Adding A Customer Record
This Tech Note describes the process of adding a new Customer to your data base.
Sale | Customer | ShipTo | Contact | Address | Phone | Fax | E-Mail | General Page | Contacts Page | Credit Page | Shipping Page | Acct | Attention | Division | Country | Ad Source | Sales ID | Rep | TypeSale | Terms | ShipVia | Responds | Budget | Prospect | Need | Market | Comments | Service Record | Call Report | Letter List | Prime ShipTo | Ship To Only | Key Words | Sales Dept | Procedure |
To add a "Customer" record to the database, pull down the Customers menu > Find Customer.
The data base should always be Searched before adding a "Customer" record. Search criteria may be entered into any one of the Bolded fields. The Name fields Searches for the Last Name of a Contact. Enter no more than 3-4 characters as the Search criteria and press "Tab". The Customers and Leads file will be Search and a list will appear in the "Area List" window. If the record already exists, double click to access it. If no record was found, click on the "New" button.
Customer input layout appears. There are actually four screens of data in the "Customer" record which are accessed using the Navigation Pallet. The first screen is entitled "General".
The square box just to the right of the Navigation Pallet is already selected signifying that this is a NEW "Customer" record.
This page of the "Customer" record contains the BillTo Address as well as other general information relating to a Customer. It also contains the customizable fields used to categorize and manage your Customers. Orders, letters, Service records, and Call reports may be created directly from this screen.
Make entries into the following fields:
Customer Enter Company name.
Phone Enter Company phone with area code using no spaces or formatting.
Zip Do not enter zip here, tab past this field.
Acct Do not enter acct, system will assign.
Attention Select the square box only if this Customer is an individual and does not have a Company name.
Enter first name for BillTo Attention.
Enter last name for BillTo Attention.
Division Enter division of Company if there is one.
Address There are two lines for address information.
City Enter city.
St/Zip/Zone Enter state.
Zone will be calculated, do not enter.
Country USA is the default. Enter foreign country here if applicable.
FAX Enter fax number with area code using no spaces or formatting.
email Enter email address here. More email addresses may be entered in the "Alt email" area.
Prefix Enter international prefix if applicable.
Suffix Extension number.
Ad Source Click and hold on the words Ad Source for the popup
Sales ID Assign an in-house Customer Service or Salesperson.
Rep Click and hold for popup.
Type Sale Click and hold for popup.
Terms Defaults to COD until other credit is approved.
Ship via Click and hold for popup.
Tax Juris State code will appear here regardless of "Tax Exempt" status.
Response Used when this Customer is passed on to a Rep as a lead; expected response date.
Budget A budget amount for this Customer may be entered here.
Prospect A popup may be created here to mark if the Customer is a Lead, has been qualified or is an actual client.
Need Used when Prospect is a lead to denote time frame of possible purchase.
SIC Code Standard Industrial Classification.
Market Use popup to select the type of business this Customer is; what market they are in.
The Contacts Included Layout is used for entering multiple ShipTo Addresses as well as information on individuals within a company such as buyers, trade show coordinators, etc. Complete the rest of your "Customer" record before entering Contacts and ShipTo addresses.
Comments entered in this field will be available in any screen using data from the "Customer" record. Your Comment may be date/time stamped by clicking on the icon beside the "Comment" field.
The three rectangles that look like envelopes are buttons for going directly to Order Entry, Letter Entry, or Lead Sheet printing. When one of these buttons is selected, the selected entry screen will appear.
To create a Proposal, "Option" click on the "ORD Envelope" icon.
Service Records Area
"Service" Records can be used by the "Service Dept" to record details and time associated with repairs relating to "Service" Contracts. These "Service" records are then processed into Invoices which deplete the available "Service" contract time or create billing. The Invoice may then be printed and mailed to the Customer to advise him/her that time was logged against a "Service Contract" or am amount is due for service.
"Service" Records are also used to record details for service performed.
Please refer to detailed instructions on how to enter a "Service" Contract and Invoicing for service activities.
Terms for new Customers always default to COD. These Terms may only be changed by staff with Password access to Terms. The "References" area is used during the "Credit Approval" process for documenting reference checking.
CommerceExpert/WebClerk does not update the Customer balances on a real time basis. Accounting will regularly perform the Tally to update these balances. In order to perform an individual Tally for this Customer, single click on the field label "Balance Due". The Customer balances will be updated.
The two lower windows of the "Credit" Page are area lists in which Invoices and payments appear for the purpose managing this Customer’s receivables. In an existing "Customer" record, the "Relate Files" command must be given before the related records appear in these lists. The Invoice and payment records may be opened by double clicking on the desired record.
This credit information is also available in "Order", "Proposal", and "Invoice" records.
The name of this page may seem misleading as it begins with the Customer BillTo information. An alternate BillTo address may be entered. This is sometimes necessary for Customers who sell their receivables to factoring companies.
The "Alert" Box is us