Customer Maintenance

group_128_hotCustomer Maintenance is where you manage all of the information about customers.

If you are creating a new customer, then go to Add New Customer.

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Search.  This is a search field that allows you to enter a phrase and have the system find the customer using the search form.  If what you type in returns a single result, then the customer record will be retrieved and you will not be presented with the search window.  For more information regarding search, see Search Settings.

Customer Number.  This is display only.

Customer Name.  Enter the Name of the Customer.  If this is a business enter the name of the business.  You can add individual persons at the business using the More Contacts tab.

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Information

Address 1/Address 2.  Enter the street name and unit numbers.

City, State.  Enter the City and State.

Zip.  Enter the Zip Code.

Contact Name.  Primary Contact Name.

Birthdate.  Enter birthdate of contact.

Job/License #.  Will default on the contract with this information.

Contractor #.  Can be used for Contractor ID # or other ID #.

Phone #.  Enter area code plus phone number.

Fax #.  Enter the fax number.

eMail.  Enter the email address.

Referral. Select the customer referral from the drop-down box. A referral is the way that a customer heard of your company. Select the Add icon to edit the referral options. See Referrals for more information.

Agents.  If this customer is providing a list of persons that are authorized to rent, then you can add them to the grid.  You will also need to Check the Require Agent # on the Contract Settings tab.

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Contract Settings

Salesperson.  If you are using Sales Commission feature, enter the sales person number that is assigned to this customer.

Rate Calculation Code.  Used for custom rate calculations.  Default is zero.

Alternate Rate Code.  For customers that have alternate rates.  Default is zero.

Ship-to.  Set None to ensure the shipping address cannot be modified on the contract.  Set Ship-To Used to ensure a new shipping address can be added to the contract.  Job Location Required to change the ship to address for the contract only.  Either Ship-To or Job to allow both permanent Ship-to or Job Locations to be edited on the contract.

Discount Codes.  Select from the pull down any discounts this customer is to receive.

Require PO#.  Check if the PO# must be entered on the contract.

Require Job#.  Check if the Job# must be entered on the contract.

Require Agent.  Check if one of the Agents set up on the Information tab must be selected on the contract.

Print Rates.  Check if rates are printed on the contract by default.  This can be overridden during the contract print.

Print Extensions.  Check if extended prices are printed on the contract by default.  This can be overridden during the contract print.

Print Totals.  Check if totals are printed on the contract by default.  This can be overridden during the contract print.

Tax Jurisdiction.  Default Tax Jurisdiction.

Damage Waiver/Taxes.  Check if the customer is subject to Damage Waiver or any of the taxes listed. You can leave damage waiver unchecked and enter an expiration date to schedule a date to begin charging for damage waiver. If you do this, the damage waiver will be effective as of that date.

Customer Entries.  You can add any other information that you wish to record.  The labels on the form can be renamed.

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Images

Add an unlimited number of images to the customer.

See Adding Images.

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Ship to Addresses

Add an unlimited number of Ship to Addresses.

Ship to Address Button.  Press the button at the lower part of the grid and a grid will display and allow you to enter the new ship to address.

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Financial

Type. Enter the type of customer.  0-49 is a cash customer.  50-99 is a charge customer.

Discount %.  Works in conjunction with the Days field.  Discount given if customer pays within the number of days specified in the Days field.

Days.  Number of days to pay to give customer discount as specified in the Discount % field.

Limit.  Credit Limit for this customer.

Code.  Code and message.

Message.  Use the drop down to select one of the credit messages that will appear on the screen when the customer is accessed.  If you select NORENT, then a password will need to be provided to rent to this customer.

Statement/Invoice.  Determines if the customer can receive contracts and statements by email or fax.

Apply Finance Charges.  Check to make customer subject to finance charges.

Balances/Sales/Costs/Invoices/Payments.  These are display only fields.

Recalculate.  You can press the recalculate button to force the Balances/Sales/Costs/Invoices/Payments to recalculate in cases where this is required.

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Invoices

Displays any open or history invoices for this customer.

Open Invoices.  If checked, the system will not ask for a date range and will display any open invoices.

History Invoices.  If checked, will include any history (paid) invoices using the date range selected.

Move Paid Invoices to History.  Pressing this button will move any paid open invoices to history.

Print.  Prints an account summary for this customer.

Refresh.  Refreshes the grid.

Right-Clicking Capabilities

There is additional functionality when you right-click on a row within the invoices tab. These capabilities enable you to do things efficiently and avoid navigating through multiple channels. The options are listed below:

View. Allows you to open and view the invoice.

Preview. Allows you to see a preview of the official invoice.

Print. Allows you to print the invoice.

Fax. Allows you to fax the invoice.

Email. Allows you to email the invoice. The email function will pull up the email address of the customer on the invoice.

Create New From **contract number**. Allows you to copy sections of the original invoice onto a new reservation, contract or quote.

Adjust Contract. Allows you to make a quick adjustment to the contract.

Payment Processing. Allows you to pay the invoice. See Payment Processing.

Bad Debt Write Off. Allows you to wipe an invoice and absolve consumer debt. See Write Off Bad Debt.

Customer Refunds. Allows you to issue a refund. See Customer Refunds.

Invoice Adjustments. Allows you to adjust the invoice. See Invoice Adjustment.

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Specifications

This is used to enter additional information about the customer.

If you are starting without any existing specifications, you should use Notes instead.  See Adding Notes.

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Current Activity

Displays any current Reservations or Contracts for this customer.

If the contract is past due it will be highlighted on the grid.

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Open Deposits

Displays any deposits you are holding for this customer.

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Contract History

Displays the contract history for this customer.  You will first select a date range and then press the Refresh button.

Date Range.  Enter the Date Range.

Refresh.  Press this button to refresh the grid.

Copy.  Select a row and press this button.  The system will load the Copy Contract form and allow you to copy this contract to a new contract.  See Copying Contracts.

Output.  Select Contract to create a Contract Report.  See Contract Reports for more details on how to customize these reports.  Select Contract to produce individual contracts from the refreshed list.  Use the select check boxes on the grid to select the contracts included in the report.

Preview.  Previews the report.  If Contract output is selected, this is not enabled.

Email.  Email the report or contracts as an attachment.

Print.  Print the report or contracts.

Rental/Inventory/Parts/Eqpt Sale Filters.  You can use their filters to find specific items that have been rented by this customer in the past.   Selecting multiple filters will create a relationship in which all conditions must be true.  For example, if you create an equipment filter and an inventory filter then both will have to be true for the contract to be selected.

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25 Month EOM History

Displays the sales history for this customer over the past 25 months.

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Sent Items

Display any emails or text messages sent to this customer.

Double click the row to retrieve the original email/text message with all attachments as they were on the original.

You can resend any emails and make any changes to the email.

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Stored Cards

If you have the Credit Card feature installed this tab will appear.  Otherwise this tab is not present.

The form has 2 grids.  The top grid is any stored cards for this customer.  A stored card allows you to use the card for any transactions by this customer.  The lower grid is a list of all of the credit card transactions by this customer.

Add.  Allows adding a stored card.  When this is selected, you will receive a window that will provide the ability to swipe or manually enter a card.

Remove.  Removes the stored card.

Store Card.  Select a transaction from the lower grid and press the Store Card button.  This will save the credit card used in this transaction to a stored card to be used in future transactions.

Reprint.  Select a transaction from the lower grid and press Reprint.  The print form will display and allow you to print the receipt.

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More Contacts

The grid shows any existing contacts for this customer.  Double click any row and edit the contact information.

Add.  Button allows you to add a new contact.  The New Contact form displays.  None of the fields are required.

Primary Contact.  Check this if you want this contact to be the default contact for emails and fax.  You will be able to override this on the email form.

Notes.  Add any notes you want for this contact.

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