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Customer Center

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This is an all-inclusive feature and function menu for your customers. This Customer Center is so rich in shortcuts and options that businesses who are very customer oriented find this list to be an ideal staging point.  They typically open the customer list and remain here until they are ready to respond to customer inquiries.

Click here to watch our Customer Setup video.

It is divided into 3 main parts:

Customer List

The list of all of your customer records.  Various tools such as Locate, Query, Find, and Filter quickly focus on the item(s) meeting certain criteria.  You can also re-arrange the sequence of displayed fields.  (see Exporting Customer Data)

Access Panel Tabs

Lists various views, properties, and actions relative to the highlighted customer account.

Customer Information

Displays specific detail or other information about the highlighted customer.  The contents of this section will change as various properties on the Access Panel are selected.

Customer Listing

All customers are listed in this group.  The columns can be sorted by clicking on the column title.

To find customers, the Locate field can find strings of characters in a given column.  Pressing Enter will find the characters you typed at the beginning of the field.   Pressing CTRL-Enter will find all records with that string of characters anywhere in the field.

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Customized Column Display and Exporting Customer Lists

The number of columns visible and the sequence of the columns can be changed by Right-Mouse-Click and choosing Define Views.  You determine a name for the view and what elements will be contained.   This is useful not only for viewing but for exporting your customer list.  (see Exporting Customer Data)

SELECTION OPTIONS  - Finding and Filtering TIPS

Locate

1) Select the column to be sorted by clicking on the column title.  
2) Begin typing search characters. (You do not have to click into the Locate field.)

•Press Enter - will find the first item beginning with the search characters

•Press CTRL-Enter - will find all items with the search characters somewhere in the field.

go go!

This starts the search for the information in the "Locate" field.  Instead of clicking on "Go!" you can save time by just pressing Enter or Control-Enter after entering something in the Locate field.

Query Query

Select from an unlimited number of saved queries or filters which you can create and modify as needed.  

Reset Reset

Restores the list to show all records.

Send Send

Sends displayed listing to HTML, Excel, Word, etc. All visible entries in the Listing can be exported or copied out to some other destination.  Make choices as prompted.  You may change the number of fields to export.  (see Exporting Customer Data)

Note: This function is not just for Customers, but for any other type of list.   (See Send To Window)

QuickFind Quick Find

Search and display all inventory items containing the characters in a specific field or combination of fields.  (see Customer Find)

   First Name
   Last Name
   Company
   Address 1
   Address 2
   City
   State
   Zip
   E-Mail
   Phone
   AR Balances - lists customers with overdue balances
   User Defined Fields - select the UDF of interest

Click the Quick Find or the Rest button again to restore the full list.

SearchPhoneSearch for Phone

Lookup a customer by phone number.  Enter the complete phone number and the list will be filtered to show only the customer record with that number

Custom Views

It is possible to modify the information shown in the columns. Please see Defining Custom Views.

Create New
Transaction [F4]

After highlighting a customer, select this option.  You will be able to create an invoice, layaway, order, service order, recurring invoice, quote, contract pricing, and internet order.  

NOTE: "Invoice" indicates the products will be taken by the customer at this time; the other options are pending type transactions and the products are not given to the customer yet.  

Close

Exit the screen

Customer Records

GreenARFlag   RedARFlag

Each line represents a separate customer.

AR Status Flags: Green 30 days, Yellow 60 days, Red 90 days

Sort Order: Click on the column title to set the sort order of the customer list.

- Account - computer generated account number.  Never changes

- Code - a unique 10 digit alphanumeric for the customer

- Name - Company Name, or Last, First name of individual person

More Customer fields

Phone One, Phone Two, Cell Phone, E-Mail, Address 1, Address 2, City, State, Zip Code, First Name, Last Name, Total Purchases, # of Purchases, First Sale Date, Last Sale Date, Customer Category, User Defined Fields 1-6, Current Owed, Over 30-60-90 Day Amounts, Drivers License #, Credit Limit, Terms, Sales ID, Phone1, Phone2

Arrangement: The columns of information displayed can be rearranged.

Right mouse click on a customer record and you can name and define multiple layouts or views, assigning which fields are displayed as well as the sequence of columns viewed.  This is a very useful feature to help in the exporting process.

Msg [F12]

Message Code - an option which acts as an alert to the cashier when creating an invoice for the customer.  Typically used as a warning for problems with the customer's account but can be used with any message.  The text of the message is displayed at right.  (see Customer Message)

Add, Edit, Delete

Add new customers, Edit record of highlighted customer. (see Customer Account)

The Delete button will warn if there are pending transactions and allow you to either Delete or Merge customer records.  (see Customer Merge)

 

Access Panel Tabs

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VIEW

SUMMARY

    A)   DETAIL

Detail - Shows Name, Address & Phone; User Defined Fields; and at the far right a Customer Picture

Clipboard and Launch MS-Word - Two methods for capturing the customer address information for use in other computer applications.

Find Location (Map) - Opens Google Maps for exact driving directions to the customer address.   (Requires Internet access.)

B)   ACCOUNT STATUS

Take Payment - Accept payment towards Accounts Receivables for the highlighted customer.

AR Detail - Displays all open, closed, and processed Accounts Receivable transactions for the highlighted customer.

Account Summary Values - totals of open charges, open credits, net owed (the charges less credits), and assigned credit limit

C)   USER DEFINED FIELDS

User Defined Fields - Track extra information about the customer as based upon the Customer Category user defined field names. (see Customer Categories)

D)   GENERAL

Price Level & Tax Group - current assigned level

Summary of Purchases - Total amount of purchases. (see Transaction History)

   # Of Invoices - Total number of invoices created.

   # Of Returns - Total number of return invoices.

   First Date - Date of first invoice.

   Last Date - Date of last invoice.  Lookup button will show Transaction Summary and Items Purchased.

Picture - of customer or site captured by Web Cam or selected through other sources

Stats - Utility to count the number of customer records in Customer Center

DETAIL - Customer record information. Choose Edit to make changes.  Includes selection of various Options, Terms, and Address format  (see Customer Account)

SHIPPING ADDRESS - Listing of all approved shipping addresses with one set as the default ship-to address.  Add, Edit, and Print Sh pping Label (see Ship To Addresses).  This is also used for setting Destination Tax.

NOTES - Notes about the highlighted customer.  Automated notes capture information about invoices.  Manual notes can be about any topic or detail.  These notes can be printed by choosing Print under Actions and selecting Customer File.  Zoom allows for review of notes while viewing customer picture.

LOYALTY PROGRAM - The loyalty or rewards program(s) the highlighted customer is subscribed to.  Lists status of rewards and sources of change.  (see Frequent Buyer)  The customer's ID number can be used for rapid customer selection when invoicing. Not available in PFR

PHONES - Additional phone numbers as needed.

PENDING TRANSACTIONS - Layaways, Orders , Web Orders, Service Orders, and Quotes which are currently open.  Displays transaction numbers, deposits, total amount, and line items on the transaction.  Transactions can be edited, e-mailed, reprinted, and converted to an invoice.

If Multi-Site is activated, you can review pending transactions generated at other stores.

CURRENT DEPOSITS - Displays any deposits made by the highlighted customer which are still active.  The pending transaction number, date and type of payment and amount is visible.

PURCHASE HISTORY

INVOICE HISTORY tab - Consolidated listing of all invoices for the highlighted customer; shows items on invoice (Detail), special notes (Notes), freight charges and tax amounts (Summary), and shipping information (Header).  

•E-Mail - send highlighted invoice
Print  - print highlighted invoice
Return - initiate a return invoice of items on highlighted invoice
Clone - initiate a new invoice with same contents of highlighted invoice
Invoice History - opens a filtered list of Invoice History
Print List - prints Customer Invoice History for a date range

ITEMS PURCHASED tab - A listing of ALL items purchased  The list can be sorted by SKU, Description, Invoice number.  List can be exported (gold arrow) to Excel or other output type.

ITEMS SERVICED tab - Shows Serial Number, SKU, and Description of serviced item.  Note: if you have chosen not to track serial numbers on Service Orders, you can still choose Service History button for notes and more detailed information.  (see Serial Number)

CHECKS WRITTEN tab - Displays check number, date, amount, and driver's license number if captured.

If Multi-Site is activated, you can review invoices generated at other stores.

STATEMENT HISTORY - Summary view of current outstanding balance.

AUTHORIZED BUYERS - Individuals authorized to make purchases On Account in behalf of the highlighted customer.  This is usually used just for businesses, but can be used for members of a family.

PICTURE MANAGER - Include a photo of the customer or customer's location.

CARDS ON FILE - (Optional)  Credit Card numbers are stored and recalled as needed to make additional purchases.  Critical credit card information is encrypted and can only be accessed by authorized persons.  This option is only available if an option to retain credit cards under System Setup: General has been activated

CONSIGNMENTS - Items owned by the highlighted customer to be sold as consignments.  View payout history and items returned to the highlighted customer.  Consignment Agreements are included and can be edited through System Setup. Not available in PFR

REMINDERS - Tasks list for or about the customer Not available in PFR

DOCUMENTS - Attach documents to the highlighted customer.  see (Document Management)

ACTIONS

PRINT

Mailing Labels - Prints groups of ship-to or mailing labels grouped by zip code or customer name.  A filter (query) can be applied to limit which labels will be printed.

Report - A collection of "custom designed" reports about your customers.  You create and save the report layouts and run them when needed.

Export - Creates a spreadsheet file with customer information.  A filter (query) can be applied to limit which customers are reported upon.

Customer File - Basic information about the customer plus a printout of all notes linked to the customer.

Bill-To Label - Prints a group of labels based upon the customer billing address.

E-MAIL - Launches your e-mail program so that you can send e-mail messages.

ADD A NOTE - Create a note about or for the highlighted customer.  The resultant note is accessed again through the Notes view.  (see Add Note)

CUSTOMER TERMS - A general listing of finance terms use in POSitive.  You can add, edit and delete terms.  Each customer is assigned one of these terms in the customer record.

CUSTOMER CATEGORIES - Initially, this is blank but can be a very useful tool and time saver.  The purpose is to classify types of customers and give them special pricing, discounts, and tracking tools. Types could be based on locale or business associations.  It is here that User Defined Fields are defined and applied. (see Customer Categories)