Creating Special Accounts

In addition to creating database information for each customer, you need to create additional information for special purposes. We describe each of these special accounts here.

Cash account
Pricing account
Internal use account

If you need instructions for creating customer database information, refer to Adding a Customer.

Cash Account

The Cash account is only necessary if you sell retail.

What the Cash Account Does

When you use the Point-of-Sale application, every sale must be associated with a customer. In retail situations, most customers do not have their own account in the customer database. For these customers, you use the Cash account.

eNsite automatically posts all sales for a particular cash account to the general ledger.

Creating Cash Accounts

To manually assign the appropriate account numbers, you must first temporarily disable automatic account numbering (if it's enabled). To do so, contact your Silver Plus representative.

Now open the Graphical Interface, double-click the Customer icon, and follow these steps:

These instructions assume you know how to add a customer. If you need help, see Adding a Customer.

Click the button to add a new customer.
In the Acct # box, type 1
In the Name box, type CASH.
In the Status box, specify an order entry status code of 1 through 9 or A through F. Any of these status codes ensure that the sale is cash only — charge sales are not permitted for customer accounts with codes assigned from these ranges.

This figure shows the three fields in the Master tab completed for a location 1 CASH account.

Click the Order Entry tab.
In the P/O Required box, type a dollar sign ($). This indicates that the customer can only make cash returns. (It also indicates that a P/O is required; you can specify anything you want as a P/O number, though, such as the word CASH, or a customer's name.)

Save your new customer by clicking the button.

Pricing Account

This account makes it easy to check prices for potential customers who do not have an account.

You perform price checks through the TBL client. For complete information, see "Chapter 13: Performing Price Checks in the (EL) Screen" in What's New in Versions 3 & 4.

To create a Pricing account, do the following:

Go to the Customer window and begin a new customer. (For instructions, see Adding a Customer.)
In the Master tab, you need to complete only two boxes: the customer name, which can be PRICING or something similar, and the account number. (An account number is assigned for you if your parameters are set that way.)
Click the Order Entry tab and assign pricing you want to apply to customers who do not yet have accounts. (For information about basic pricing, see Creating a Pricing Strategy.)
In the Taxable box, type Y (To learn more about taxing, see Setting Up Tax Information.)

In the District box, specify a tax district that applies to most customers. (Tax can be calculated when you do a price check.)
Save the new account by clicking the button.

Internal Use Account

eNsite offers a wealth of features for tracking and managing sales to customers. You can also use these features to track the costs you incur when your employees consume the products or services you sell. You do this by creating an Internal Use account.

To do this, create a new account (for instructions, click here) that includes the following:

Assign a name of Internal Use, or something similar.
An account number is assigned automatically, or assign one yourself if your parameters are set to allow this.
Determine whether you want to set this account for cash sales or let it charge. (The only disadvantage to charging is that you have to offset the charges in A/R.) For cash only, assign an order entry status code of 1–9 or A–F in the Status box. For charge orders, assign a status code after F (G–Z).

When employees need supplies, you are able to create an invoice for them in order entry.