Customer Management

This guide provides step-by-step instructions for adding and managing customers in the system. Follow these guidelines to ensure accurate and efficient customer data management.

 

1. Customer Management

• To access Customer Management, Locate to the left navigation menu and Click on the Customers

.         

• To access Customer Management, click on the "Customers" section.

• Select "All" in the Customer Management section.

 

2.  Customer Management Page Overview

The Customer Management page allows users to manage customer records with the following features

 

• Select All:  A checkbox is available to select all customer records that are currently displayed on this page. By clicking this checkbox, you can easily select or deselect all records at once for your convenient management.
• Add Tag: To add a tag, click on the "Add Tag" button. You can assign tags to all customers or select a specific customer. The "Add Tag" feature allows users to assign predefined tags or create new ones for improved organization. These tags can be used for categorizing customers, products, or any other items.

       

 

1. Selecting an Existing Tag

• Click on the dropdown under "Tag Name."
• A list of available tags will appear.
• Choose a tag from the list by clicking on it.

 

 

2. Creating a New Tag

If no existing tags fit your requirement, you can create a new one:

• Scroll down in the dropdown list.
• Click on "Create New Tag" (highlighted in the red box in the image).
• A new input field will appear where you can type your desired tag name.
• Choose a tag name relevant to your purpose.

3. Assigning a Color to the Tag

• Tags are color-coded for easy identification.
• After entering the tag name, select a color from the available options.
• The color-coded tags will appear as shown in the top-right section of the image.

4. Saving the Tag

• Once you have named the tag and selected a color, finalize the process by saving or adding the tag.
• The new tag will now be available for future selection.

• Download Selected: You have the option to download the selected customer data in two formats: Excel or JSON. Once the file is prepared, you will receive an email notification to let you know it’s ready for download.

• Refresh: Click this button to refresh the page and ensure you are viewing the most up-to-date information available.
• Add Customer: Click this button to start adding a new customer record to your database. It will help you enter all the necessary details. Refer to the link New Customer Setup to add a new customer.

Filter and Search

• Filter Options: Allows users to apply specific filters. Click Select Filter to choose criteria, and Clear all filters to reset.
• Search Bar: Search by account number, name, phone, address, city, state, or postal code. Click the search icon to execute.

Pagination and Display

• Pagination Controls: Navigate between pages or jump to a specific page.
• Items Per Page: Adjust the number of records displayed per page.

3. Overview of Dashboard 

 

Header Section

• FINCORP 3Ds Inc. (Fins Concepts): Displays the name of the company or client being managed. It serves as an identifier for the user to know which client’s information they are viewing.

Revenue Section

• Revenue: Shows the total revenue generated, formatted as a monetary value.
• Date Range Buttons (Today, This Week, MTD, ALL, Accelera, Other): Interactive buttons that allow users to filter the revenue display by specific time frames such as:
  • • • Today: Shows revenue for the current day.
      • This Week: Displays revenue generated within the current week.
      • MTD (Month-to-Date): Shows revenue from the start of the month to the current date.
      • ALL: Shows total revenue accumulated without time restrictions.
      • Accelera/Other: Custom filters representing specific customer groups or conditions.

Account Information

• Bill-to Account Number: A "Bill to Account Number" refers to the account responsible for receiving and paying the invoice for a transaction. 
• Phone Number: The contact phone number associated with the account.
• Address: The primary address for the account.
• Master Account Number: Indicates if there is a primary account number that oversees multiple sub-accounts.
• Default Store Code: The code representing the standard store linked to this account.
• City, State & Zip code: Specifies the location details for the address.
• Customer Forecast Code: Need to verify*****
• Status: Displays the account’s operational status, shown as Active, indicating that the account is currently functioning.

Action and Notification Links

• View Notifications: A link that redirects users to notifications related to the account.
• View Users: Provides access to user management or account-specific user details. Refer to this link for more info on this tab Add a Store User for a specific customer
• View Details: Expands on the account information for more in-depth data. Refer to this article

  View Details Page

Toggle Options

• Active: Shows whether the account is active or inactive.
• Term Customer: Indicates if the customer has term-based payments. *******
• Allow Store Pickup: Shows if the customer can pick up items directly from the store.
• Allow COD: Indicates if Cash on Delivery (COD) is available for the account.
• Sales Tax Setup: Specifies if sales tax has been configured for the account.
• Show Inventory Stock Level: Shows if the inventory stock level is visible to the user or customer.
• Exclude from shipping charges: 

4. Overview of Dashboard Indicators

The top right corner of the dashboard provides quick reference indicators, each denoted by different colored circles with numerical values. These indicators help users instantly gauge key data points associated with the account:

1. 1. Yellow Indicator (Number of Users):

      Represents the total number of users linked to the current account. This value provides a snapshot of user engagement or account-specific users at a glance.

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   2. Blue Indicator (Number of Repeat Orders):

   Shows the number of repeat orders made by the account. This helps measure customer loyalty and the frequency of repeated transactions.
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3. 

4. 3. Orange Indicator (Number of Subscribers):

   Indicates the total number of subscribers tied to the account. This can be used to track subscription-based services or products.
5.  
6. 
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8. 4. Green Indicator (Number of Addresses):
    Displays the number of addresses associated with the account. This might include billing, shipping, or additional contact locations.

 

5. Add Customer   

    Customer Creation Form ( View Details Page)

• To add a new customer, Go to Customers tab
• Click on Add Customer Under Customer Management.

   

• Complete the following fields to create a new customer.

• Customer Account Number: A unique identifier assigned to each customer, either manually or through a system-generated process. This number is crucial for tracking all customer-related transactions within the system.

• Company Name: The legal or business name of the customer. This field is used to identify the customer’s organization and is important for customer communication and invoicing.

• Available Credit Amount: The amount of credit a customer can currently use. This is calculated after deducting any outstanding payments or pending transactions from their total credit limit.

• Balance Credit Amount: The total credit currently available to the customer, including any pending or reserved credits that have been assigned but not yet used.

• Customer Forecast Code: A predefined code used to predict or categorize future demand for products/services based on historical data and trends associated with the customer.

• Accounting Code: A specific internal code used by the finance department to categorize or track customer transactions for accounting purposes. It helps in linking the customer’s account with general ledger entries.

• Default Store: The primary location or branch where the customer will primarily interact or purchase from. This could be used for managing inventory or delivery logistics based on store locations.

• Primary Phone: The main contact phone number for the customer, used for communication purposes. This field typically follows a validation format to ensure proper entry.

• Total Credit Line: Represents the maximum amount of credit the customer is allowed, which has been approved based on creditworthiness or company policy. 

• Bill To Account Number: Refers to the account number to which invoices and billing statements should be sent. This could be a parent or partner account if multiple customers are managed under a single billing entity.

• EDI Customer Code: An Electronic Data Interchange (EDI) code used to uniquely identify the customer in electronic business transactions, enabling automated communication between systems.

• Alternate Phone 1: A secondary contact number for the customer in case the primary number is unavailable.

• Primary Email: The email address used for electronic communication with the customer, such as for sending invoices, alerts, or notifications.

• Master Account Number: If the customer is part of a larger corporate entity, this field links the current account to the overarching master account for organizational hierarchy or consolidated billing purposes.

• Shipment Identification Code: *******

Address Section:

1. Primary Address/Default Shipping Address/Default Billing Address: These radio buttons allow users to specify which type of address is being entered. Each option represents a specific purpose:

   • Primary Address: The main address associated with the customer’s account.
   • Default Shipping Address: The location where products or services will be shipped.
   • Default Billing Address: The address where bills and invoices will be sent.

2. Country: The country in which the customer’s address is located. This field often includes a drop-down list of country codes for standardized international address formats.

3. Name: The name of the customer or the individual contact person. Typically used in correspondence and for personalization of communication.

4. Company Name: The legal or operational name of the customer’s business or organization. This field is crucial for B2B transactions and formal communications.

5. Address 1 (Street Number): The street address of the customer, including the house or building number. This field is essential for the precise location of the customer.

6. Address 2 (Suite, Bldg., Apt.): Additional details about the location, such as a suite number, building number, or apartment number, used for customers with multi-unit addresses.

7. City: The city where the customer is located. This is an important field for geographic identification.

8. State: A drop-down field allowing the user to select the appropriate state or region within the customer's country. This field is typically required for addressing mail and shipments.

9. Zip: The postal code corresponding to the customer’s primary address. It is used for sorting and delivering mail or shipments efficiently.

10. Zip4: An optional extension to the postal code that provides more precise geographic information (common in some countries like the United States).

11. Default Shipping Carrier Notes: A free-text field for entering any special instructions or notes related to the customer’s shipping preferences. This might include preferred carriers, handling instructions, or delivery times.

Add a New Address

• Click the Add New Address button, denoted by the (+) icon to create a new address entry.

• Complete required fields (e.g., Address Line 1, City, State, ZIP).
• Save changes to update the address.

Delete Address

• Click the Delete Address button, denoted by the (-) icon, adjacent to the address entry.

• Review the address to be deleted.
• Confirm deletion by clicking Yes.
• Cancel deletion by clicking No.

 

GLN Information Section:

12. GLN Number: The Global Location Number (GLN) is a unique identifier used to define locations in business transactions. This number is often used for tracking and logistics in supply chain operations.

Notification Subscriptions Section:

1. First Name / Last Name: These fields capture the contact person’s name for the customer, used for personalized communication and notifications.

2. Email: The email address of the contact person for the customer. This address will be used to send various types of notifications such as order confirmations, invoices, shipment details, and more.

3. Mobile Phones (Number 1 / Number 2): These fields allow the entry of up to two phone numbers for the customer’s contact person. These numbers will be used for any urgent or phone-based communication regarding the customer's account or orders.

4. Primary Contact: This checkbox indicates whether the specified contact person is the main point of contact for the customer. It helps in prioritizing communications.

Notification Preferences (Toggles that specify what updates the customer’s contact person will receive):

• Order Confirmation: When turned on, the customer receives email notifications each time an order is confirmed.

• Sell-to Order Confirmation: Sends notifications when a "sell-to" order (an order where the customer sells to another party) is confirmed.

• Return/Cancel Order: This function notifies the customer when an order has been returned or canceled, helping them keep track of any changes in their inventory or shipments.

• Invoice Posted: This feature notifies the customer when an invoice is posted to their account, allowing them to track their financial obligations for warehouse services.

• Sell-to Invoice Posted: Notifies the customer when an invoice related to a "sell-to" order is posted.

• Invoice Due: Alerts the customer when a payment is due on an outstanding invoice, helping them manage their account balances.

• Sell-to Invoice Due: Sends notifications when an invoice related to a "sell-to" order is due.

• Shipment Notification: This notification is sent when a shipment is dispatched, keeping the customer informed about the status of their orders in transit.

• Suggested Order: This feature provides notifications when the system suggests orders based on stock levels, forecasts, or trends, helping customers stay informed about inventory needs.

• Price Update: Alerts the customer when there is a price change in any product or service they are subscribed to.

• Marketing Contact: Used to send marketing-related information or promotional material to the customer, such as special offers or new service announcements.

• Statements: Sends regular account statements to the customer, summarizing their financial standing with the company, including invoices, payments, and credits.

Customer Specific Products Section:

This section lists any products that are specifically tied to this customer. It helps in managing customer-specific product requirements, contracts, or customizations. 

Associated Sell-To Customer List:

This section contains a list of customers to whom this particular customer is authorized to sell products. It’s used for tracking relationships and ensuring that orders and sales are properly routed. 

Associated Customer List:

A section that tracks any additional customers associated with this primary customer account, such as subsidiaries or linked entities. 

This screen allows you to manage communication and notifications related to the customer's interactions with your warehouse, as well as track specific products and customer relationships for smooth operations.

 

Customer Status and Preferences:

• Active: A toggle switch indicating whether the customer account is currently active. If active, the customer is eligible to make purchases, receive communications, etc.

• Sales Tax Exempt: A checkbox used to indicate that the customer is exempt from sales tax, often applicable to non-profit organizations or resellers who have provided appropriate tax exemption documentation.

• Term Customer: This option specifies if the customer has agreed to payment terms rather than requiring immediate payment upon receipt of goods or services.

• Allow Store Pickup: A checkbox indicating whether the customer is allowed to pick up their orders directly from the store or warehouse rather than opting for delivery.

• Allow COD (Cash on Delivery): This checkbox indicates whether the customer is allowed to make payments at the time of delivery, rather than upfront.

• Sales Tax Setup: A toggle or checkbox that allows the user to configure specific sales tax settings for the customer based on their location, industry, or exemption status.

• Test Record: Indicates whether the customer record is being used for testing purposes, allowing the system to treat it differently from active customer records.

• Show Inventory Stock Level: A toggle that allows the customer to view inventory levels. Useful in business relationships where the customer needs to know product availability before placing orders.

• Exclude from Shipping Charges: If this box is checked, the customer will not be charged for shipping, which might apply to customers who have specific agreements or who qualify for free shipping.

• Click on Save Button.

 

Add a Store User for a specific customer

Step 1: Access Customer Profile

1. Go to the Customer Management section.
2. Find the customer and click "View Details".
3. Click "Add User" and enter user information.

 

Store User Information Form

• User Email: Enter a valid email address to activate your password and enable login. This email address will be used to send important account-related information.

Email Activation Steps: 

• An email will be sent to this address with a link to activate your account.
  This email address will be used as your login username.
• Click on Activate Account given in the email to set your password.

• Establish Your Password and Complete Account Activation
• Please create a secure password to finalize your account setup. Upon completion, you will be granted access to log in to your account

• First Name: Provide the user’s first name, which will appear in the system for identification purposes.
• Middle Name: (Optional) Enter an additional name for the user if needed.
• Last Name: Enter the user’s surname for full identification in reports and records.
• Phone No.: Specify a contact number for the user, which may be used for account verification or communication.

User Attributes Configuration

• Active: Toggle this to enable or disable the user account. Setting this to active allows the user to log in and access the system.
• Administrator: Enable this option to assign the user administrative privileges, granting access to higher-level features and configuration settings within the system.

Order Manager Permissions

The Order Manager section controls access to order-related functions. Enable permissions as needed:

• Order Manager: Activates the user’s ability to manage order processing tasks.
• Create Order: Grants permission to initiate new orders. The user can configure order details and save them in the system.
• Create Repeat Order: Allows the user to duplicate existing orders for recurring or similar transactions.
• View Repeat Order: Permits access to view details of orders that are set to repeat.
• Manage Address: Provides the ability to edit or update address information linked to customer orders.

Payment Manager Permissions

 

The Payment Manager section configures access to payment-related activities. Adjust permissions to define the scope of payment management capabilities

• Payment Manager: Activates the user’s permission to manage payment operations and access the payment interface.
• View Payment Desk: Grants access to the payment processing screen for reviewing payment details.
• Manage Payment Method: Enables the user to configure and adjust available payment methods like credit cards, bank accounts.
• View Invoices: Provides access to view invoice documents associated with completed orders.
• View Open Orders: Permits access to view orders that are pending or still in process.
• View Unpaid Invoice: Grants the ability to review invoices that have not yet been settled.
• View Open Balance: Allows viewing of any outstanding balance on user accounts or customer profiles.
• Manage Address: Enables editing of address details specific to billing and payment records.
• View Order History: Allows access to review past orders and payments, providing an audit trail of user activities.
• Manage Credit Card: Grants permission to update and maintain stored credit card information associated with the user or customer.
• View Paid Invoice: Allows viewing of invoices that have been marked as paid, supporting transaction tracking.
• Request Quote: Enables the user to request a cost estimate or quote for potential transactions or service orders.

Saving Changes

• Save: Click this button to save all configured settings and permissions.
• Cancel: Select this option to discard any changes made and close the configuration screen

Verifying Customer Creation

• Search for the customer, Click on their profile and Select View User to check the user is created.

 

View Details Page

• Upon accessing the View Details page, the Customer Profile Overview screen will be displayed, presenting relevant customer information.

 

Product Cross References

• Click on View Details under Customer Management.
• Click on Product Cross Reference.

 The Product Cross References section is crucial for maintaining consistency between internal product codes and the codes used by customers. This ensures that there is a clear link between the organization's product catalog and the customer's specific identifiers, reducing discrepancies and facilitating smoother transactions.

Purpose: This section displays the mapping between customer-specific product codes and internal product codes.

Fields Displayed:

• Customer Account No: Corresponds to the account identifier.
• Product Code: Internal code for products.
• Cross Ref. Product Code: Represents equivalent customer-facing product codes.

 

Customer Shipping Carrier Billing Accounts

• Click on View Details under Customer Management.
• Click on Shipping Carrier Billing Accounts.

 

• The Customer Shipping Carrier Billing Accounts section manages and stores information related to the shipping and billing accounts associated with various carriers. This is essential for accurate billing, shipping logistics, and record-keeping.
• Shipping Carrier: Specifies the shipping company associated with the billing account. This information is vital for tracking shipment preferences and managing carrier-specific billing terms.
• Account Type: Indicates whether the account is designated as a Recipient or Sender. This helps define the billing responsibility—whether the customer pays for receiving or sending shipments.
• Customer Billing Account Number: A unique identifier assigned by the carrier for billing purposes. This number is critical for reconciling charges and ensuring that shipments are billed to the correct customer account.
• Customer Contact Name: The name of the primary contact person for communication related to shipping and billing. This helps in directing queries or notifications.
• Default Billing Account Toggle: A feature allowing users to set a particular carrier billing account as the default. This streamlines the selection process for recurring shipments, ensuring that the preferred billing account is always used unless otherwise specified.
• Management Options:
  • • Add New: Enables users to input a new shipping carrier billing account.
    • View Details: Offers a closer look at the specific account information for validation or updates.
    • Delete Selected: Users can remove selected billing account entries, maintaining the accuracy of the active billing account list.
    • Refresh: Updates the display to show the latest entries or changes.
    • Filter Functionality: Assists users in narrowing down the list of billing accounts based on various criteria, improving the ease of navigation and management.

• Click on View details

• Click on Add user to add new shipping carrier billing account.

 

 

Customer Account Number: Enter the unique account number assigned to the customer. This account number helps in identifying the customer in the system. 

Billing Account Number: The Billing Account Number is a unique number given by the shipping company to track shipping costs and invoices. It helps ensure that shipping charges are correctly billed to the right account. When a shipment is created, this number ensures that all shipping fees, including transportation and handling, are billed correctly. It is used in invoices, payment processing, and financial records to track expenses. Logistics teams enter this number when booking shipments, and carriers use it to verify payment authorization. 

Shipping Carrier: Select the shipping company handling the deliveries. Available options include FedEx, UPS, DHL, or other supported carriers. The selected carrier will be responsible for shipment processing. Ensure the chosen carrier is authorized for the business. Changing the carrier may impact shipping rates and services. The dropdown menu allows users to pick the correct carrier. Verify the carrier’s name with the business before selection. Incorrect carrier selection may lead to delivery failures.

Account Type:  Choose the account type such as Recipient or third party. *******

Contact Name: Enter the full name of the primary contact person. This person will be responsible for billing inquiries. Use the official business contact to avoid confusion. The contact should be someone authorized to handle accounts.

Business Name: Input the official registered name of the business. This name should match tax and shipping carrier records. 

Billing Address: Enter the complete address where invoices should be sent. Include street number, apartment, suite, or building details. Ensure the address matches the registered business location. 

City: Enter the city where the business is located. Ensure the spelling is accurate and matches official records. A wrong city name may delay shipping and invoicing. This field is required and cannot be left empty. 

State: Select the appropriate state from the dropdown list. The state should match the billing address location. Ensure it aligns with postal and tax records. Incorrect selection may lead to billing errors. Use only official state names as per the country’s format. If the business operates in multiple states, choose the correct one.

ZIP Code: Enter the correct postal ZIP code for the billing address. A wrong ZIP code may result in billing issues. 

Phone Number: Enter a valid contact number for billing-related communication. Ensure the number is active and reachable. This number will be used for any billing inquiries. 

Email: Enter a valid email address for receiving invoices and updates. Ensure the email belongs to the billing department or a responsible person. Avoid using personal email accounts for professional use.  This email will be used for account-related communications. 

Default Billing Account: Toggle this option if this account should be the primary billing account. When enabled, this account will be used by default for shipping payments. If the company has multiple billing accounts, select carefully. Changing this setting may affect ongoing transactions. Only enable this for the most frequently used billing account.