Customer Record Fields Descriptions
The "Customer" record is a multi-page layout containing information on the Customer. All Underlined field titles | indicate "Mandatory" fields. All Italicized field titles indicate the field cannot be modified. The information in Italicized fields comes from another record, an earlier page in this record or through a function performed.
Customer Contact Credit Shipping Order Invoice Setup Generalpage Field Descriptions
The Customer Record
The "Customer" record is a multi-page layout containing information on the customer. All Underlined field titles indicate "Mandatory" fields. All Italicized field titles indicate the field cannot be modified. The information in Italicized fields comes from another record, an earlier page in this record or through a function performed. All Bold typed fields can be used for searching purposes.
Navigation between pages in the layout, acceptance and cancellation of changes, and movement between records in the current selection are accomplished with the "Navigation Pallet".
The "General" page contains the following fields:
Customer is the customer's name. This name is used in all Billing transactions. It is a required field.
Phone is the Customer's phone number with area code. Click on the word "Phone" while holding a touch tone phone receiver to the computer speaker and the number will be dialed.
Zip is the Customer's zip code.
Account is the Unique Code that relates different files to each other. It should never be changed once it is set. It is a required field.
These first fours fields are in Bold type in the layout. This indicates that the field is used for Searching purposes. To modify information in these fields activate the "Change Box". If the box is not activated the change is treated as if you wish to search for the entered information.
Fax is the Customer's fax phone number with area code.
Prefix is used if a number must be dialed on the User phone for an outside line. This is necessary when using the "Auto Dial" feature. It is also used if the Customer phone number is one that must have a 1 dialed but not the area code.
Suffix is used if there is an extension number for the Customer.
Individual is a box to activate if the "Lead" record does not have a Company name, but is dealing with an Individual. If this box is activated, when the variable "CustAddress" is used within Letters and Super Reports, the Company name is eliminated from the address. This prevents two lines with the same information.
|| Attention sets the name currently selected in the "Contact Included" layout to be the Attention name. A name can be typed into the "Attention" field also. If creating a "Contact" record from the current name in the "Attention" field is desired, hold the "Option" key while clicking on the "||". A "Contact" record is created.
Division is the Customer's Company Division in the address. If you have the "Individual" box activated, a salutation can be put in the "Division" field to print with the address.
Address, City, State, and Zip is the Customer's full address. This is used in all Billing transactions.
Zone is calculated from the Zip Code and Carrier information.
Country is the Customer's country.
The following have both a Pull Down menu and Popup window.
The Pull Down menu is activated by clicking and holding on the name of the field. For instance, click and hold on "Ad Source" gives you the choices of active Ad Sources.
The Popup window is activated by typing an "Asterisk" ( * ) and then "Tab". The Popup window can sometimes be used to add choices to the list. If it is the type of file that can be added to in this way, the "Arrow" and "Save" buttons activate. Other lists must be added to in various areas of the program.
The fields are also sensitive to typing of the beginning letters of a list item. For instance, if you typed in "MWB" and "MWB 95" was a choice on the list, then "MWB 95" would automatically enter the field.
Ad Source is a listing of all active Lead Sources. The "Ad Source" is the Marketing activity that created the relationship with the Customer.
Sales ID is a listing of all Employees that are designated as active on the "Sales List" in the "Employee" record.
Reps is a listing of the Representatives currently set up in the database. There is a default for this field set up in the "Default" record.
Type Sale is a listing of the Types of Sales currently set up in the database. There is a default for this field set up in the "Default" record.
Terms is a listing of the Terms currently set up in the database. There is a default for this field set up in the" Default" record.
Ship Via is a listing of the Carriers currently set up on the database. There is a default for this field set up in the "Default" record.
Tax Juris is listing of the Tax Jurisdictions currently set up in the database. The Tax Jurisdiction defaults to the two letter state abbreviation in the address. Choose the code for the Tax Jurisdiction for this Customer if it is not the two letter default.
Order is a button allowing the creation of a new "Order" record directly from the "Customer's" record. It saves changes made to the "Customer" record, closes it and opens a new "Order" record.
Below are two features of the "Order" button to go to records, besides the Order.
1. ACTION: Hold down the "Option" key while clicking on the "Order" button.
RESULT: A new "Proposal" records opens.
2. ACTION: Hold down the "Command" (å C) key while clicking on the "Order" button.
RESULT: A new "Invoice" record opens.
Send a Letter is a button used to send form letters to a Customer. Letters can be set up or edited when this button is used. This button functions in the same manner as if you had chosen "Print defined reports" and then "Letters".
When this button is clicked, the "Letter Editor" opens. Select the letter by choosing it from the Pull Down menu.
For information on editing and / or creating the letter, refer to "Letters" in the Manual.
Print Lead is a button to initiate a "Lead" report. This "Lead" Sheet is designed to be used for internal or external Salesperson.
Contacts is a Popup menu. To add a Contact within the "Customer" record click on the "+" side of the button. This Include Layout is also used to put in multiple shipping addresses.
To view a "Contact's" record in it's entirety click on the "Delta" side of the button.
Fields within the Contact Included Layout
Company, Phone, and Account are non-enterable. This is Customer information from the "General" page of the "Parent" record.
First/Last is the Contact's First and Last name.
Nick Name is the Contact's nick name.
Salutation is a Popup menu allowing the choice of salutation currently set up in the database. If a salutation is chosen it is used in Letters with the "DearContact" variable, i.e., Dear Dr Jones. If no salutation is used, the Contact's first name is used in letters, i.e., Dear Bill.
Title is the Contact title.
Address, City, State, Zip and Country arethe full address information for the Contact.
The Plus and Minus buttons are used to add or delete a "Phone Number" record.
Key Words is a field to put any notation about this Contact.
NOTE: The first four letters typed in this field are displayed on the Popup list displayed on the "General" page.
Dial Selected button allows the selection of a phone number, click on the "Dial Selected" button and having the computer automatically dial the number. (Clicking the word Phone any where in CommerceExpert/WebClerk dials the number adjacent to it)
Letter List is activated if form "Letters" are to be sent using this Contact name. This allows quick Searches for Contacts who are to receive letters.
Prime ShipTo is activated if the address in this "Contacts" record is to be used for the "ShipTo" address.
Profiles are attached to Contacts. You can use the Popup list to select the choice or type in information.
The Comments area is used to keep information on this Contact.
Next Action is a Pull Down menu and Popup window. You can assign an action to be taken for this customer. Actions can be pulled up and viewed as a group. See "My Sale & Service" for more information on reviewing the assigned actions.
To see or add to the choice list for "Actions", type an "Asterisk" (*) and "Tab". The Popup list appears. Choices can be typed in also.
The date and time for the action to be completed is entered below the action. The "Calendar and Time" Popup window can be used to assign the time and/or date.
Comments is a "Text" area. It is limited to 32,000 alpha-numeric character.
Date/Time button inserts the date and time in the "Comment" area. It enters at the top of the "Text" area.
Service Record included layout records Comments, problems and actions to be taken on a given event. It is an included layout. It can be related to a "Customer", "Proposal", "Order", "Invoice" and/or "Rep" record.
When the "Service" record is opened from the "General" page, it automatically relates to the "Customer's" record being viewed.
To create a new "Service" record through the Customer's "General" page, double click on the word "Due". A new record opens to be filled in. To see an existing record, double click anywhere on the portion of the record that is displayed in the included layout.
Upon opening an established "Customer" record the related "Service" records are not visible. You must choose Actions menu > Relate Files, for the related "Service" records to appear. The records are not displayed continuously, to enhance the speed of the program.
Alt Date is an open field to be used at your discretion.
Opened On is non-enterable. This is set up automatically when the "Customer" record is created or Imported.
Last Sale is a date that is non-enterable. This is the date of the last sale to this Customer and is updated as the Customer Orders.
Call Report is an included layout. It is used to document actions taken by and received from a Customer.
Name ID is an automatic entry of the Salesperson assigned to the Customer. It is a pull down/Popup list of all Employees therefore other personnel can be assigned to the "Call Report".
Date is an automatic entry of the current date but can be modified.
Duration (min) is the number of minutes taken for this call. If the "Start Time" and "End Time" buttons are used it is an automatic calculation. The number of minutes can be manually entered as well.
AccountKey is an automatic entry of the Customer's "Account Code". It can be modified.
Customer is an automatic entry of the Customer's name. It can be modified.
Action is a Popup list of actions set up on the system. It is also an enterable field.
File is the name of the file that is currently being used in the "Call Report".
Letter choice is the Pull Down menu below file. It is a list of currently active letters. Choose the letter desired for printing.
Box choices are used to designate the activity. These choices can then be used when searching the "Call Report"file.
Comment area is used to make notations concerning the "Call Report".