Next Generation - The Customer Records screen | Access Financials Help Centre

Access the Customer Records screen

Click Debtors then click Customers.
- Note: All customers are displayed. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.

The Customer Records screen holds all your customers created in your database, and enables you to access other areas of Financials directly from the screen like the sales transactions enquiry.

To create a new customer record, please refer to our Create a customer record article.

All of our enquiries and all Next Generation record screens use the same look and feel as well as functionality for consistency purposes.

You can run enquiries against all records or just a specific record.
You can apply filters to ensure that only the records you're interested in are displayed in the records window.
Access to different areas of Financials is controlled by your Security Profile.

When you start your journey on the Customer Records screen, and select a customer then access other areas of Financials, the enquiries and actions on transactions will be based on your selected customer.

You can access a customer's sales transactions directly from the Customer Records screen to filter transactions that are related to your selected customer record. For more information, please refer to our accessing transactions directly or from a customer article.

You can also enter for example a sales ledger invoice directly from the Customer Records screen so you won't have to locate the customer on the invoice again as it will be prepopulated for you with your selected customer.

Access Debtors transactions directly from the Customer Records screen

Click Debtors then click Customers.
- Note: All customers are displayed. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.
Select the checkbox in front of a customer you wish to work with.
- Note: The Action Panel automatically opens from the right-hand side of the screen.
Select either the Add Invoice or Add Credit Note or Add Receipt action cards.
- Note: The action cards are security profile permission driven so you might to be able to access all of them.

The selected transaction entry screen opens for you and the customer is going to be prepopulated in the Customer field and all the defaults assign to the customer are also pulled through for you.

You can also access the Sales Order transaction, Sales Ledger and Sales Order Enquiries and other action cards depending on your security profile permissions directly from the Customer Records screen.

The Action Panel tabs gives you direct access to enter notes or tasks for an existing customer and access documents depending on your security profile permissions.

The Customer Records screen is made up of the following sections:

Sections	Description
Search field	You can search on Customer Code or Name. Tip: You have to know the first few characters or numbers to be able to search as these searches are what we refer to as Begins With searches. You can search for the beginning of each word in the available quick search fields, no matter where they are. Example: If you wish to search for an Account Name of "The Access Group", you can now enter the words "The", "Access", or "Group" and Financials will intelligently find this result. For more ways to search for a customer record, please refer to our search for a customer article.
Saved Filters List	A list of any saved filters that are available. Filters are saved using the advanced filter panel, for more information please refer to how to use the advanced filter.
Advanced Filter	Opens the advanced filter panel for advanced filtering. Number indicator displays the number of applied filter criteria to the enquiry list. For more information, refer to the advance filter articles we linked above.
Cog	Contains a list of actions which can be carried out on the enquiry. Configure Columns - Customise the displayed columns in the best order to suit your needs. For more information please refer to Configure Columns. Clear Criteria - Clears all the filter criteria that you have added directly for a column displayed. Doesn't clear the filter you have added to the Advanced Filter panel. Reset Sorting - Removes any sorting that you've set on all displayed columns. Reset Default Column Width - Resets all column widths to their default size. Export to Excel - All - Exports all the customers for the columns displayed on the screen. If you wish to see all columns available on your export, you have to add all columns in the configure column option. The current limit is set at 500,000 rows to protect the performance. You can run several exports at the same time, even from the same screen and you'll be notified individually as each one is completed. Export to Excel Current View - Exports the currently displayed or loaded records and columns, the default is to load 100 records. If you wish to see all columns available on your export, you have to add all columns in the configure column option. Once you scroll past the 100th record, this loads another 100 records. This is done to make sure that you don't come across any performance issues when you have hundreds of thousands of records.
The Grid	Default columns are displayed when the Customer Records screen opens. You can change the columns position by pointing to the column label and once the cursor changes to a little hand, hold down your left mouse key and drag it to your desired position. For more information on how you can design your columns, please refer to our Configure Columns article. Each column is sortable and you can sort on multiple columns at the same time. You can filter on all of the columns by pointing to the column label with your mouse and clicking on the icon to open the filter window. You can increase and decrease the column width and the settings are saved for you so you to only have to do this action once.
Hyperlinks - Code and Name	You can click on the hyperlinks on the account code or name columns to get to your customer record. The record opens in View mode and if your security permissions has edit permissions, you can edit the customer. If you don't have access to edit customer records, instead of an Edit button, you will see a Close button on the customer record.
Action Panel - Access other areas and options	Select the checkbox in front of a customer to open it. The Action Panel automatically opens on the right-hand side of the screen where you can access action cards. The Actions tab displays all action cards that are available for your security permissions. On the Tasks tab, you can enter tasks for the selected customer. You can only select one customer at a time to enter a task for. On the Documents tab, you can upload, download, preview, delete, and view a list of documents for a customer. On the Notes tab, you can add notes for the selected customer. You can only select one customer at a time to enter notes for. You can close the Action Panel by clicking on the icon in the middle of the panel. You can also open it again manually by clicking on the icon on the right-hand side in the middle of the Customer Records screen.

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