customer and local time as follows:
0 hrs difference = Black (If shown)
> 0 hrs and < 2 hrs difference = Blue
>= 2 and < 3 hrs difference = Green
>= 3 hrs difference = Red
If a customer is selected in the Results list their Time Zone, Local Date and Local Time are displayed in the Status bar at the bottom of the window as shown below.
If the customer Smith, Mary is selected instead the Status bar in this example displays the below:
The grid in this window is customizable. To customize the columns displayed in the grid right-click anywhere a in the grid and select the Customize command from the pop-up menu. The Grid Options dialog box appears as shown below.
To add a currently hidden column, highlight it in the Hidden column list and then click [Show Column] to add it to the preview grid.
To hide a currently viewable column, highlight it in the preview grid and then click [Hide Column] to add it to the Hidden column list. Once you have the grid the way you want it, click [OK] to accept your changes.