Info and Concepts
Aerotrack requires customers and suppliers to be created prior to creating purchases/sales
There are two types of companies, customers and suppliers. You sell to customers and you buy from suppliers. They are kept together in the same table. If you click on the suppliers heading in the controller menu you will see the number of suppliers in the table view. If you click on the customers heading in the controller menu you will see the number of customers in the table view count.
Use the “Quick Find” function by entering the first few letters of the company you’re looking for, this is a type-ahead field and will list all the results while narrowing the options as you type more.
The companies detail view form in Aerotrack
If you want to create a new customer you must be in the customers detail form. If you want to create a new supplier you must be in the suppliers detail form.
- Click the new companies icon. Shortcut = Ctrl + N
- A window will pop up for you to confirm that you want to create a new Company.
- When you click ‘Yes’, a new company will be created.
- The company type will default to whatever form you are in.
- Enter the company name and details as required.
- On the ‘Main Address’ Tab enter the address information as required. Add the number of contacts that you have for that company with their details. Specify the ‘Default’ contact for the company by clicking the check box.
- You can add additional address and contact details for the company by selecting the correct number of ‘Additional addresses required for this company’. You can have a maximum of 10 addresses in total for each company.
The global pricing method for all customers can be set from the System Administration section but from within the customer record the pricing method for charging that individual customer can be changed.
There are two basic methods of pricing parts, “Range Mark Up” and “% Mark Up”. If you select “Range Mark Up” the pricing will be calculated by the range table as set in the System Admin area. If you select “% Mark Up” the pricing will be as per the price level selected in the customer record, the actual mark up percentage is then held in the System Admin section. When a new customer is created the default pricing system is set to the global method and both the labour and parts bands are set to the default of band one.
The customer can be set to one of eight bands for labour pricing. The rates for each band are held in the Labour – Activities Setup tab or from within the personnel record depending on the pricing method being used.
The Customer can be assigned a set discount rate, tick the Allow Discount check box and enter the percentage discount in the Discount field. When a new sale is created for this customer there will be a discount applied to each line in the Sale.
See the guide on the pricing systems for further details on these methods.
When purchases and sales are made against a company, you will see this referenced in the history table. If you highlight a particular transaction you can go to that transaction directly by clicking the blue arrow icon above the table.
A Company ID number is created whenever a new company (supplier or customer) is created. This number is unique and important to export/imports into your accounting software.
Keep your list of “Active” companies down to a minimum by marking customers and suppliers that you are no longer doing business with as inactive. If you wish to trade with them again their details and history can always be retrieved using the find function.
Aerotrack can email a PO directly to a supplier from within Purchases, this requires a valid email address setup in the supplier record. The contact name marked as “Default” is the contact that will receive the emailed PO.