What is a Customer Master File?

Customer Master File

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Customer Master File

A customer master file is a centralized database that contains all the comprehensive and necessary details about the customers of a business. This file or database often includes:

  • Customer’s name
  • Billing and shipping addresses
  • Contact details (phone number, email address)
  • Credit limit
  • Preferred shipping method
  • History of purchases
  • Payment terms and history
  • Tax details

In short, the customer master file serves as a single source of truth about a business’s customers. This database is used across various departments within the company, such as sales, marketing, customer service, and finance, for different purposes like managing customer relationships, analyzing sales trends, managing receivables, and others.

It’s crucial for businesses to keep their customer master file up-to-date and accurate because inaccurate or outdated information can lead to problems such as missed shipments, billing errors, poor customer service, and loss of sales.

The customer master file can be maintained using spreadsheet software for small businesses, but larger companies typically use more sophisticated customer relationship management (CRM) or enterprise resource planning (ERP) software.

Example of a Customer Master File

XYZ Corporation is a mid-sized business that sells office supplies. They maintain a customer master file in their CRM software, which is accessible to their sales, customer service, and finance departments.

When a new customer, ABC Inc., places an order, XYZ Corporation adds a new record to their customer master file. This record includes the following information:

  • Customer name: ABC Inc.
  • Billing address: 123 Main St, Anytown, USA
  • Shipping address: 456 Oak St, Anytown, USA
  • Contact person: John Doe
  • Contact details: (123) 456-7890, jdoe@abcinc.com
  • Credit limit: $10,000
  • Preferred shipping method: Overnight
  • Payment terms: Net 30
  • Tax ID: 12-3456789

As ABC Inc. continues to place orders, XYZ Corporation updates their record in the customer master file with their purchase history. If ABC Inc. changes their shipping address or contact person, XYZ Corporation updates that information in the customer master file as well.

This way, whenever someone at XYZ Corporation needs information about ABC Inc., they can look at the customer master file and see all the necessary details, as well as any interactions that ABC Inc. has had with the company.

Maintaining an accurate and up-to-date customer master file helps XYZ Corporation provide better service to their customers, manage their receivables effectively, and analyze sales trends accurately.

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