How to get to Maintain Customers: Click on Billing, then Maintain Customers. Enter customer information here, such as name, address, billing information, equipment, labor rates, etc. How To Find an Existing Customer (created by the QuickBooks Import or manually):

• Click on the white look up button (highlighted in the above example).

• Enter a Customer # or use the look up button to search.
• Searching by Address is the most efficient way to pull up a customer.
• Enter the address in the Search Criteria field and click the Submit button.
• Click on the customer you need. The customer's Code will be pulled into the Customer # field. Click the Tab key on the keyboard to bring in the information for that customer.

• The Location Info tab contains the customer's Name, Address, City, State, and Zip Code .
• The Atten field contains the contact name. The customer's Phone, Extension, Fax and Email Addresses are listed here. If an email address exists, the technician can email invoices to the customer.
• To enter a Map Code for a customer, find the location in the local map book.

• Bill codes are used for separate billing purposes. To enter a bill code, type in the Billcode Name field; a drop down menu like the one shown above will appear. Click on the correct bill code from the dropdown and press the Tab key on your keyboard.
• If a bill code is being used for this customer, the Billcode field will contain a different number that will pull in the Bill To name, Address, City, Atten contact person, State, and Zip for that bill code.
• If there is no bill code for this customer, the information on this tab should match the Location Info contents.

• Under the Comments tab, type in any extra information about the customer. Comments can be seen in the History Report (accessable by button in Maintain Customer screen) and in the Schedule Board when hovering your mouse over this customer's schedule record for 4 seconds.
• Under the Equipment tab you will find specific information concerning all of the equipment that is currently on the customer's site. Click the Add Rows button to add equipment.

• To edit equipment, you can double-click directly on the line to type and use the Tab key on your keyboard to move to the next space. To edit the equipment, select the line to edit and right-click to see the menu shown below...

• Select Edit As Form to edit equipment. You can also select Lookup Job (find equipment by job number) or to Delete Row.

• Above is the Customer Equipment screen. Here you can add new equipment, Delete, Print, print customer History, or maintain billing look up codes (LU Codes).

• Under the Details tab, the Equip Number field will have the next number already entered for you. Enter the Unit ID/Desc.
• Enter the Manufacturer number or use the look up button to search. Enter the Type, Model #, and Serial #.Enter Voltage and Size if that information is available.
• Type in the Install Date or use the calendar button.Existing equipment may not have an Install date. IF that is the case, leave this field blank.
• Enter the Condition of the equipment.
• Enter the Filter codes from inventory or use the look up button to search. Be sure to enter the quantity for each filter type. A description should appear under the Filter #.
• Enter the Skill Level that is necessary for a worker to handle the job. Type in the person's name who evaluated the job in the Eval By field.
• Enter the Service Contract # or use the look up button to search.
• Enter the date of Last Service and the Date Info Updated.
• Type the name of the person it was Installed By, the Warranty Date, and the Condition Date.
• Type in the Belt information just as you did the Filters.

• Under the Air Flow tab, answer the questions Did You Check The Following? and type the information needed under Air Flow.
• This information is obtained from the Air Balance performed at the customer's site.
• Enter the information needed under the Outlets, Cooling, Heating, Contract/Info and Comments tabs.
• After entering the equipment information, click the Save button to add this to the customer's equipment list.
• The Misc Info tab contains hourly rates and tax information on the customer.

• The Labor Rate and Labor Rate Overtime fields are preset and should be already be filled in. For extra labor rates, use the blank fields underneath Labor Rate Overtime (above example shows Labor Rate 3 and 4) to add variable labor rates for this customer.
• The Office Location field will sort this customer by office if your company has multiple locations.
• Enter Sales Person employee code by typing in this field and selecting the person's name from the drop down menu.
• Enter Mail Code, Account Number, Parts Mark (up/-down), Lead Source, and Cust Type when needed.
• The State Id, Sales/Use Tax I.D, and City ID are required fields. If customer is tax exempt, enter NONE in the Sales/Use Tax I.D. field.
• Check the F & B Not Included On Contract? box if this customer should be charged for filters and belts.
• Check the Commercial box if this is a commercial customer. This will sort the customer's work orders on the Schedule Board when sorting by residential or commercial.(see Schedule Board in the Schedule Course)
• The Customer User field is used for Customer Portal access. Enter the Customer's User ID on every location this customer has access to.
• Primary and Secondary Tech fields are used to define customer or company preference to a technician for this customer.
• Enter the Sales/Use Tax #1, 2 and 3 along with the correponding Sales Tax G/L Accounts when applicable.

• The Custom Forms tab is used to create personalized forms for your business. You can request to have new forms created for use in this field.
• Use the drop down menu to select the form needed. Save after completing the form.

• All work orders for this customer will be listed under the Work Orders tab. Click on the WO # link to be taken to that work order.

• All purchase orders for this customer will be listed under the Purchase Order tab. Click on the PO# or WO# to navigate.