Customers

Sales Reps

Sales Reps are users configured in the system who represent the sales workforce. They can be assigned to customers, opportunities, or CRM, and their activity is tracked for reporting and performance analysis.

When creating a Sales Rep, you specify:

• User: the system user account that the sales rep is tied to.

• Status: whether the sales rep is active or inactive.

Payment Terms

Payment Terms are used to configure how customer invoices are due, providing consistency in billing and collections. They define the rules for when payments must be made and ensure that due dates are automatically calculated based on the selected term.

When setting up a payment term, you define:

• Description: a short explanation of the term’s purpose.

• Day(s) field is available to enter the number of days for types that require a day count. This value determines how the system calculates the due date from the invoice date or end of month.

• Type: the method by which the due date is calculated including:

  • Cash On Delivery (COD): payment is due immediately.

  • Day of the Current Month: payment is due on a specified day within the current month.

  • Day of the Following Month: payment is due on a specified day in the next month.

  • Day(s) after Invoice Date: payment is due a set number of days after the invoice date.

  • Day(s) after End of Month (EOM): payment is due a set number of days after the end of the month in which the invoice was issued.

Customer Categories

Customer Categories are used to configure classifications for customers. When setting up a customer category, you define the name and description.

Credit Note Approval Groups

Credit Note Approval Groups are used to manage approval rules that control who can authorise credit notes and up to what value. These groups ensure that credit processing is consistent, auditable, and aligned with internal financial controls.

A global setting Enforce Credit Note Approval Limits needs to be turned on for the limits to take affect.

When creating a Credit Note Approval Group, you specify the name which commonly would be the department that has limits on the approval.

Once the approval group is created, the system allows you to add one or more approval limits. Each approval limit defines:

• Line Type: the type of item being credited (e.g., equipment, transport, damage).

• Approval Limit (excl. GST): the maximum credit amount the user can approve for that line type.

Approval groups are later assigned to Users through their user settings, determining the credit limits they are authorised to approve. See this section on Users on how to assign Approval Groups. You could also see the Users that are currently assigned on this group on the top tab.

Insurance Companies

Insurance Companies are used to store and manage insurer records that can be linked to customer insurance details. When creating an Insurance Company, you specify the name.

Insurance Types

Insurance Types are used to categorise the different kinds of insurance that may apply to customers or equipment. When creating an Insurance Type, you specify the name, description and status.