Entering a customer

The Subjects (business partners) register in PANTHEON allows you to enter all the detailed information about customers and suppliers, and all other data you need for your business. This way, your business can run faster and with fewer errors. Here is an example of how to create a new customer in Subjects register.

CASE SUMMARY Tecta signed a tent sale contract with a major new customer. For this purpose, Head of Wholesale Sally as the person responsible will create a new ID for the customer Camping Park Umag in the Subjects register and enter all the necessary data to ensure that transactions are swiftly processed and data is accessible to the sales, purchasing and accounting departments. She performs the following steps: Creating a new customer ID Entering general information for customer Entering commercial information for customer Entering financial information for customer Entering contract sale prices for customer

1. Creating a new customer ID

The person responsible first creates a new ID for the customer Camping Park Umag. For this purpose, the person responsible opens the Subjects register, where the main data for the new ID is entered as follows:

• By clicking the menu Settings | Subjects | Subjects, a new window Subjects register opens, as shown in the image below.
• The person responsible clicks on the button Insert record in the toolbar.
• In the field ID, an arbitrary short ID of the customer is entered, in this case: CP Umag.
• In the field Name 2, the full customer name is entered, in this case: Camping Park Umag
• When creating a new ID, PANTHEON automatically checks the field Active in the section Subject status.
• Finally, the record is saved by clicking the Post edit button, which changes the color from green to grey.

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HINT When entering a new ID for a business entity, you can download the data from the Ajpes database. Data is available for Slovenia, Croatia, Bosnia and Serbia. For more details on the settings in the Administration panel, see the chapter Subjects . You can check the validity of an existing subject ID using the Ajpes database. This can be done by clicking on the button Check data with AJPES button. For more details, see the chapter Checking data – AJPES.

2. Entering general information for customer

The person responsible then enters general customer data in the panel General of the Subjects register, which includes: company name, address, VAT number, registration number and other data, as shown in the image below. This is performed as follows:

• In the field Address, the address of the company is entered.
• In the field Postal code, a postal code from the Postal areas register is selected.

WARNING If Polona as the person responsible wants to use the drop-down list to select a postal code, which is not on the list, she first needs to add it to the Postal areas register. By clicking the field Postal code, a new window opens. Button Insert record is clicked. Data for the new postal code is entered. Finally, the record is saved by clicking the button Post edit.

HINT You can download the Postal areas register from the web server. For more information on the process of downloading the register, see the chapter Importing registers.

• The person responsible then enters data in the field Country, selecting Croatia from the drop-down list.
• Business with the new customer will be conducted both in paper and electronic form, so the person responsible selects both options in the field Business documents, as shown in the image above.
• The person responsible then completes the information in the fields Telephone, URL, E-mail, Activity code, VAT no., Registration no., as shown in the image above.

HINT As a general rule for registers: if the ID you want to select does not exist, add it. To do this, double-click in the desired field to open the relevant register. In the register, you can add or edit existing IDs.

3. Entering commercial information for customer

The person responsible then enters data in the panel Customer in the Subjects register. The information about the method of sale and price calculation, price levels and other information is entered, as shown in the image below. This is performed as follows:

• In the panel Customer, the person responsible first checks – enables – the checkbox Customer.
• Then, the agreed discount is entered in the field Maximum discount, in this case: 12%.
• From the drop-down list of the field Currency, EUR is selected.
• Because this subject is a contract customer, Del. priority is the highest. In this case, the option 1 - High priority is selected from the drop-down list.
• In the field Days for del., 5 is entered.
• The Sell to method is selected by clicking on Export – EU.
• Then, the Price calculation method is selected, in this case: Contract discount is shown separately.
• Finally, the Pricing level that will apply for sales documents is selected, in this case: Sale price.

HINT The panel Customer also allows you to enter data other than the data entered in this case. You can read more about the other data entry options in the chapter Customer.

4. Entering financial information for customer

The person responsible enters data in the subpanel Financial details of the customer in the Subjects register. Here, the payment deadline is set and limit control is enabled. This is performed as follows:

• In the field Payment deadline, the agreed number of days is entered, in this case: 15.
• Then, the option Check limit is enabled by clicking the checkbox to show a checkmark, as shown in the image below.

WARNING For the checkbox Check limit to work properly, an appropriate setting must be made in the Administration panel. Read more about the setup in the chapter General.

HINT The subpanel Financial details of the customer will show more details once the company has done business with the customer. Then, they can track the financial data of business transactions in greater detail.

5. Entering contract sale prices for customer

Tecta agreed with the customer on special pricing, which is why the agreed price is entered in the subpanel Contract Prices of the customer in the Subjects register. For this purpose, the person responsible enters the information as shown in the image below, using the following procedure:

• In the table on the tab Subjects, a new row is added by clicking on the button Insert record (marked with an arrow in the image).

• >In the field Item, an item is selected from the drop-down list.

• In the field Type, the purchase price option is selected from the drop-down list.

• In the field Price, the agreed sale price is entered.

• In the field Discount, the agreed additional discount is entered.

• The contract has an effective date, so the appropriate date from the contract is entered in the field Date from.

• Finally, the record is saved by clicking Post edit.

HINT You can also import contract prices from Excel. For more information on the import process, see the chapter Importing a price list.