Customers

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General

Customers are companies or individuals that purchase goods or services. In the Customer module, you may manage existing customers or add new ones. Customers may be associated with child/parent relationships, or added to customer groups. Quotes and sales orders may be created directly from the customer's profile page.

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List View

Filters
Customers may be sorted by Name, Customer Type, Number, Email, Phone Number, and Last Modified date by clicking the filter heading. You may also type in the text field or select an option from the drop-down list to filter for a specific customer or customers that match specific criteria. Clicking the Clear Filters button will clear your search. Any filters that are applied in list view will carry over to the List Navigator in the profile page view.
Quick Action
  • Create Quote - Opens the Quotes module and creates a new quote associated to the customer.
  • Create Sales Order - Opens the Sales Orders module and creates a new sales order associated to the customer.
  • Delete Customer - Remove the customer record from the List View and archive the record in LOCATE. This action cannot be undone from list view.

Clicking on a specific record takes you to the customer's profile page.

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Customer Profile Page

The customer's name will be the title of the main sub-tab. This page displays the customer summary, image, and account statistics. You may upload a new account image or add new company contacts from this page. To edit the customer details, click on the Details tab.

Customer Type
  • Customer types may be designated as company or individual. This information is selected when creating a customer and cannot be changed.
Customer Account Number
  • The account number is the primary unique identifier for customer accounts.
Default Customer Details
  • Other customer details such as website, email, phone, and default billing address will populate under the account number as information is entered.
  • Default carrier, carrier service level and shipping terms will auto-populate onto new sales orders once the customer has been added.
Quote Statistics
  • Quick view of the customer's quote history for all time.
  • Clicking the View Quotes hyperlink brings you to the Orders sub-tab in the Customer module.
Order Statistics
  • Quick view of the customer's sales order history for all time.
  • Clicking the View Orders hyperlink brings you to the Orders sub-tab in the Customer module.
Top Parts
  • Lists the top selling parts for a specific customer and how many units have been purchased.
Company Contacts
  • Up to three contacts associated with the customer are listed at the bottom of the page.
  • Clicking View All will take you to the Contacts sub-tab of the Customer module.
  • Clicking Add New will allow you to enter a new contact directly from the profile page.

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Module Navigation Bar

Details Tab

Details
  • Account Number - The account number is the primary unique identification factor for customer accounts.
  • Customer Name
  • Parent Company - This field will only be visible if the customer has a parent company. Note that once a customer is established as a child customer, it cannot be a parent.
  • Carrier - Once a default carrier is selected, it will be automatically populated when creating a sales order.
  • URL - Enter and save the URL you want to see on the Customer Profile Page.
  • Salesperson - Once a default salesperson is selected, it will be automatically populated when creating a sales order.
  • Status - A customer's status may be updated to prevent various stages of fulfillment from continuing.
    • Active - This status indicates that the customer is active and all stages of fulfillment are allowed.
    • Hold Shipping - This will prevent any open orders from being shipped.
    • Hold All - This will prevent orders from being issued. If an existing order is in the issued status, a pick may not be created, nor may the auto-complete tool be used.
  • Alert Note - Any text entered here will be shown in a banner at the top of the Customer module and on any sales orders or quotes for that customer.
Accounting Details
  • Tax Exempt - If a customer is tax exempt, any sales orders for that customer will exclude tax by default.
  • Tax Exempt Number - The customer's Tax Exempt number.
  • Credit Limit - Record the credit limit for the customer. If you have an active Quickbooks service in LOCATE, the customer's credit limit may be validated when creating a sales order. Should the customer's balance plus the value of the current sales order exceed the credit limit, the user will be alerted and prevented from issuing the sales order. The user must either take a pre-payment on the order, or receive manager override from a user with the required permissions.
  • Balance - If you have an active Quickbooks Online service in LOCATE, the customer's balance will import and display here.
  • Payment terms - Once set, the default payment terms will be automatically populated when creating a sales order for that customer.
  • Invoice Method - This allows you to set when the customer receives an invoice during the sales process. Options include By Pack, By Ship, By Customer (Monthly), or By Order. If no payment method is selected, LOCATE will default to invoice By Pack.
Customer Aliases
  • Customer aliases may be used to indicate another name or acronym that a customer that goes by.
  • Simply enter the customer's alias in the text box and click Add Alias.

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Address Book

The Address Book sub-tab allows you to view, add, and edit email addresses, phone numbers, or addresses associated with the customer. Each section may be sorted and filtered by specific data.

Phone Numbers
  • This section displays all phone numbers and their extensions associated to the account, and includes the following types: Main Line, Cell Phone, Fax, Direct Line, Home, and Other.
  • The customer may have one default phone number (regardless of the type), which is indicated by a green check-mark. This default phone number will display on the customer profile page, quotes, and sales orders.
Email Addresses
  • This section displays all email addresses associated to the account, and includes the following types: Work, Home and Other.
  • The customer may have one default email address (regardless of the type), which is indicated by a green check-mark. This default email address will display on the customer profile page, quotes, and sales orders.
Addresses
  • Multiple addresses of each type may be added, and a customer may have a default address for each type. The default address is labeled in the first column of the section.
    • Default Billing Address - Indicated by green Billing label. This address will populate on the customer profile page and the billing address fields of quotes and sales orders.
    • Default Shipping Address - Indicate by blue Shipping label. This address will populate on the shipping address fields of quotes and sales orders.

Visit the Addresses page for detailed information on how to input phone numbers, email addresses, and physical addresses.

Notes

View and edit notes pertaining to the customer.

  • Notes are used for internal reference only.
  • Entered notes may be filtered or sorted.
  • You may modify a specific note by clicking the Edit or Delete button.
Enter a New Note
  1. Type the note in the text box with "Start typing a new note..." prompt.
  2. Click Save Note.
  • There is no character limit, however special formatting is not supported.

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Orders

  • All of the customer's quotes, sales orders, invoices and return orders are listed and accessible in this sub-tab. Order numbers are hyperlinked and will redirect to the appropriate module.
  • Quotes and sales orders may be created directly in this sub-tab.
Sales Orders
Quotes
  • New Quote - Click the New Quote button to create a quote directly from this tab. Customer information will be pre-populated on the new quote form.
  • Action - Expand this menu to clone a quote, delete a quote, or win a quote. Quotes may only be won if they are in the Proposal, Negotiation, or Lost status.

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Docs

This sub-tab allows you to upload and download any pertinent documents you wish to associate with a customer.

  • For example, storing a contract agreement, forms that the customer requires upon shipment, or instruction documents specific to the customer.
  • See our Documents page for instructions on how to upload and download documents in LOCATE.

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Contacts

  • The contact type and customer name fields will automatically populate with the associated information when a contact is added directly from the Customers module.
  • Visit our Contacts page to learn more about adding a contact.
  • Note: an Individual type customer cannot have additional contacts.

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Reports

Any reports associated to the customer module will appear in this sub-tab.

  • For more information on associating reports, continue here.

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Custom

Any custom fields pertaining to customers will reside in this tab. If a custom field is required, it will be necessary to fill out when creating a customer.

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Manage

Here you may view and manage the customer parts, groups and payments.

  • Parts - View and add customer part numbers. Note: Only company-type customers may have unique customer parts. Click here to learn how to manage customer parts.
  • Groups - View and assign customer to specific groups. Click here to learn more about customer groups.
  • Payments - View the history of payments the customer has made, as well as the associated sales orders. Click here to learn more about payments. For more information on Payment Methods, click here
    • Credit - Users can now give credit directly to a customer from the Customer>Manage>Payments tab. This results in a credit memo being transferred to the accounting software, and offset against an expense account through the "Customer Credit Expense" account mapping.

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Actions

  • Create Quote - Opens the Quotes module and creates a new quote associated to the customer.
  • Create Sales Order - Opens the Sales Orders module and creates a new sales order associated to the customer.
  • Send Email - Allows you to send an email directly to the customer. The recipient will automatically populate with the email addresses associated to the customer.
  • Audit - View the history of modifications made to the customer record, including the user who made the modification and when.
  • Delete Customer - Remove the customer record from the list view and archive the record in LOCATE. This action cannot be undone from list view.

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Create New Customer

From Customers Module

  1. Navigate to the Customers Module and click New Customer in the upper left corner.
  2. Fields:
    1. Customer Type - Customer types may be company or individual. Once a type is selected when the customer is created, it cannot be edited.
    2. Address Type - Select the type of address that you will be entering.
    3. Name - If you select "company" for customer type, you will be prompted for the company name.
      • First Name and Last Name - If you select "individual" for customer type, you will be prompted for a first and last name.
    4. Account Number - This number may be manually entered or left blank to automatically generate a number incremented from the last account number used. Account numbers must be unique, but may include numbers and/or letters.
    5. Address - For more information on how to enter addresses, continue here.
  3. Click Save.
    • If you do not wish to complete creating a customer or want to clear out the fields, simply click away from the record, and none of the partial information will be saved.
  4. After a customer has been created, you may access the various sub-tabs to fill in any additional details.

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From Quotes or Sales Orders Modules

Customers may also be created at the time of sale in the Quotes and Sales Orders Modules.

  1. Navigate to the Quotes or Sales Orders Module and click Add Sales Order, or New Quote in the upper left corner.
  2. Next to the Customer field, click Add (+)
  3. Fields:
    1. Customer Type - Customer types may be company or individual. Once a type is selected when the customer is created, it cannot be edited.
    2. Address Type - Select the type of address that you will be entering.
    3. Name - If you select "company" for customer type, you will be prompted for the company name.
      • First Name and Last Name - If you select "individual" for customer type, you will be prompted for a first and last name.
    4. Account Number - This number may be manually entered or left blank to automatically generate a number incremented from the last account number used. Account numbers must be unique, but may include numbers and/or letters.
    5. Salesperson - You may associate a salesperson to the customer record here. This field is optional.
    6. Default Email Address and Default Phone Number - Enter a default email address and phone number here. Both fields are optional.
    7. Tax Exempt - Mark whether or not the customer is tax exempt.
    8. Custom Fields - Custom fields will be displayed below. If any fields are required, they must be completed in order to create the record.
  4. Click Save.
    • If you do not wish to complete creating a customer or want to clear out the fields, simply click away from the record, and none of the partial information will be saved.
  5. After a customer has been created, you may navigate to the Customers Module to access the various sub-tabs and fill in any additional details.

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Create Parent/Child Account Relationship

Parent/child relationships are another way of associating customer accounts. Only customers of type "Company" may have parent/child relationships. If a customer has a parent account, it cannot be made a child to another account, nor may it have child accounts of its own.

When a parent/child relationship is created, the child account will pull its own shipping address and the default billing address of the parent customer onto sales orders. Parent accounts will pull their own default billing and shipping addresses. To set up a parent/child relationship, follow the steps below:

  1. Navigate to the parent customer account.
  2. Open the Manage menu, and select Children.
    • Note: if the customer has already been flagged as a child account, you will not have the option to manage children.
  3. Fields:
    • New Child Customer - Search for the child account you wish to add.
  4. Once selected, the child account will be displayed in the list below.

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Manage Customer Parts

If a company-type customer has a custom part number and/or special price, you may store that information in the Customers Module. Once a part has been added to a particular customer, you may quickly reference the information from the Parts Module as well.

  1. Navigate to the customer for which you would like to manage parts in the Customers Module.
  2. Click Manage and select Parts.
    • Part - select the internal part to which these details should be associated. Note that the part must have been previously created in LOCATE.
    • Customer Part Number - enter the part number provided by the customer.
    • Price - enter the special price at which the customer may buy the part.
  3. Click Add Customer Part.

The part will appear in the list below, and may be edited or deleted with the respective buttons. The part number will be hyperlinked to quickly redirect you to the Parts Module.

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Delete a Parent/Child Account Relationship

  1. Navigate to the parent customer account in the Customers Module.
  2. Click Manage, and select Children.
  3. Find the child account you would like to disassociate.
  4. Click the red "x" icon to the right.
  5. When prompted click Yes.
    • Note: removing the child account does not delete the child customer. For more information on deleting accounts, click here.

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Delete a Customer

  1. Select the customer you would like to delete.
  2. Click Actions, and select Delete Customer.
  3. When prompted, click Yes.

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