Customer Contact Information
Customer Contact Menu -> Customer Contact
Information
The Customer Contact Management utilities provide the ability to
generate selected customer lists based on Profiles, Revenue,
Product usage, Dates and Comments criteria.
Customer lists can be generated and selected customer information
can be exported to an Excel spreadsheet for further analysis.
Follow up comments and notes can be stored for each customer by
date to trigger timely email reminders to the Salesman and/or
division contact.
- Sharing Customer File
- The Customer Information file accessed in this Customer Contact
utility is the same file shared by Customer
Information.
This means that any records added in Customer Contact
Information also are added in Customer
Information.
Once customer records exist in Customer
Information, the name and address information becomes view only
in this Customer Management Customer Contact Information
utility.
Start-Up
- Make sure A/R Start-Up Sequence has
been completed, before entering customers.
The tables used by the Customer Contact Management module, can be
setup in the Customer Contact column on the Customer
Management tab of the Configure System
Settings.
Default Values
- Fields not prompted for in Customer Contact Information
default as follows. These can be modified later as required in
Customer Information.
- Currency Code: according to the company setting in
Company Information
- Finance Charge: according to the company setting in
Company Information
- Print Statements: according to the company statement
setting in Company Information
- On Account: No
- Credit Rating: defaults to blank
- Credit Limit: according to the company setting in
Company Information
- P.O.# Required: No
- Damage Waiver: if any damage waiver % is recorded in the
Company Contract Parameters then this
defaults to Yes
- Allow Website Access: Yes and a default password that
matches the new customer number is assigned as well as a default
email address that matches the new customer number@GW.COM
- Tax1/Tax2: by currency code according to tax defaults in
Default Accounts
Note: When viewing an existing customer in Change mode, the
address information is display only, and only Contacts,
Follow Up, Profile, Competitor, and
Motive information can be updated.
The name and address information can only be updated in Customer Information.
The prompts to view and maintain contact information for an
existing customer or to setup a new custom record are as
follows:
-
- CUSTOMER #
- In Add mode accept the number automatically assigned for this
customer.
If your customer already has a number, over type the auto-assign
number with your numbering system using up to 6 characters.
To access existing customer records in Change mode enter the
existing customer number, or select one from the Accounting Customer Search window.
The customer that can be viewed and accessed are restricted by the
Divisional Restricted Views assigned to
the operator.
Note: In Change mode, the address information is display only,
and only Contacts, Follow Up, Profile,
Competitor, and Motive information can be
updated.
Name and Address Information:
-
The following address fields can only
be accessed in Add mode, and are restricted to view only once the
customer record exists.
- NAME
- In Add mode enter the customer's name as it should appear on
customer statements and other printed reports.
Use up to 30 characters.
CUSTOMER ALPHA CODE
- This controls the filing of the customer names in alphabetical
order.
For example, if the customer's name was Arrow Construction Company,
enter ARROW as the alpha key.
If the customer's name was Joe Hardwicke, enter HARDWICKE as the
alpha key.
ADDRESS LINE 1
- Enter the address to be BILLED for the customer. If more space
is required, use Address Line 2 but always fill in
Address Line 1 first.
ADDRESS LINE 2
- See Address Line 1 .
CITY
- Enter the city of the customer's billing address, or select one
from the City Search window.
PROVINCE/STATE
- Enter the province or state using a maximum of 5 characters or,
or select one from the Prov/State Search
window.
POSTAL CODE/ZIP CODE
- Enter the postal code or zip code to a maximum of 10
characters.
COUNTRY
- Enter the country code or select one from the drop-down
list.
PHONE #
- Enter the area code and telephone number up to 12
characters.
FAX #
- Enter the Fax number to a maximum of 16 characters.
Type in the fax number, exactly as dialled. If the call is long
distance, enter the 1 in front. Do not use spaces. Dashes are
ok.
e.g. 1-416-555-3400
DIVISION
- Leave this field blank for Head Office if your firm does not
separate customers into Divisions or Regions, or enter the Division
for this customer or select a division from the drop-down
list.
CUSTOMER TYPE
- Enter the business or customer type code or select one from the
drop-down list as setup in Customer
Types.
Refer to Customer Types for the
Features Employing the Primary Customer Type
Assignment.
SALESMAN
- Enter the salesman code or select one from the drop-down
list.
Salesmen codes can be setup with email addresses in Salesman Codes.
ON ACCOUNT
- This is a display field only, and when the new customer record
is accepted always defaults to No.
This can be changed in Customer
Information when required.
Customer Contact Information:
The following customer contact fields can be maintained for new and
for existing customers.
-
- CUSTOMER CONTACTS
- The Contact Information window is
provided to enter or view contact information for this customer,
including document types for emailing.
FOLLOW UP
- Window to add comments that can be flagged to automatically
generate an email message to the Salesman or Division contact on
the appointed follow up date, as outlined in Customer Follow-Up window.
This requires the cronjob CMFE02 to be setup to run daily from
Automatic Job Scheduling.
PROFILE INFO
- Multiple profiles can be assigned to specific customers as
outlined in Profile Information.
These profiles can be used to build selection lists from the
Selection Criteria utility.
LAST ACTIVITY DATE
- This date is maintained by the software and represents the last
posted activity for rental or sales by this customer.
Sales and Rental History can be viewed in the windows on the Year
To Date Revenue fields as outlined in Revenue
History.
Note: Any future dated invoices beyond the current month end,
are not considered by the Last Activity Date.
NEXT CONTACT DATE
- This date is maintained by the software and represents the next
follow up action for this customer as recorded in the Customer Follow Up window with Status
F.
USES COMPETITION
- This is an information box only.
Check this box if this customer is known to also do business
with your competitors.
Uncheck this box if this customer only does business with your
firm.
COMPETITOR INFO
- If this customer does do business with any of your major
competitors, strategy information can be captured in the Competitor Information window.
Customer selection lists can then be built using the By
Competitor tab on the Selection
Criteria utility, for reporting purposes.
CUSTOMER MOTIVES
- This window can be used to rate the motivations of the
customer.
All motives are displayed in the table for the customer, as setup
in Customer Motives.
Enter a rating in the Importance column of 1 to 7 for
relevant motives, where 1 is the highest rating.
This is an information only, and is not used in the
reporting.
Note: If a motive is deleted in Delete A
Motive, any associated motive records are also deleted from
each Customer Motive rating table.
CUSTOMER COMMENTS
- This window can be used to view and access the Collector
Comments and Notes associated with this customer, as outlined in
Customer Comments and Notes.
DOCUMENT INQUIRIES
- This window can be used to view the documents associated with
this customer as outlined in Document
Inquiry.
REVENUE SUMMARIES:
- The ability to view the following Revenue values for the
customer is controlled by the operator Security Role where the Customer Contact
Revenues permit flag can be checked in the "Miscellaneous"
window of the Security Role Permissions.
The revenue summary information includes:
Life To Date Revenue:
The total LTD Sales dollars, LTD
Rental dollars, and LTD Services dollars spent by this customer is
displayed, with windows to drill down to a monthly or annual dollar
breakdown as outlined in
LTD
Revenue.
Year To Date Rental Revenue:
- THIS YEAR
- This is the total rental dollar amount from this customer for
the current year, based on the year start defined when the General
Ledger accounts were last summarized in Summarize G/L for Financials.
A window is provided to view the rental and sales history
details by date and product.
Refer to Revenue History for a detailed
description of this feature.
PRIOR YEAR
- This is the previous year's total rental dollar amount from
this customer, based on the year start defined when the General
Ledger accounts were last summarized in Summarize G/L for Financials.
DOLLAR VARIANCE
- The variance value is the difference between the current year's
rental revenue to date and last year's rental revenue.
PERCENT VARIANCE
- This is the Rental Dollar Variance as a percent.
Year To Date Sales Revenue:
- THIS YEAR
- This is the total sales dollar amount from this customer for
the current year, based on the year start defined when the General
Ledger accounts were last summarized in Summarize G/L for Financials.
A window is provided to view the rental and sales history
details by date and product.
Refer to Revenue History for a detailed
description of this feature.
PRIOR YEAR
- This is the previous year's total sales dollar amount from this
customer, based on the year start defined when the General Ledger
accounts were last summarized in Summarize G/L
for Financials.
DOLLAR VARIANCE
- This variance value is the difference between the current
year's sales revenue to date and last year's sales revenue.
PERCENT VARIANCE
- This is the Merchandise Dollar Variance as a
percent.
Finished?
- Click ACCEPT to accept and exit, or CANCEL to abort.
Delete a Customer
It is not necessary to delete any customers from the system, since
the information may still be needed at some point.
If the customer is a duplicate or not required, it can be deleted
using Delete A Single Customer.
This program ensures that the customer is not active within the
software, before it deletes them.
Topic Keyword: CMCF01