How to Add a Customer to the QuickBooks 2011 Customer List - dummies

How to Add a Customer to the QuickBooks 2011 Customer List

By Stephen L. Nelson

A business without customers isn’t much of a business. QuickBooks 2011’s Customer List keeps track of all your customers’ information, such as billing and shipping addresses and phone numbers. When you need to draw up invoices or place orders, QuickBooks is there to make the job go smoothly and quickly.

Follow these steps to add a customer to the Customer List:

  1. Choose Customers→Customer Center.

    QuickBooks displays the Customer Center window.


  2. Choose New Customer & Job→New Customer.

    QuickBooks displays the New Customer window.


  3. Use the Customer Name box to give the customer a short name.

    You don’t need to enter the customer’s full name into the Customer Name box. That information can go into the Company Name box shown on the Address Info tab. You just want some abbreviated version of the customer name that you can use to refer to the customer within the QuickBooks accounting system.

  4. Enter as much or as little information about the customer as you want or need.

    • If you bill your customer in a currency different than your usual home currency, select that currency from the Currency drop-down list box.

    • Usually, you’ll just ignore the Opening Balance and As Of boxes. You typically don’t want to set the customer’s opening balance by using the Opening Balance and As Of boxes. Instead, you’ll record the starting balance in a journal entry.

      Although the usual rule is that you don’t want to set an opening balance for a customer, this rule has an important exception. You record your accounts receivable balance on the conversion date by setting an opening balance for each customer as of the conversion date. The sum of these opening balances is what QuickBooks uses to determine your total accounts receivable on the conversion date.

    • Use the boxes to supply the company name, contact information, billing and shipping addresses, contact name, contact phone number, fax number, and so on.

  5. Click the Additional Info tab to supply a bit of additional information about the customer.

    If you click the Additional Info tab, QuickBooks displays several other boxes.

    • You can use the Type drop-down list to categorize a customer as fitting into a particular “customer type.”

    • Use the Terms drop-down list to identify the customer’s default payment terms.

    • Use the Rep drop-down list to identify the customer’s default sales rep.

    • Use Preferred Send Method to select the default method for transmitting the customer’s invoices and credit memos.

    • You can also record a resale number, specify a default price level, and even click the Define Fields button to specify additional fields that you want to collect and report for the customer.


  6. Click the Payment Info tab to display the set of boxes shown in the following figure.

    You can record the customer’s account number, his or her credit limit, and the preferred payment method.


  7. (Optional) Click the Job Info tab to describe the customer job.

    The Job Info tab lets you describe information associated with a particular job being performed for a customer. You use the Job Info tab if you not only set up a customer but also set up a job for that customer.

  8. Click Next or OK to save the information.

    Clicking OK adds the customer to the list and returns you to the Customer Center window. Clicking Next adds the customer to the list but keeps the New Customer window onscreen so you can add more customers.