Customer FAQ |
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CUSTOMER LOOKUP INTENTS
Intent: Find a customer
User says:
“Find customer ABC”
“Search for a customer”
“I can’t find a client”
Bot response:
Go to Customer > Lookup.
Use the filter bar to search by name, code, phone number, or other customer fields.
Press Show All [F3] if the customer is inactive.
Intent: Show inactive or suspended customers
User says:
“Show inactive customers”
“Where are suspended clients?”
Bot response:
In Customer > Lookup, click Show All [F3] to display active and inactive customers.
You can filter the status column to isolate suspended or inactive records.
Intent: Edit a customer
User says:
“Edit customer details”
“Change customer info”
Bot response:
In Customer > Lookup, double-click the first column, or right-click the customer and select Open Customer.
Intent: Bulk change customers
User says:
“Change payment terms for multiple customers”
“Bulk update customers”
Bot response:
Use Customer > Lookup.
Select customers using the checkboxes or filters, then open the Bulk Change Selected tab.
You can update payment terms, auto reconcile, branch, and statement type.
Intent: Print customer statements
User says:
“Print customer statement”
“Email a statement”
Bot response:
Right-click the customer in Customer > Lookup and select Statement.
Choose Open Item, Balance Brought Forward, or Date Range.
Intent: Print customer labels
User says:
“Print customer labels”
Bot response:
In Customer > Lookup, filter or select customers, then choose Print Customer Labels.
Label layouts are configured under Customer Options > Printing.
CUSTOMER DETAIL INTENTS
Intent: View customer transactions
User says:
“Show customer transactions”
“Customer transaction history”
Bot response:
Open Customer > Customer Detail to see all customer transactions including invoices, payments, journals, and credit notes.
Intent: What do CP / CJ / INV mean?
User says:
“What is CP?”
“What does CJ mean?”
Bot response:
These are module abbreviations in Customer Detail:\n> - CP – Customer Payment\n> - CJ – Customer Journal\n> - INV – Invoice\n> - CRN – Credit Note\n> - EFT – Electronic Funds Transfer\n> - BMD – Bank Manager transaction
Intent: Open original document
User says:
“Open the invoice”
“View original payment”
Bot response:
In Customer Detail, double-click the Doc No, or right-click the row and select Open Original Document.
Intent: Change description or reference
User says:
“Edit description”
“Fix reference text”
Bot response:
In Customer Detail, right-click the transaction row and select Change Description / Reference / Note.
Always review the Audit Trail before making corrections.
Intent: Why is the balance missing?
User says:
“Why don’t I see the balance?”
“Balance column is gone”
Bot response:
The Balance column is hidden when using the blue filter row.
Use the supplied Customer and Date Range filters to display balances.
SALES OVERVIEW INTENTS
Intent: View sales history
User says:
“Sales history”
“Customer sales overview”
Bot response:
Go to Invoice > Sales Overview to analyze historical sales, payment behavior, and customer turnover.
Intent: Cash vs on-account sales
User says:
“Cash vs account sales”
“How much is on account?”
Bot response:
Use Sales Overview > Payment Analysis and select Payment Type % or Payment Type Amount Breakdown.
Intent: Top customers
User says:
“Who are my top customers?”
“Highest turnover customers”
Bot response:
In Sales Overview, use Turnover per Customer, then sort by Year or Total to identify top-spending customers.
Intent: Customer buying frequency
User says:
“How often do customers buy?”
“Repeat customers”
Bot response:
Use Customer Purchase Frequency in Sales Overview to identify loyal and repeat customers.
INVOICE LOOKUP – ANALYSIS INTENTS
Intent: Analyze sales trends
User says:
“Sales trends”
“Sales analysis”
Bot response:
Open Invoice > Lookup > Analysis tab to analyze trends using pivot grids and charts.
Intent: Sales per salesperson
User says:
“Sales per employee”
“Salesperson performance”
Bot response:
Use the Sales per Salesperson pre-set report in the Analysis tab and adjust the date range.
Intent: Discount analysis
User says:
“Who gives the most discount?”
“Discount per salesperson”
Bot response:
Select Discount per Salesperson in the Invoice Lookup > Analysis tab and compare discounts against turnover.
Intent: Why don’t totals match Sales Overview?
User says:
“Sales don’t match”
“Why are totals different?”
Bot response:
The Invoice Lookup – Analysis tab does not include credit notes.
Sales Overview includes invoices minus credit notes, which can cause differences.
GENERAL BEST-PRACTICE INTENTS
Intent: Which screen should I use?
User says:
“Which report should I use?”
“Best place to check this?”
Bot response:
Use Customer Lookup to manage customers
Use Customer Detail for transaction-level accuracy
Use Sales Overview for financial and payment analysis
Use Invoice Lookup – Analysis for trends and comparisons
