Field descriptions: Customers

ID

Intacct provides two mutually exclusive ways to add customer IDs.

• Have Intacct automatically assign IDs. Go to Accounts Receivable > Setup > Configuration and enable the document sequencing feature for customers.
• Enter your own unique ID. See Best practice for adding IDs.

Name

The name of the customer, which is usually the company name.

Last AR sales invoice date

The date of the last AR sales invoice that was printed via the print function or delivered online from one of the following:

• The Print or email AR sales invoices page: Go to Accounts Receivable > All > AR sales invoices > Print or email > AR sales invoices.

• The Print or email documents page: Go to Order Entry > All > More > Print or email documents.(

• The AR sales invoices list.

• The AR sales invoice page.

If no invoice has been printed, this field displays "None". After an invoice has been printed or delivered, the date of the invoice displays, not the date of the printing or delivery.

Delivery history

If an invoice has been printed or delivered, select Delivery history to display the invoice Delivery history log. This log shows a history of all invoices printed locally or delivered online to this customer.

Email history

If an invoice has been emailed, select Email history to display the Email delivery history. This log lists all emails sent to this customer from Order Entry. You can view details about each email, verify whether or not an email was sent successfully, or resend an email from this log.

Last statement date

The date of the last statement that was printed via the print function or delivered online. If no statement has ever been printed or sent to that customer, this field displays "None". After a statement has been printed or delivered, the date of the statement displays, not the date of the printing or delivery. More specifically, the date is the end date of the reporting period, or the end date you entered, in the Statements page (Accounts Receivable > Reports: Statements).

For example, you could deliver a statement today for the end of last quarter's reporting period. The date shown is the date of the last day of the last quarter, not today's date.

Delivery history

Displays only if you have used online document delivery to email at least one statement. Select to display the statement Delivery History log. This log shows a history of all statements printed locally or delivered online to this customer.

One-time use

Designates the customer as a one-time use customer that you do not want to include in your standard look-up lists.

Status

Options: Active, Inactive, Active non-posting. You can enter AP supplier invoices and issue payments only for active customers.

Active non-posting prevents transactions from being posted to this class member but allows posting transactions to child members. Active non-posting is helpful with reporting.

Salesforce

The option to display Account detail appears only in the following circumstances:

• Your company subscribes to the Intacct-Salesforce integration, which links your sales process in Salesforce with your company's finances in Intacct.

  AND

• You are viewing or editing an existing customer that's synchronized with an existing account in your Salesforce organization.

By selecting Account detail, you can view the corresponding Account record in Salesforce. If you are not already logged into Salesforce, you will be asked to log in first before being directed to the Account page.

Country

The country where payments and statements are sent.

VAT Reg No

The tax identification number for the customer.

Company name as registered

The name of the company as returned by the government validation service. The name is displayed in the language in which the validation service returns it.

This field appears only when the Country is Australia, the United Kingdom, or a country in the European Union (EU) and the validation service has confirmed the tax identification number is valid.

Address

The address of the company as returned by the government validation service. The address is displayed in the language in which the validation service returns it.

This field appears only when the Country is Australia, the United Kingdom, or an country in the European Union (EU) and the validation service has confirmed the tax identification number is valid.

Date tax number last validated

The date on which the validation service was last called and found the tax identification number to be valid.

GST registered

When the country is Australia, identifies whether the tax identification number (the ABN) is GST registered.

Last name

Last name of the main contact for the customer.

First name

First name of the main contact for the company.

Middle name

Middle name or initial of the main contact for the company.

Print as

The name of the customer as it will appear on forms, in notices, and correspondence. For example, a customer's name is entered as "Bill Harris" in the First and Last name fields, but you want it to print as "William Harris."

Country

The country where payments and statements are sent.

Address Line 1

The first address line where payments and statements are sent.

Address Line 2

The second address line where payments and statements are sent.

Address Line 3

The third address line where payments and statements are sent.

City

The city where payments and statements are sent.

State or territory

The state or territory where payments and statements are sent.

This field is populated with a list of states, provinces, or territories based on the country selected above.

Postal code

The ZIP or post code for the location where payments and statements are sent.

Phone number

No template is applied. Brackets, hyphens, and other symbols will only be shown where you place them.

Mobile phone

No template is applied. Brackets, hyphens, and other symbols will only be shown where you place them.

Pager

No template applied. Brackets, hyphens, and other symbols will only be shown where you place them.

No template applied. Brackets, hyphens, and other symbols will only be shown where you place them.

Email address

An email address for main company contact. Intacct only accepts a valid email format, which includes an @ symbol and domain.

Secondary email address

An email address for a secondary company contact. Intacct only accepts a valid email format, which includes an @ symbol and domain.

If you need to email more than two contacts at this customer, enter multiple email addresses in the secondary email address field separated by a semicolon. For example: name1@email.com; name2@email.com;name3@email.com.

Latitude and Longitude

The latitude and longitude coordinates that identify the location of the contact, which can be useful when a mailing address does not exist.

• Latitude: A value in decimal degrees from -90 to 90, with a scale of up to 8 decimal places
• Longitude: A value in decimal degrees from -180 to 180, with scale of up to 8 decimal places

URL

The URL for the company's website. This information is for your reference and is not used within standard Sage Intacct applications. Intacct does not validate this field as a URL.

Exclude from the company contact list

Select this checkbox if you do not want the contact specified in this tab to appear in the Contact  List tab on this page also.

Type ID

The category assigned to the customer (for example, Consultants, Subcontractors, or Equipment). You can find or add a Customer Type ID. The Customer Type ID must exist before you can assign it to a customer.

Sales rep

The name of the employee who is responsible for this customer's account.

Parent

If applicable, select a parent customer to create a hierarchy for that customer. For example, suppose you have two customers from whom you buy equipment—one named Lab Equipment Division and another named Shop Equipment Division. Both are part of a large corporation named Global Equipment Corp. Global Equipment Corp is the parent for both the Lab Equipment Division and the Shop Equipment Division.

Either select a parent customer from the dropdown, or select the + sign to add a new parent customer. The parent customer must exist before you can assign it to a customer.

GL group

Either select a customer GL group from the dropdown or pick list, or select the + sign to add a new customer GL group. The customer GL group must exist before you can assign it to a customer.

Learn more about customer GL groups.

DATEV ID

For customers associated with German companies or entities. The DATEV ID displays in the DATEV exports.

Territory ID

The sales territory to which you assigned the customer. Either select a Territory from the pick list, or select the + sign to add a new Territory. Territory ID must exist before you can assign it to a customer. Territories are used to filter and categorize customers in AR reports.

Learn about territories.

Attachment

To reference an attached document, you must first load the scanned image, spreadsheet, or word-processor document. You can provide permanent, safe storage of supporting documents by uploading them to Intacct as attachments. Learn more about who can add attachments.

Price schedule

Select a price schedule for this customer. Price schedules are pricing groups to which you can assign multiple customers. For example, suppose you have preferred customers who buy regularly and in volume from you. You can give those customers discounts on various items by assigning them to a price schedule in one of the following ways:

• Wherein the items in the price list they use are discounted by various percentages.

• Where the entire price list is discounted by a fixed percentage.

Discount (%)

Displays on this page only if the Fixed Customer Discounts checkbox is selected in the Configure Order Entry page (go to Order Entry > Setup > Configuration).

Discounts are applicable only in the Order Entry application. If you have assigned a blanket discount to the customer, enter that discount percentage here. When you sell an item to this customer, Intacct proposes the latest price, which includes the discount, on the relevant documents.

Price list

Displays on this page only if the Customer Price Lists checkbox is selected in the Configure Order Entry page (go to Order Entry > Setup > Configuration).

A price list is a list of prices, terms, and conditions assigned to different goods and services. You can create a price structure for quantity ranges and by time period. Primarily, you create price lists in the Order Entry application. (Go to Order Entry > Setup > Price and select Add (circle) next to Lists.)

For example, you might have several wholesale and retail price lists. Within each, you can have different items, or even the same items with different prices depending on your market. Price lists enable you to control characteristics such as price breaks based on quantity and what prices are effective for what periods of time.

Fair value price list

Displays on this page only if Enable MEA allocations is selected in the Configure Revenue Management page. You can assign a fair value price list to a customer record. The fair value price list that you assign here will be the default used in transactions for this customer. If you do not assign a fair value price list to the customer, Intacct will use the fair value price list marked as the default. Learn about fair value price lists.

Credit limit

Credit limit designates the amount of credit that you are willing to extend to the customer.

Price list override

Displays on this page only if the Price schedules, Fixed customer discounts, or Customer price lists checkbox is selected in the Configure Order Entry page. (Go to Order Entry > Setup > Configuration.) By default, the price list, price schedule, and discount are assigned to the entire customer, including all the customer's contacts. However, you can override the price list with the corresponding options for either the billing or shipping contact. If you override the price list, the pricing fields for the customer are disabled because they are no longer valid.

On hold

You can place a customer on credit hold at any time, regardless of whether you have set a Credit Limit. If selected, Intacct takes the appropriate action whenever you attempt to increase the account balance for this customer.

Term

The term designates the credit terms extended to the customer by you, such as Due Upon Receipt and Net 30. Either select a Term from the dropdown or pick list, or select the + sign to add a new Term. Terms must be defined before you can assign one to a customer record. Intacct uses terms to calculate discounts and penalties on customers' AP supplier invoices.

Bill in advance: # of days/months before contract start date

This field is only applicable if you are subscribed to Contracts.

The bill-in-advance settings instruct Intacct to create billing schedules automatically that start before a contract line starts. If you want the bill-in-advance settings to default to a specific period for a customer always, define the default settings here. You can change or remove the default bill-in-advance settings as applicable on the contract.

Learn more about using the bill-in-advance feature.

Statement and AR sales invoice delivery

Specify Print, Email, or Both for delivery of the customer statements. Setting this option makes it the default delivery option in the Print/Deliver AR sales invoices and Statements pages in Accounts Receivable.

AR account

This option appears if you've enabled the default GL AR account to be overridden at transaction entry. Intacct populates the AR override account that you select here to every AR sales invoice or adjustment transaction that includes this customer. You can override this alternative account as needed.

Default AR sales invoice message

Enter a message to print on this customer's AR sales invoices. When you create an AR sales invoice, the Customer Message field on the AR sales invoice is automatically populated with this message. To create a new message, select the + sign. To change the message, first select the view icon, and then select Edit in the Customer Message box that displays. If you no longer need an existing message, first select it, and then make it inactive so it will not be displayed. Alternatively, you can completely rewrite an unneeded message to make it relevant again. Learn more about messages in printed documents.

Default revenue account

Select a default GL revenue account for AR sales invoices for this customer. You can override this when entering an AR sales invoice.

Accepts emailed invoices

This field only appears when the customer Country is South Africa. Select this checkbox if the customer has agreed to accept emailed documents so that the correct legal wording can be included on the PDFs.

Comments

You can add notes about your customers.

Shipping method

How you will ship the goods to the customer, such as UPS or FedEx. Either select a shipping method from the pick list, or select the + sign to add a new shipping method. The shipping method must exist before you can assign it to a customer.

Currency

For multi-currency, multi-entity companies. Displays only if you enabled multi-currency management. If so, you can select a default transaction currency for this customer. The default currency that you choose here is then preselected for users in Accounts Receivable transaction pages that have currency choices. If you have transactions with the same customer in USD and Euros, sort them into stacks. Enter all the USD AP supplier invoices, and then change the default to Euro for the next stack.

If this customer belongs to a project, AR sales invoices for this customer can be generated in the currency you designate here. Learn more about generating AR sales invoices for projects.

Resale number

If your customer is a reseller of your products or services, enter the customer's resale number. Otherwise, skip this box.

SIRET

For French customers, the SIRET is a 14-digit number that starts with the SIREN number of a company followed by 5 digits that identifies the company's physical location or branch.

Taxable

Select this checkbox if regular purchases from this customer are taxable.

Tax solution

This setting applies only if the company uses the Taxes application for VAT and GST taxes.

Select the tax solution to associate with the customer.

Default tax schedule

Select a tax schedule to use as the default when calculating taxes in a transaction for the customer.

Tax group

This setting applies only if you use Advanced Tax in your company. The contact tax group helps determine which tax maps and tax details are used to calculate tax for this customer for applicable documents in the Accounts Receivable and Order Entry applications.

In Accounts Receivable transactions, the contact tax group helps filter the list of tax details from which the user selects the tax category and tax rate to apply to line items.

The contact tax group must exist before being added to this supplier.

AR AR sales invoice, Order, List, AR sales invoice, Adjustment, and Other

Use the dropdown list to select a document template to override the default print format for any of these documents. The dropdown list only displays document templates associated with the corresponding template type.

If you select a document template here, it will override the default setting on all transaction definitions of this type for this customer.

Email template

Select the custom email template that you want to use when a user chooses to send an email to this customer AR AR sales invoices, AR statements, or for the corresponding transaction definition. This email template will override the default email template assigned in the Configure Accounts Receivable page or associated with the corresponding transaction definition.

You can only assign one template type of AR AR sales invoice and one template type of AR statement to each customer.

You can assign email templates to as many Order Entry transaction definitions as desired. To add another row to the table, select the + sign to the right of the last row. To remove an email template association, select the trash can icon in the corresponding row.

Template type

The type of transaction that will use the email template. This field is read-only. You can assign the following types of email templates to customers:

• AR AR sales invoice: the email template will be used for AR sales invoices printed from Accounts Receivable for this customer.

• AR statement: the email template will be used for statements printed for this customer.

• Order Entry transaction: the email template will be used for AR sales invoices printed from Order Entry (which includes AR sales invoices generated from Contracts or Projects) for this customer.

You can only assign one template type of AR AR sales invoice and one template type of AR statement to each customer.

Transaction definitions

If you selected an email template with template type = Order Entry transaction, use the dropdown list to select the transaction definition to which the email template should apply.

Primary contact

If you need to specify a main contact, choose a name/category combination. If you do not see the correct name in the dropdown list, add it to the Contact List tab.

Bill-to contact

If you need to specify a Bill-to contact, choose a name/category combination. If you do not see the correct name in the dropdown list, add it to the Contact List tab. The system uses the Bill-to contact as a default contact across the company for customer-related activities, such as sales transactions, AR sales invoice creation, and manual deposits.

Ship-to contact

If you need to specify a Ship-to contact, choose a name/category combination. If you do not see the correct name in the dropdown list, add it to the Contact List tab. The system uses the Ship-to contact as a default contact across the company for customer-related activities, such as sales transactions, AR sales invoice creation, and tax calculations (if you are using Advanced Tax or Avalara AvaTax).

If you are using Advanced Tax or Avalara AvaTax in Accounts Receivable or Order Entry, this field is required for the tax calculation:

• Advanced Tax. The contact tax group associated with the Ship-to contact is used.
• Avalara AvaTax. The address associated with the Ship-to contact is used.

This field is required for tax calculation in Accounts Receivable and Order Entry. The contact tax group associated with the Ship-to contact is used.

Category

You define the categories you need for grouping and sorting your contacts.

Contact

You can find or add a Contact. Contacts must exist before you can assign one to a customer.

Dunning notice ID

The unique identifier assigned to this dunning notice. This ID uses the notice sequencing that you selected when you set up the Dunning level.

Dunning level

The dunning level you applied when selecting the invoices.

Last sent date

The date and time when the dunning notice was sent.

Amount overdue

The total overdue amount of the AR sales invoices included in the dunning notice, at the time the notice was generated.

Txn currency

The currency used in the transactions.

Number of invoices

The number of AR sales invoices included in the dunning notice.

Unrestricted supplier

Default. This supplier is available to the top-level company and all entity level locations.

Restricted to top level only

Select this option to only access this supplier record and create transactions against this supplier at the top level.

Restricted Supplier

Select this option to only access this supplier record and create transactions against this supplier in the specified locations, location groups, departments, or departments groups.

Locations or location groups

Select Select and choose which locations or location groups to restrict the supplier to. The supplier will only appear in the locations and location groups you select.

Departments or department groups

Select Select and choose which departments or department groups to restrict the supplier to. The supplier will only appear in the departments and department groups you select.

Item ID

The item in your Sage Intacct company that you're creating the cross reference for.

Cross-reference item ID

The identifier that the customer uses in their company to refer to the item.

Cross-reference item description

A description for the cross-reference item.

Unit

The unit for the cross-reference item. The selectable values are the units that are defined for the item's UOM group. For example: Each, Pair, or Dozen