How to Set Up a QuickBooks 2010 Customer List - dummies

How to Set Up a QuickBooks 2010 Customer List

A Customer List in QuickBooks 2010 keeps track of all your customers and your customer information. For example, the Customer List keeps track of billing addresses and shipping addresses for customers.

1In QuickBooks, choose Customers→Customer Center.

QuickBooks displays the Customer Center window.

2To add a new customer, click the New Customer & Job button, and then select New Customer from the pop-up menu that appears.

QuickBooks displays the New Customer window.

3Enter a short name in the Customer Name text box.

You don’t need to enter the customer’s full name in this text box. 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(Optional) If you bill your customer in a currency different than your usual home currency, select that currency from the Currency drop-down list.

If you told QuickBooks that you work in multiple currencies — you would have done this during the EasyStep Interview setup process — QuickBooks wants you to identify when you invoice a customer and collect payments from a customer in a currency different from your home currency. (Note: The Currency drop-down list doesn’t appear in the figure in this list because the multiple currency tracking feature isn’t turned on.)

5Ignore the Opening Balance and As Of text boxes.

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.

6In the text boxes of the Address Info tab, enter the company name.

These text boxes cover contact information, billing and shipping addresses, contact name, contact phone number, fax number, and so on.

7Click the Additional Info tab.

On this tab, QuickBooks displays several other fields that you can use to collect and store customer information.

8Enter any applicable information in the fields.

For example, 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. Finally, use the 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.

9Click the Payment Info tab.

This tab allows you to keep a record of the customer’s payment information.

10Enter any relevant information in the fields for this tab.

In this tab, you can record the customer’s account number, his or her credit limit, and the preferred payment method.

11(Optional) Click the Job Info tab.

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.