Software: QuickBooks Desktop accounting software
You can search for a customer by the account number from the Customer List but not when recording a sales invoice. Hence, the customer account number may not be as useful as the customer name in QuickBooks.
QuickBooks search and display the Customer Name instead of the company name when creating invoices; therefore use the company name for the customer name field may be more logical for B2B businesses.
Let’s say you assigned account number AC123 for customer ABC Pte Ltd. To record this in QuickBooks, you may enter the Customer Name as ABC, the Company Name as ABC Pte Ltd, and AC123 into the account number field. The system picks up ABC Pte Ltd if you enter ABC in the ‘Customer:Job’ field when preparing an invoice.
You may use Student ID, which is unique, as the Customer name if you are using QuickBooks for school. Mobile phone number is also unique, which you can use it as a Customer Name if you are operating a car repair shop. Alternatively, you can join both code and name in the customer name field such as ID-CompanyName (example: 63360300 – Solarsys Microsystem Pte Ltd).
QuickBooks Accounts Receivable Ageing Summary Report only shows Customer Name. It’s good to record a few transactions and test the results before deciding on what to use for the Customer Name field.
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Software: MoneyWorks accounting software
Yes. You can import names such as Supplier and Customer into MoneyWorks accounting software instead of entering it manually when migrating from other accounting software (You may have to tidy up the source file if the exported file from your existing software is messy, garbage in garbage out).
Apart from the standard fields such as the Company name, contact person, address, phone, fax, and email; you need to prepare the file with Name Code and Name Type.
The Name Code is a code uniquely identified the name. The maximum characters allowed for the name code is 11 (Alpha-numeric). For example, you have a customer ‘Best Accounting Firm LLP’, the name code could be ‘BES001’. The first three characters of the name code, BES, is same as the first three characters of the company name.
Name Type is important. It specifies whether the name, customer or supplier, recorded is a cash or credit (accrued) name type. ‘0’ is ‘False’, ‘1’ is ‘Cash’, and ‘2’ is ‘Credit’. For example, you give a customer 30 days credit terms and this name is not a supplier. You set the Customer Type as ‘2’, Payment Term as ’30’ and Supplier Type as ‘0’.
Once you have prepared the source file, import the name from the File menu. MAP the fields in the Import Wizard and start import names into MoneyWorks.
I had a customer who was always very busy with meetings. She doesn’t even have times to create the name list in QuickBooks. She asked me whether QuickBooks allowed her to import those customer and supplier name list from a spreadsheet.
What are those things that can be imported into QuickBooks?
At user level, QuickBooks does allow you to import list item such as:
- Chart of account list
- Customer:job list
- Supplier name list
- Employee list
- Item list
During the implementation stage, creating of name and item list usually takes up most of the time. By importing list item it helps to reduce the implementation time and focus on your day-to-day operational task such as invoicing and enter bills.
How to import?