Master records overview
Master records are the lists that the rest of the app refers to. A customer must exist as a record before you can raise an enquiry for them; a product must exist before you can quote a price for it; a supplier must exist before you can send a request for quote. The Data Entry sidebar holds all of this.
Before you start
- Decide who in your firm is responsible for keeping master records clean. One person owning each list usually works better than letting everyone add records ad hoc.
- Ask your administrator to give you permission for the lists you need to maintain.
What lives under Data Entry
- Products — the catalogue of items you buy and sell. Each item is called a Product Head and can have one or more product codes underneath it.
- Customers — the firms and individuals you sell to, with their addresses and contact persons.
- Suppliers — the firms you buy from, including the brands they carry.
- Warehouses — the physical places where you store stock, broken down into rooms and racks.
The order to set things up
For a new firm starting out, set up records in this order so each step has the data it needs.
- Add your Warehouses and the rooms inside them.
- Add your Products and their codes.
- Add your Customers and their contact persons.
- Add your Suppliers and their contact persons.
You can come back and add more records at any time, but having the basics in place before you start raising enquiries saves a lot of editing later.
Common questions
Can I delete a record once I have used it?
Records that have been used elsewhere — a customer with an enquiry against them, a product on a quotation — cannot be deleted. The app blocks the delete and tells you what is still using the record. You can edit the record instead.
What if two people add the same customer twice?
Search before you add. The customers list has a Search customers… box at the top that narrows the list. If a duplicate has already been created, ask your administrator to remove one of them.