Customer Group - Documentation Acosys

Used By

sales staff, cashiers, sales admins, or finance

Data Type

master

Search Keys

Code

When to Use This Form

When customers need to be grouped for receivable accounts, discounts, rewards, points, or reports.
When a group's default accounts or rules need to be updated.
When group members need tidying so reports do not get mixed up.
When payment or reward rules need to differ per customer group.

Before You Start

Make sure reference data such as Receivable, Reward Expense, Sales Discount, Receivable Write-off P/L, Sales Discount, Product Reward, Points, and Payment Discount has been created and is still active.
Make sure customer data, addresses, credit limits, and terms are correct if they appear on the form.
Prepare the list of group members and the default accounts to use.

Workflow

Open Sales & POS / Customers & Sales Team / Customer Group.
Enter the group code and description using a name that is easy to understand.
Select the default accounts and rules that apply to this group.
Check the group members so nobody ends up in the wrong group.
Check the payment discount, reward, and points rules if they are used.
Save, then check the result on the member master data and related reports.

Key Fields

Field	Explanation for Users	Status
Code `id`	Data code. Use a short code that is easy to recognize.	Required
Description `description`	Description explaining what this data is for.	Required
Receivable `receivableacc`	Default receivable account for customers in this group.	Required
Reward Expense `rewardacc`	Reward expense account used when product rewards are recorded.	Required
Sales Discount `salesdiscacc`	Sales discount rule or account that applies to the customer group.	Required
Receivable Write-off P/L `gainlossreceivableacc`	Profit/loss account used when receivables of customers in this group are written off.	Required
Product Reward `salesproductrewardrules`	Product reward rule for customers in this group.	Optional
Payment Discount `paymentdiscrules`	Payment discount rule for customers in this group.	Optional
Last Modified `updatetimestamp`	The last time the data was updated by the application.	Optional
Customers `customer`	List of customers that are members of this group.	Optional

Details and Relations

The Customer detail contains the members of this customer group.

What Happens After Saving

The group is saved as a reference for members, reports, and default rules.
Group members determine who is included in that group's filters and rules.
If the form relates to customers, the data can affect sales, receivables, or customer reports.
If the form relates to payments, check cash/bank, bank drafts, payment discounts, and paid status.
If any data is not valid, the application rejects the save and shows a validation message.
Changing a group can affect subsequent reports and the default choices on new transactions.

Common Problems

Data cannot be saved: check the required fields, number and date formats, and the validation message shown.
Data does not appear when searched: check the active status, user access rights, division/department filters, and the search keyword.
Report is wrong: check the group members and the default accounts or rules used.
Customer balance or reward is wrong: check the accounts, reward rules, and customer group members.

Available Fields

The following list summarizes the fields available on the form. Rarely used fields are still listed so they are easy to look up during training or support.

Field	Explanation for Users	Status
Code `id`	Data code. Use a short code that is easy to recognize.	Required
Description `description`	Description explaining what this data is for.	Required
Receivable `receivableacc`	Default receivable account for customers in this group.	Required
Reward Expense `rewardacc`	Reward expense account used when product rewards are recorded.	Required
Sales Discount `salesdiscacc`	Sales discount rule or account that applies to the customer group.	Required
Receivable Write-off P/L `gainlossreceivableacc`	Profit/loss account used when receivables of customers in this group are written off.	Required
Sales Discount `salesdiscrules`	Sales discount rule or account that applies to the customer group.	Optional
Product Reward `salesproductrewardrules`	Product reward rule for customers in this group.	Optional
Points `salespointrewardrules`	Customer points rule that applies to this group.	Optional
Payment Discount `paymentdiscrules`	Payment discount rule for customers in this group.	Optional
Created By `usercreate`	User who created this data.	Optional
Modified By `useredit`	User who last modified this data.	Optional
Last Modified `updatetimestamp`	The last time the data was updated by the application.	Optional
Customers `customer`	List of customers that are members of this group.	Optional

User Checklist

Customer group code and description are not duplicated. Receivable, discount, reward, points, and write-off accounts are correct. Customer members have been placed in the right group. The group is ready for customer transactions and reports.

Menu Location

Sales & POS / Customers & Sales Team / Customer Group
/form/customergroup

Quick Add from the Search Field

If the icon + appears next to a search field, you can complete the customer's receivable and promo accounts directly from this form without leaving the customer group settings.

Account

Available on account fields such as Receivable, Reward, Sales Discount, Payment Discount, and Receivable Write-off Profit/Loss. If the account used by the customer group does not exist in the COA yet, click + to create it, then select it again on the same form.