Credit Application
Firstly the business must complete a credit application.
A credit application is possibly one of a company’s most powerful documents as it is a legally binding contract between the customer and Gas and Tyre. Failure to get all the necessary information can result in us writing off thousands of dollars, whereas with the correct information we could send the customer to the debt collectors.
Therefore it is imperative that this application is filled out correctly by the directors of the company.
Please note that having a credit is account is a privilege for our customer rather than a privilege for gas and tyre.
Check Account
Ensure the account is safe to open. This means:
Checking the branch is happy about the account being created (this should be made clear when they send it through).
Call all references, if the application looks a little dodgy and there are less than three references you may want to question it.
Review Account
Check that there already isn't an account under the business that you are wanting to set one up for.
Do this by going 'view customers', and then searching their name in the search bar. Try their personal name and what their business might be called.
Open the Account
Open the account by clicking 'Add Customer'.
Details Tab
The new account should automatically open on the details tab. If not, simply select 'Details' from the row of tabs.
Customer Code
In the 'Customer Code' box, enter the first three letters of the first and second words of the business name.
For example Douglas Logging would be DOULOG.
The customer code should be in capitals.
Business Name
Enter the business name in the 'Customer Name' box.
Customer Type
Click on the drop down box and select the customer type for the business.
Sales Person
Select the default sales person for this account.
A good idea would be to set this to your branch manager as default as you are able to change this when you are actually processing quotes and orders.
Sales Order Group
Select the default sales order group for this account.
Default Warehouse
Select the default warehouse.
This should be where the bulk of the work is going to get done.
Notes
In the 'Notes' box, add any relevant notes such as where to deliver or how to access the customers yard.
Double Check
These items should already be correct but it is good practice to double check them.
Default Currency:
This should be set to 'NZD'.
Taxable:
This should be turned on.
Tax Rate:
This should be set to '15% GST on Sales'.
Payment Terms
Always select '20th Month Following'.
Reminders
Add any reminders that staff will need to know when adding orders and quotes.
For example, what tyre size and brand the business likes to run on their trucks.
Address
Click on the 'Address' tab.
This is where you add the postal and physical addresses for the business.
Postal Address
Address Name:
Name this address as Postal Address.
Address Line 1:
This is the primary street address. It typically includes:
Building or street number.
Street name.
Street suffix (e.g., Street, Avenue, Road).
Example:
148 Victoria Street.
Address Line 2:
This is for additional location details that refine the address, such as:
Apartment or unit number.
Suite or floor.
PO Box.
Internal department or building name.
Suburb:
Enter the suburb of the city that the business is located in.
Town/City:
Enter the town/city that the business is located in.
Postal Code:
Enter the postal code for the area.
Country:
Set this to New Zealand.
Delivery Instructions:
Add any delivery instructions that relate to the business. Things to put here could be like where to find the office and where to leave or store any product.
Physical Address
If this is the same as the postal address you can simply click on 'Copy from Postal Address'.
If the physical address is different, fill it out like you did the postal address.
If you copy the physical address from the postal address you will need to change the 'Address Name' to Physical Address.
Contacts
This is where you add any contacts for the business.
If there are additional contacts (e.g. finance/sales/marketing/accounts) these can all be added under this tab.
First Name
Enter the contacts first name.
Last Name
Enter the contacts surname.
Add the customers email.
Remember to tick the ordering and invoicing boxes for the main email address.
Phone Numbers
Add the standard phone number in the 'Phone' box and then add their mobile number in the 'Mobile' box. If they do not have a standard phone, just put their mobile number in the 'Phone' box.
Add Contact
Add the contact clicking the green 'Add' button.
Save Account
Save the account by clicking the green 'Save' button.
Email Admin
Email all admin staff to let them know that a credit account has been created for the business.
Thank you for viewing these instructions on how to create an account for a business. You should now have a greater understanding on this topic.