QuickBooks POS: Adding A Customer

Note: If you have accessed this topic after copying a customer record, start with Step 2. Edit the information brought from the copied record as needed.

It is helpful to be consistent when entering customer information. Consistently using the same data format makes it easier to sort, search, and look up customer records.

To add a customer:

1. From the Home Page Customers menu, select New Customer.

1. OR
   From your Customer List, click the Add button.

1. OR
   From the Customer field on a sales receipt, click the + (plus) icon and then choose Add New Customer.

1. A blank customer form is displayed.

1. Navigate through the sections on the customer form and enter name, contact, and optional information for the customer:

Expand each section of the form by clicking the small triangle icon to the right of the label:

• Name: The Last (Name) field is required to save a customer record, unless Track as Company is selected (see below).
• Track as Company (Pro): Allows you to record customer PO numbers on transactions for the customer and display the company name throughout Point of Sale (in the Full Name field). With this selection, Company (Name) is a required entry. Learn more(See 6.22).
• Contact Info: Enter the customer’s phone, e-mail, and address.
• Customer Notes: Add whatever notes might be helpful, such as birthday, clothing sizes, gift preferences, etc.
• Custom Fields (Pro): You can define and use custom fields(See 3.6.18) to record additional information. Using custom fields allows you to use the information to filter
• QuickBooks Desktop Options: Use these settings to control sharing of customer information with QuickBooks Desktop financial software and to set up and maintain charge accounts for the customer.
• >> Use with QuickBooks Desktop: Select this check box share this customer’s information with QuickBooks Desktop. A company preference(See 6.4) controls the default setting of this option.
• >> Charge Account: Select to allow charges for this customer and enter an account limit. Learn more(See 6.24.1)
• Customer Settings: Use this area to set other options:
• Customer ID (Pro): Customer IDs are automatically assigned to new customers and can be used to print scannable ID cards. Learn more(See 6.16)
• Rewards Member (Pro): If offering a Rewards program, elect the check box to enroll this customer. Learn more(See 6.25.1)
• Alternate contact info: Enter additional phone numbers.
• Customer Type: Categorize your customers in ways that are meaningful to your business. Learn more(See 6.12)
• Tax Location: Specify a customer tax location for special tax handling (Set up can use a 0% tax location for tax-exempt customers). Learn more(See 5.5.10)
• Customer Discounts: If applicable, click the Discount button and specify a customer discount or price level to suggest on all sales to the customer. Learn more(See 6.13)
• Accept Checks: Select the check box if checks are to be accepted for payment from this customer.
• Addresses (Pro): Use this area to enter additional shipping addresses and print shipping labels. The address entered in the Contact Info section is automatically added as the default shipping address. Select the Do not mail to Bill To Address check box to prevent this and then click Add to enter alternate shipping addresses (up to ten). Designate one as the default. The default shipping address will be suggested when you add shipping information(See 5.7.1) to sales receipts.

1. Select Save.

Notes:

• If an existing customer record is very similar to a new one you are creating, copying and editing the existing record might be the quickest way to create the new record.
• If you are integrated with QuickBooks Desktop financial software:
• Customer names can be sent to QuickBooks Desktop in the order you prefer (e.g. <first, last> or <last, first>). Learn more(See 17.2.6)
• Charge account balances and limits are shared between the programs. You cannot track account charges without also having the Use with QuickBooks Desktop option selected. Learn more(See 6.24.1)

Note: The availability of customer tracking features can be controlled by your Features to Use preference(See 18.4) settings.

Originally published at BlackRock.