For the customers tab Customer/Business Name, Currency Code, Payment Terms and Credit Limit MUST be entered in for all Customers. Any additional columns are optional but encouraged to add to eliminate manual entry in the future.
Customer/Business Name - (Column A)
Customer/Business name is required in FlexiBake. It will be seen on a wide array of reports and customer facing documents like Invoices.
Requirements:
- All Customers must have a unique name
- Customer names highlighted dark red indicates a duplicate
- If you have a Customer that has multiple locations, you can differentiate them by putting the location within the name - example in screenshot below
- If you will be integrating FlexiBake with your accounting software you will want to ensure customer names match exactly between FlexiBake and your accounting software to prevent duplicate entries when transferring data.
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Incorrect - Duplicate |
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Currency Code - (Column K)
Currency Codes are used to determine the currency your customers are billed in.
Requirements:
- Currency Code is required for each customer
- Default Currency Codes that are already in FlexiBake are included in the dropdown
- You can use a currency code that is not contained in the dropdown list. This will be flagged with a little red corner in the cell. These codes will need to be manually added to FlexiBake before importing.
Payment Terms - (Column L)
Payment terms are defined by you and assigned to each customer. They are used to determine overdue AR within FlexiBake.
Requirements:
- Payment terms are required for each customer
- The payment terms will be defined and created in FlexiBake before importing customers
- If you have any unusual payment terms please add a comment to one of the cells with a description of what that payment term means.
Credit Limit - (Column M)
FlexiBake credit limit is used to determine if a customer may not place an order if the order would put them over this credit limit (counting open invoice value).
Requirements:
- Credit Limit is required for each customer
- By default it will be set to 0. This indicates that there is no credit limit for this customer
- Must be entered as a value (number) if you would like to set a credit limit for the customer
Optional Columns:
Customer Account Number - (Column B)
Requirements:
- Must be unique
- Customer Account Numbers highlighted dark red indicates a duplicate
Contact Name - (Column C)
Requirements:
- Both first and last name are preferred
Phone Numbers - (Columns D-G)
Telephone - (Column D)
Land Line phone number
Fax - (Column E)
Fax phone number
Toll Free - (Column F)
Toll Free phone number
Mobile/Alternate - (Column G)
Mobile or Alternate phone number
Requirements:
- Must be in phone number format
Email - (Column H)
Requirements:
- Must be in email format
- If you have multiple contact emails, they must be separated by semicolons ;
Customer Category - (Column I)
Customer categories are used to filter: the customer list, production reports, and sales history records.
Requirements:
- Customer Categories will be created automatically during Import
- Double check the Customer Categories you are using to ensure you aren't creating any duplicates by accident. (e.g. Retail vs Retailers)
Website - (Column J)
This link can take you to the clients website from FlexiBake.
Requirements:
- Must be in URL format
Billing Address - (Columns N - T)
Full billing address shows within FlexiBake on client / billing documents such as Invoices and Statements.
Bill to Address 1 - (Column N)
Bill to Address 2 - (Column O)
Bill to Address 3 - (Column P)
Bill to City - (Column Q)
Bill to State/Province - (Column R)
Bill to Zip/Postal Code - (Column S)
Bill to Country - (Column T)
Requirements:
- If you have multiple ship to addresses for one company, where you bill to one central location, we would set this up as Master and Subordinate Accounts
- Create each ship to location as a unique customer. (Note this requires each location to have a unique name.) These customers are then linked together for billing purposes in the FlexiBake database through the 'Master Account' functionality
- If your customers Bill To and Ship To address are the same, you do NOT need to fill in both fields, you only need to record the Bill To Address (columns N-T)
Shipping Address - (Columns U - AA)
This displays on shipping documents such as Delivery Slips or Route Delivery Slips.
Ship to Address 1 - (Column U)
Ship to Address 2 - (Column V)
Ship to Address 3 - (Column W)
Ship to City - (Column X)
Ship to State/Province - (Column Y)
Ship to Zip/Postal Code - (Column Z)
Ship to Country - (Column AA)
Requirements:
- If your customers Bill To and Ship To address are the same, you do NOT need to fill in both fields, you only need to record the Bill To Address (columns N-T)
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