This movie begins by showing how to create customer quickly without adding details. It then shows how to create a customer including contact information, tax information, payment terms, and billing settings. It also explains how to create subcustomers to represent jobs in QuickBooks Online.
- [Voiceover] Ah customers, you can't live without them. You create customer records in QuickBooks Online to go with your real life customers, that way you can keep track of how much you've sold to them, how much they've paid, and how much they still owe. When you want to work with customers, head over to the left side of the screen and click Customers. The first time you go to the Customers screen, you see this special page. In some cases, you'll see a button to upload files and then there's a link for adding customers manually.
You may see another screen as well with some boxes that you can fill in for your customer. Well let's start by clicking the add customers manually link and that opens up the screen that just has a few boxes for adding your first customer. Notice that the display name box has an orange asterisk in it and that's your clue. It's the only field you have to fill in for a customer. If you're in a hurry or just don't need any other information, fill in that box.
I'm gonna do that for Delish Foods. And then down at the bottom of the screen, click Add customer. That takes you to the regular Customers screen. And here we've got our table with our first customer added. Now let's say that we want to add another new customer. At this point, I'm gonna head up to the top right corner and click the New Customer button. This time, the full-blown Customer Information dialogue box opens and it has more fields that you can fill in for your customer.
Let's start with the contact name for the customer and that's Pandora Gamble. So I type her name in the first name and last name boxes. Then I'll jump over to the email box and I'm gonna type in her email address. Notice that QuickBooks Online took the first name and last name and filled in the "Display name as" box with that information. Again, there's that orange asterisk. Display name as is the only required field in this dialogue box.
However, the company name is Leticia Vito. So I'm going to type that in the company name box. To change the Display name as, I'm going to select the text in the company box and press Control + C to copy it and then I can select the text in the Display name as box and press Control + V and now I've got my company name in the Display name as box. The check box underneath, Use display name, that means that if you print a check for this customer, say a refund check, what you're going to see is Leticia Vito and what you can do is you can change that from the first name, last name or the company name.
So you can have two different things, one that you see in the list in QuickBooks Online and the other that gets printed on checks. Now let's head down and add the billing address for the company. I'm gonna click the Street box and type in the street address. Then I can click the City/Town box, type in the town, click the State box and add the state, and then click then click the ZIP code box and add the ZIP code. Over on the right side, the "Same as billing address" check box is turned on, which means that QuickBooks Online will use the billing address as the shipping address as well.
If they're two different addresses, just turn off this check box and fill in the shipping address. Notice over on the left side about the middle of the dialogue box, there are some tabs where you can add more information about the customer. Let's add some tax info. I'm gonna click the Tax info tab. First of all, because of settings that we used when we set up the company, all new customers are automatically set to taxable. That's why this check box, This customer is taxable, is turned on by default.
In addition, we also specify the default sales tax, which was the Denver sales tax. That's filled in automatically. If the customer has a different sales tax rate, click the arrows on the right side and then choose the appropriate sales tax rate. I only have one so I'm going to leave that set the way it is. Now let's jump to the Payment and Billing tab. The first thing I'm going to set is the preferred payment method. Let's say that Leticia Vito prefers to pay by check. I'm gonna click the arrows in that box and choose check.
Then over in the Terms box, I'm gonna click the arrows and choose the terms for this customer. Let's say it's Net 30. That way when I create transactions for this customer, QuickBooks Online will use these automatically. That's all I'm gonna fill in for this customer. So I'm gonna head to the bottom right corner and click the Save button. Now that I've added the customer, I see the details for the customer on this screen. I've got the customer name and the address up at the top. If I want to add notes to the customer, I can click this Add notes link and that just opens up a notes box where I can type in more detailed information.
When I'm done, I click away from the box. Down below, there are two tabs. The Transaction List is a table of transactions for the customer. We've just created Leticia Vita so there are no transactions. That's why the table's empty. But let's click Customer Details instead. That shows the fields for the customer and the information that we've already filled in. If you want to edit the customer, you come over to the right side and click the Edit button. Now notice there's this icon to the left of the customer name.
That icon let's you expand and collapse the customer list. So I'm gonna click it to expand the list and there are the two customers that I've created. Now, one thing about QuickBooks Online, there are no jobs in the program, but it does have sub-customers, which you can use instead of jobs. So let's create a sub-customer to represent a job for Leticia Vito. Here's how you do that. In the Customer list, click the plus sign up at the top.
That opens up the Customer Information dialogue box again. It's the same Customer Information dialogue box we just used. I'm gonna head to that Display name as box, because that's the only one we really have to fill in, and I'm gonna type in the name of the job. It's the Vito Pasta Party. In this case, to create a sub-customer, I turn on the check box over on the right side, Is sub-customer. Then I have to choose the parent customer. In that box, I'm gonna click the arrows and then choose Leticia Vito.
That fills in the billing address for the parent customer, which is exactly what I want. If it were different, you could always change it. The other option is you can bill with the parent customer or separately. It's set automatically to bill with parent, but I'm gonna click the arrows and if you wanted to bill separately, you would choose Bill this customer. But we're gonna leave it as Bill with parent. That's all I have to fill in so I'm gonna go down to the bottom right corner and click Save. Now let's take a quick look at the customer list.
Here's our parent customer and then indented below that is the sub-customer, the Vito Pasta Party, and that's one way to get your customer records into QuickBooks Online.
- Choosing a QuickBooks Online edition
- Creating an account
- Setting up customers and vendors
- Setting up products and services, billable expenses, and time tracking
- Paying bills
- Creating invoices
- Receiving payments
- Handling refunds
- Setting up online banking accounts
- Running reports
- Paying sales tax
- Automating recurring transactions