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Customers

Customers

The ability to create an AR Customer, Vendor Customer or Import customers.  A customer is used when creating a billing which requests payment for services rendered by the district.

AR Customers

AR Customers are customers that are only available and used in the AR module. 

Creating an AR Customer

  1. From the Account Receivable menu, select "Customers" to display the Customer grid.

  2. Click 

     

  3. Enter desired information

    1. Customer #: Enter a number of your choice or let it default to the next available number.

    2. Enter the Name 1 and optional Name 2 of the customer.

    3. Customer Type: Use the drop down to select from the available options:

      1. CUSTOMER is an account receivable only customer.

      2. EMPLOYEE is an employee of the district.

      3. STUDENT is a student of the district.

    4. Enter the rest of the desired information.

      1. NOTE: Legacy Number: when customers were imported from the Classic software, the Classic number used will be stored in the Legacy Number.  

    5. Click on Save 

       to add the customer to the grid.  Click on Cancel 
      to cancel out without posting.

Vendor Customers

Vendor Customers are USAS vendors that may also be used in the AR module.  Only one Vendor Customer may be assigned to a USAS vendor. USAS vendors used in AR must be added to the Customer grid before creating a billing for them.

Creating a Vendor Customer

  1. From the Account Receivable menu, select "Customer" to display the Customer grid.

  2. Click 

    1. If you want to use the same vendor number as what is currently used in USAS, leave the 'Customer #' field blank.

    2. Start entering the USAS vendor number or name (or use the drop down arrow to select it).  Highlight the USAS vendor you want to use to create the AR Vendor Customer.

    3. Click on 

       to add the AR Vendor Customer to the grid.  Click on Cancel 
      to cancel out without posting.

Search/View Customers

The Customer grid allows you to search for existing vendors by clicking in the filter row in the grid columns and entering in the desired information. By default, the Customer grid sorts by Customer Number.  Click the  

 button to generate a quick report based on the filtered results. Click on any row of the search results to see a highlight view of the record.

Click view  

 to view a particular customer.

Edit a Customer

To edit an AR Customer:

  1. Search for the desired customer.

  2. Click on the edit icon 

     for the customer.

  3. Make desired changes.

  4. Click Save to post the customer changes to the system, click Cancel to not post the modifications and return to the Customer grid.

Delete a Customer

The Delete function can be used to delete a customer if there haven't been any AR transactions posted against it.

  1. Search for the desired billing.

  2. Click on the Delete icon 

    .

  3. Confirm you want to delete by clicking on 

    .

Import Customers

Currently, the Import option is only available to import from the SSWAT file formats.  Click here for the steps on how to import Customers from the Classic software ARF.

  • NOTE: The Classic software’s customer number was not imported into USAS as the customer number, but was stored as the Legacy Number.  Each customer number must be unique.