Use the Customer form

Applies to:     Office Accounting Express, Office Accounting Professional

The Customer form tracks all contact and background information about each customer and displays information about all transactions with the customer.

The Customer form has five tabs: General, Details, Financial Summary, Financial History and User-Defined Fields.

General tab

The General tab shows the basic customer and contact information, plus notes and links to relevant documents.

general tab on customer form

General tab on Customer form

The following table explains the fields on the General tab.



Customer name

Name of the customer (required). The name does not have to be unique. (You can have two or more customers with the same name.)

File as

Determines how the customer name appears on the Customer List (for example, last name, first name).


Addresses for the customer. A customer may have up to eight addresses (Business, Bill to, Deliver to, Warehouse, Home, Legal, Postal and Other).

Phone and fax numbers

Phone numbers. A customer can have up to five phone numbers (Business, Mobile, Home, Assistant and Other) and three fax numbers (Business fax, Home fax and Other fax).


E-mail addresses. Microsoft Office Accounting 2008 provides for up to three e-mail addresses per customer.

Web page address

Customer Home page.


Customer status. If the Status is Active, the customer is shown on the Customer List and in customer drop-down lists. Inactive customers are hidden.

Customer since

Date you started doing business with the customer.


Contact information. Each customer can have as many contacts as needed, each having a name, title, phone and e-mail address.


Additional information about the customer. You can enter up to 4 kilobytes (KB) of internal notes about the customer.

Add Links

Used for linking to additional documents about the customer, such as pictures, contracts or a customer agreement.

Details tab

The Details tab shows additional customer information, such as VAT information and other information used in the sales flow. The information in these fields is copied to the individual customer documents as default information, but may be changed.

details tab on customer form

Details tab on Customer form

The following table explains the fields on the Details tab.




Employee who normally deals with this customer.

Credit limit

Maximum balance allowed for this customer (if blank, unlimited).

Price level

Adjustments to the standard item price for this customer.

Credit rating

Customer credit rating.

Account name

Name on customer bank account.

Sort code

Sort code for bank account.

Account number

Bank account number.

Payment reference

Reference for building societies or BACS payments.

Preferred delivery method

Delivery method for companies that sell physical products.

Preferred payment method

Standard payment method for this customer.

Payment terms

Payment term including cash discounts for this customer.

Customer group

Customer group for reporting purposes.

VAT registration number

Registration number (required for EU VAT exempt customers).

Customer VAT code

VAT code (required if the customer is taxed differently from other customers).

EU VAT Exempt Customer

Customers who are exempt from VAT because they are VAT registered in the EU (outside the U.K.).

Financial Summary tab

The Financial Summary tab provides an overview of the financial relations with the customer.

financial summary tab on customer form

Financial Summary tab on Customer form

The Balance due section provides a detailed view of the aging of the receivables, showing whether the customer is paying on time.

The Payment information section shows how long it takes the customer on average to pay invoices, based on the amount of time between the invoice date and the customer payment date.

The Sales information section provides an overview of how much you have sold to your customer, net of VAT.

Financial History tab

The Financial History tab contains a complete list of all the documents created for each customer.

financial history tab on customer form

Financial History tab on Customer form

You can sort the list by clicking any of the column headers. You can double-click a document to open it.

User-Defined Fields tab

The User-Defined Fields tab enables you to add additional information about your customers.

user-defined fields tab on customer form

User-Defined Fields tab on Customer form

You can click the New Fields button to add user-defined fields. You can add up to twenty-one text fields, one multiple line text field, six date fields, eight number fields and four check boxes.

Tip:  After the user-defined fields are added, they can be moved to the other tab pages by using the Modify Layout button. They can also be added to the Invoice form and other documents by modifying their layout.

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