ADDING CUSTOMERS. 5. Customer name and address information may be added in one of two ways:

Transcription

1 ADDING CUSTOMERS 1. Enter the customer name into the Customer Lookup field (refer to the Customer Lookup chapter for more information). 2. If the customer does not exist in the system, select Add Customer. 3. A Customer ID will be automatically assigned to this customer. 4. The Last Name/Company field will automatically populate with the search criteria entered in the Customer Lookup field. 5. Customer name and address information may be added in one of two ways: ADDING CUSTOMERS PAGE 1 OF 13

2 Option 1 - Manual Entry a. If different, enter the customer s last name or company name into the Last Name/Company field. b. Enter the customer s first name into the First Name field. c. Enter the customer s address 1 into the Address Line 1 field. d. Enter the customer s address 2 into the Address Line 2 field. e. Select a City. When you select a city, the State and Zip Code fields will automatically populate. Option 2 - Swiping the Customer s Drivers License This option may not work in all states because of the way some states store information on the driver s license. a. Select Add ID s. b. Swipe the customer s drivers license, it will scan the card and populate the First Pass (Swiped) field. c. Swipe the customer s drivers license again, it will scan the card and populate the Second Pass (Swiped) field. If the first and second passes do not match each other for some reason, select OK to the Passes Don t Match popup and swipe the card again. d. The customer information will automatically populate. ADDING CUSTOMERS PAGE 2 OF 13

3 e. Select Save. f. Select Yes to the Update Customer Information? popup. g. Select Quit to return to the customer screen. The customer s name and address will be automatically populated. 6. Select a Referral. The Referral field is used to show how the customer was referred to your store. If the referral that you want to use is not in the list, simply type in the new referral into the Referral field. Once saved, this new referral will be available the next time you create a new customer. 7. Enter a flag message (if any) into the Flag Message field. When you enter the Flag Message field, it will expand so that you can see more of the message. 8. Enter a service note (if any) into the Service Notes field. When you enter the Service Notes field, it will expand so that you can see more of the message. ADDING CUSTOMERS PAGE 3 OF 13

4 9. Place a check mark in the Sales Lead check box if this customer is a sales lead. 10. Enter the customer s home phone number into the Home field. 11. Enter the customer s cell phone number into the Cell field. 12. Enter the customer s work phone number into the Work field. 13. Enter the customer s address into the field. 14. Select the customer s price level. You may have up to four price levels for each inventory item in stock. If you choose a price level of Retail 2 for this customer, then this customer will be charged the retail price level 2 for each item that he/she purchases. If there is no retail price level 2 for a specific part, it will default to retail price level Place a check mark in the Tax Exempt check box if this customer is tax exempt. This option will override any other tax options in the program. 16. Enter a discount (if any) to be applied to all sales for this customer into the Discount field. 17. The Fun Pass Amount field is used to keep track of all sales for this customer. This can then be used to reward the customer with a coupon when they reach a certain threshold (refer to the Loyalty Threshold Amount in the Company Information chapter for more information). Additional Customer Information Additional customer information is broken up into ten tabs located in the center area of the customer information screen. Pool This tab is used to provide information about the customer s pool (if they have one). 1. Select a Pool Chemicals type. 2. Select a Pool Size. ADDING CUSTOMERS PAGE 4 OF 13

5 The pool sizes available in the Pool Size field must be setup in company information (refer to Spa & Pool Info in the Company Information chapter for more information). 3. The Pool Volume field will automatically populate after selecting a pool size. 4. Select a Water Problem. 5. Select an Opening/Closing Tips. Print Calendar Print Calendar will only be available after selecting Pool Chemicals and a Pool Size. 1. Select Print Calendar. 2. Enter the last 4 digits of your social security number to access the printout. Print Handout Print Handout will only be available after selecting Pool Chemicals, Pool Size, and a Water Problem. 1. Select Print Handout. 2. Enter the last 4 digits of your social security number to access the printout. Print Tips Print Tips will only be available after selecting Pool Chemicals and an Opening/Closing Tips. 1. Select Print Tips. 2. Enter the last 4 digits of your social security number to access the printout. ADDING CUSTOMERS PAGE 5 OF 13

6 Spa This tab is used to provide information about the customer s spa (if they have one). 1. Select a Spa Chemicals type. 2. Select a Spa Volume. The spa volumes available in the Spa Volume field must be setup in company information (refer to Spa & Pool Info in the Company Information chapter for more information). 3. Select a Water Problem. Spa Reports The Print Calendar and Print Handout are an optional addition to RB Control Systems. Please contact RB Control Systems for more information. Print Calendar Print Calendar will only be available after selecting Spa Chemicals and a Spa Volume. 3. Select Print Calendar. 4. Enter the last 4 digits of your social security number to access the printout. Print Handout Print Handout will only be available after selecting Spa Chemicals, Spa Volume, and a Water Problem. 3. Select Print Handout. 4. Enter the last 4 digits of your social security number to access the printout. ADDING CUSTOMERS PAGE 6 OF 13

7 Notes This tab is used to provide general information about the customer. 1. Enter your note into the Notes field. User Defined This tab is used to provide general information about the customer and may be customize. For this example we used Chemical Issues. To customize this tab, refer to the Company Information tab in Company Information. 1. Enter your comment into the User Defined field. Directions This tab is used to provide detailed directions to the customer s home. 1. If you know the directions to the customer s location, you may just enter them into the Directions field. Finding Directions Using Google Maps, Mapquest, or Yahoo 1. Select Google Maps, Mapquest, or Yahoo. The website selected will open up automatically. ADDING CUSTOMERS PAGE 7 OF 13

8 2. Once you have the directions, copy them from the website into the Directions field in RB. 3. Select Clean Up. MapPoint Address Microsoft MapPoint must be installed for this feature to be available. If the customer address will be different when using MapPoint, you may enter the new address in the MapPoint Address. This address will then be used when using Microsoft MapPoint. 1. Enter the customer s MapPoint Address. 2. Enter the customer s MapPoint City. 3. Enter the customer s MapPoint State. 4. Enter the customer s MapPoint Zip Code. MapPoint Company Address Microsoft MapPoint must be installed for this feature to be available. If the company address will be different when using MapPoint, you may enter the new address in the Company MapPoint Address. This address will then be used when using Microsoft MapPoint. 1. Enter the company s MapPoint Address. 2. Enter the company s MapPoint City. 3. Enter the company s MapPoint State. 4. Enter the company s MapPoint Zip Code. ADDING CUSTOMERS PAGE 8 OF 13

9 Validate Address Microsoft MapPoint must be installed for this feature to be available. 1. Select Validate Address to validate the MapPoint Address and the Company MapPoint Address. MapPoint Microsoft MapPoint must be installed for this feature to be available. Selecting MapPoint will open up Microsoft MapPoint and return directions from the Company Address (or Company MapPoint Address) to the customer s address (or the customer s MapPoint Address). If there is a customer MapPoint Address it will be used instead of the customer s profile address when using MapPoint. If there is a Company MapPoint Address it will be used instead of the company s profile address when using MapPoint. Accts Rec This tab is used to provide accounts receivable information for the customer. 1. Enter a credit limit into the Credit Limit field. The customer s credit limit must be set to be able to have access to accounts receivable for this customer. The Credit Limit In Use will automatically be calculated. 2. To add a customer s credit card on file, select Add Credit Card on File (refer to Add Id s). 3. Select an AR Customer Type. Use Bill To Address 1. If the customer s billing address is different than their profile address, place a check mark in the Use Bill To Address check box. 2. If you would like to print an envelope with the customer s bill to address: a. Place a check mark in the Print Bill To Address check box. b. Select Print Billing Envelope. ADDING CUSTOMERS PAGE 9 OF 13

10 3. Enter the customer s bill to last name into the Last Name/Company field. 4. Enter the customer s bill to first name into the First Name field. 5. Enter the customer s bill to address 1 into the Address Line 1 field. 6. Enter the customer s bill to address 2 into the Address Line 2 field. 7. Select the customer s bill to city. Once selected, the State and Zip Code fields will automatically be populated. 8. Enter the customer s bill to phone number into the Phone field. 9. Enter the customer s bill to fax number into the Fax field. 10. Enter the customer s bill to address into the Address field. Profile Adding a Profile Question This tab is used to provide profile questions for the customer. The customer profile question must be set up on the Customer Profile tab within Company Information. 1. Select a Profile Question. 2. Select a Profile Answer. If the profile answer does not exist, just type in the answer. Once saved, this profile answer will be available the next time you enter customer profile questions. 3. Select Add to add the question to the list of profile questions. ADDING CUSTOMERS PAGE 10 OF 13

11 Deleting a Profile Question 1. Highlight the profile question to be deleted. 2. Select Delete. Profile questions cannot be edited once they have been added. To change a question, delete the incorrect question and add it again with the correct information. Direct Mail This tab is used to provide a customer type(s) for the customer. The customer types must be set up on the Customer Profile tab within Company Information. You must have at least one customer type selected before saving the customer profile. ADDING CUSTOMERS PAGE 11 OF 13

12 Images Inserting New Images This tab is used to store customer images. 1. Select a File Type or leave this set to ~All Types~ to find all types of files on your computer. 2. Select either Move File or Copy File. Move File will move the file from the original location into the customer s image folder. Copy File will copy the file from the original location into the customer s image folder. 3. Select Insert File(s). 4. Locate the file you want to insert into the customer profile. 5. Select Open. Deleting Images 1. Highlight the image(s) to be deleted. 2. Select Delete Selected Image(s). ADDING CUSTOMERS PAGE 12 OF 13

13 Viewing Images 1. Highlight the image(s) to be viewed. 2. Select View Selected Image(s). History This tab is used to view history information for the selected customer The only field that may be edited on this tab is the In-Active Date. Date Created This is the date that the customer record was created. Date Modified This is the last date that the customer profile was modified. Last Purchase This is the last purchase date for the customer. In-Active Date This is the date that the customer became in-active (in this example, this is an active customer). History of X Transaction Select History of X Transaction to view the history of every transaction for this customer. History of All Items Select History of All Items to view a summary report of every transaction for this customer. Payment History Select Payment History to review a summary of payments Payment History by ID Select Payment History to review a summary of payments by id ADDING CUSTOMERS PAGE 13 OF 13