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This page will explain how to set up a Customer within Vision Warehousing

Note

Some of the settings on this screen cannot be changed once you have saved the customer successfully so please care when setting up a new Customer or changing current settings.

Info

To create a customer we assume the following have already been setup

  • Analysis (if required)

  • Site

  • Goods In Charge By Line

  • Storage Charges

  • Warehouses

  • Country

  • Currency

Details of what is in each tab on the form is shown in the sections below :

Details of what is in each tab on the form is shown in the sections below :

This tab allows you to specify which By Line and Storage Charges you wish to use for the CustomerImage Removed

  • The Goods In Charge by Line and the Storage Charges can be configured for the Customer from the list of charges you have set up in the system.

  • After checking or un-checking a charge always move to another line to make sure the change has been registered before you click the Save button at the bottom of the screen.

Good In Charge By Line

  • UID is the unique identification number of the current Charge.

  • The Receipt Type for the current Charge.

    • These are either Case, Pallet, Gross Weight or Single. (This is defined when setting up the charge and can not be changed at this point).

    • All quantities you then enter are based on the receipt type e.g. by single is by a single item, by the case is per case

  • Premium Charge

    • Your system will ask upon receipt if you want to charge the premium charge for this receipt, this is based on the receipt being receipted on the system within X hours of the goods arriving on site.

      • The number of hours is defined by your organisation and is stored in the underlying system setup

    • If you use this charge you switch on the option and set the addition percentage % you wish to increase the goods in charge by

This calculation takes into account the Start and End times set against your Site and also excluded Weekends and Bank Holidays

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Charge Profiles
title
Goods In Charge
Info

If you want to find out your current Standard Premium Hours or to change them, please raise a ticket to the Vision Support Team

  • Reduced Charge

    • You can reduce the standard charge to your customer for a receipt based on the following criteria

      • LOL (Litres of Liquid) Greater Than

      • LOL Less Than

      • Singles/Case Greater Than

      • Singles/Case Less Than

    • Tick the Apply Reduced rate and then select Disc Type (see above the types), enter the Reduced Rate Disc. Qty and the percentage % (the value is a percentage of the full price).

Note

Charging Basis

Please remember that if you apply a discount this will use the Receipt Type as the base for the charge

e.g. Receipt Type = Case and discount is based on cases of x litres or less

e.g. Receipt Type = Singles and discount is based on singles of x litres or less

For example: You will charge per Single. £1.10 giving a discount for 50% when the single is less than 0.5l

Storage Charge

  • UID is the unique identification number of the current Charge.

  • The Storage Type for the current Charge.

    • These are either Case, Pallet, Gross Weight or Single. (This is defined when setting up the charge and can not be changed at this point).

  • Charge Period

    • This will be the period for the charge for the storage

      • Daily

      • Weekly

      • Monthly

      • Annual

  • Free Time Period

    • Specify any Free Time Periods before the charges are applied to the customer.

  • Ttl Stk Banding

    • Shows whether Total Stock Banding is applied to the current Charge or not.

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titleGoods In Charges By Receipt

This tab allows you to set up the Charge to use on the Receipt of Goods into the Warehouse

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  • In the Description, this should be selected from a drop-down list of charges that are already set up in the system. 

    • This will auto-populated some of the other fields

  • Default Charge - this charge will be applied to receipt of goods by default if this ticked

  • It will keep a record of when it was added on, who by, restored on and who restore it

titleGoods In Charge Adjustments

This tab allows you to Set Up Adjustments which should be applied to Goods In Charges

  • In the Delivery Type, this should be selected from a drop-down list of charges that are already set up in the system. 

    • This will auto-populated some fields

  • The Landed FOC field if the goods for this Customer on this Delivery Type should be landed FOC

  • If you want to apply a Transport Charges discount if goods are landed from Transfers, enter the percentage discount here.

  • Reduced Charge

    • You can reduce the standard charge to your customer for a receipt based on the following criteria

      • LOL (Litres of Liquid) Greater Than

      • LOL Less Than

      • Singles/Case Greater Than

      • Singles/Case Less Than

    • Tick the Apply Reduced rate and then select Disc Type (see above the types), enter the Reduced Rate Disc. Qty and the percentage % (the value is a percentage of the full price).

Note

Charging Basis

Please remember that if you apply a discount this will use the Receipt Type as the base for the charge

e.g. Receipt Type = Case and discount is based on cases of x litres or less

e.g. Receipt Type = Singles and discount is based on singles of x litres or less

For example: You will charge per Single. £1.10 giving a discount for 50% when the single is less than 0.5l

  • The Premium Charge field if your organisation charges your Customers a Premium rate for landing stock within the Standard Premium Hours time limit.

    • A Premium Charge would be applied if the number of working hours between the expected or booked date of arrival of the Pre-Advice and its actual date of receipt is less than the Standard Premium Hours set for your Organisation.

      • This calculation takes into account the Start and End times set against your Site and also excludes Weekends and Bank Holidays.

    • The Standard Premium Hours is initially set when your Organisation first takes on the Vision Warehousing package.

      • If you want to find out your current Standard Premium Hours or if you want to change it, please contact the Vision Support Team.

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titleContacts
This tab is used to record the Contacts against the Customer, set up VIsion EDI reports, default notification emails and access rights to some areas of Vision

      • .

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  • Contacts entered are most often an individual, but they can also be group email accounts (they do not need to belong to an individual).

  • This email address is also used to send any EDI generated reports and notification emails.

  • If your Customer receives Goods Received, Orders Processed or Stock Snapshot, QA Release and imports the files into their own applications (like Vision Commerce users), you would normally set up a contact/email address specifically for this purpose.

  • Each one indicates whether automatic notification emails should be sent to this email address or give access to various areas of Vision Warehousing and VCIS.

  • EDI Reports - which EDI reports have been turned on for the current Customer and which ones the current Contact is set to receive.

If you need to make reports available to be selected (or to turn them off) for the current Customer you will need to do so through Vision EDI. 

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titleAuto Put-Away

This tab is used to set up the Locations if you wish to have the Customer to use Auto Put-away

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  • This tab only helps you set the ranges of Locations that you would want goods to be Put Away in if the current Customer is set to Use Auto Put-Away.

  • Once you have entered the locations From and To, View Ranges button will allow you to view all the ranges of the Locations

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titleReport Profile

This tab is used to select the relevant Report templates that you wish the Customer to use for each Report type

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Expand
titleReport Options

This tab is used to sort the order for the Rotation Stock Report.

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Only one can be selected

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titleDelivery Address

This tab is used to allows to create, view and maintain the Delivery Addresses for the Customer

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  • Any Deliveries already recorded against the Customer will show in this list.

  • Clicking on the existing Delivery Addresses this will open the Delivery Address Maintenance screen where you can maintain the Address.

Delivery Address Maintenance

This screen is used to allow to create and edit the Delivery Addresses for the Customer

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  • These details will auto-populate Sales Orders when you choose this Address for your Customer.

  • When viewing an existing Delivery Adress, you would have the option to Delete

Note

Deleting the Delivery Address will also delete any Product Prices associated with the Delivery Address.
The entire process is irreversible so use this option with caution!

  • Delivery Address Details

    • This tab is used to enter the basic address details and default delivery times for the current Customer

Info

Copying and pasting from other applications can sometimes include hidden characters that can cause data and formatting issues.

  • If possible always type the addresses into the correct fields manually.

You do not have to select any Times for your delivery address but if the Specify Times fields are checked the times should be valid (i.e. Earliest Time should be before Latest Time and a gap between Latest Time and Earliest Time ).

  • Bond Details

    • This tab is used to enter the Customs and Excise Duty Accounts details, Underbond Type the Address is used for and whether any outstanding Customs Duty should be paid when delivering goods to this address.

Info

If any of these fields are left blank then the default values on the Customer Maintenance Bond Tab will be used for the current Address.

  • Delivery Address Products

    • This tab allows you to specify set Products and Prices for the Delivery Address.

    • This feature allows you to set a specific price to be used for this Product and Customer Delivery Address combination, which differs to the Price specified above, solely for a specified duration whilst the Is Live box is ticked.

Info

Adding Product Codes here will not restrict the Product Codes available on Sales Orders when using this Customer Delivery Address.

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titleStock

This tab is used to show the Manufacture Quarantine Setting for the Customer

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  • You will need to provide the Product Type and the post Manufacture Quarantine Days for this Customer. 

Info

You will not be able to enter a Product Type twice.

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titleBond

This tab is used to record any Tax, Duty, Deferment and other Bond settings for the Customer

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This will only show where you have flagged this customer as “Bonded Customer”
The settings in the fields here are very important and govern a number of facilities within the system so their setup is very important.

Deferments - These explained in other sections of the wiki in more detail including how to setup a deferment account, the system allows for two different accounts, if the customer is “Bonded” then they must have one of the two.

  • Government Deferment, which is a 7 digit code usually beginning with 8 or 9, issued by the local customs authorities, in the UK your customer will provide you with a C1207N form to allow you to use their deferment.

  • Cash Deferment, which is a 7 digit code beginning with the warehouse code (3) and 4 digits, used when there is no government deferment in place and allows the warehouse to take, submit, collect the funds from the stock holder and then pay this to the government.

Excise / Customs Deferment - You will only be able to see any deferment accounts which have this customers stock code in the allowed to use part of the deferment. When you setup the deferment ensure that this customer is in the stock holder section of the deferment account, the code must agree, and when you press F11 on this field it will either auto fill the field or give you a choice where there is more than one.

Note

If you set Deferment Agreement to YES then within the deferment setup you can not have the Cash Deferment ticked or vv

WOWGR and Duty Representative - These two fields are linked. Before you set the Duty Representative you must insert a WOWGR number, once set you will be unable to change the WOWGR number as the field will lock.

In order to store spirits you need to have a WOWGR registration number, there are exceptions to this when you are a private individual storing in a warehouse, however to qualify for this you would need to have your own account, no VAT number, no deferment acccount, and your storage is supposed to be less than 100 litres (or 5 x 20 litre barrels) [You should note that this is very vague within the guidance]

Customs Duty Payment Options - This relates to customs duty which is applicable to all goods which come into the home country from another country. Those goods may have a preferential rate of duty or a quota allowing a lower rate, with the correct paperwork you can take advantage of this but beware those preferential rates can be withdrawn at any time.

From 01/01/2021 customs duty within the UK will refer to UK customs duty and not EU customs duty.

The fields are explained below :

Field Name

Details on the use of the field.

Deferment Agreement

This is used to specify whether this customer account will be using a government deferment or a cash deferment. If selected then a government deferment is in place.

Info

You will only be able to select a deferment of the same type when you get to the select deferment number fields. You can not tick this and use a cash deferment account or vv

Duty Paid Use

Is this customer allowed to store duty paid stocks in their account

VAT Registered

Is this customer VAT registered, this has a bearing on the ability to use PVA / ACQ VAT statuses.

Use CFSP

No longer used

Non Stock holding

No longer used

Customer Frozen

If ticked this will stop the customer from being able to have orders picked, any orders will be held until release.

Excise / Customs Deferment

This needs to be populated with the account the customer is using for duty payments, if it is a new customer and you have setup the deferment then pressing F11 will usually automatically fill the field with the code, if not it will give you a choice.

Warning

If you see nothing appear it is likely you have not added the stock holding customer code to the owner section of the deferment or you have specified a cash deferment on the deferment account when you have the deferment agreement ticked on this page.

WOWGR Registration

A 11-13 digit code usually beginning GBXXnnnnnnnnn will be provided, this needs to be added before you specify the Duty Representative field. Enter the entrie field exactly as provided.

Info

Further information from https://www.gov.uk/government/publications/excise-notice-196-excise-goods-registration-and-approval-of-warehousekeepers-warehouse-premises-owners-of-goods-and-registered-consignors 

RPA Registration

This field is no longer used

Info

More information can be found in https://www.gov.uk/government/organisations/rural-payments-agency

EORI Number

Formerly called the TURN number, this is provided when you register with HMRC as a consignor of goods being imported into the UK

Info

More information can be found in https://www.gov.uk/eori-supporting-guidance

Customs Duty

Note

From 01/01/2021 this will refer to UK customs duty only

This sets when customs duty will be paid, the options are

  • Pay on demand (will pay customs duty based on the order)

  • Pay customs duty on receipt

  • Pay customs duty upon using stock - will pay entire rotation as soon as you begin using it

  • Pay Quota/Pref Stock then on demand

  • Pay Quota/Pref stock then on 1st use

The Pay Quota/Pref stock will pay this upon receipt in order to take advantage of the preference or quota rate for the item, thereafter we will pay based either on demand or when the rotation is first used.

Duty Representative

The options available for this are

  • No Spirits - where the customer holds no spirits

  • NA - e.g. Private customer

  • Own WOWGR - customer has their own WOWGR

  • Warehouse - the warehouse is acting as duty rep.

  • 3rd Party - a third party and not the stock holder is acting as the duty representative

Warning

Should you not have a WOWGR spirits can only be stored for a 72 hour period after which duty MUST be paid. The stock landed will go on hold. You need to use the Bulk duty payment to be able to pay this customs duty.

Customers can store spirits under the NA option but this should be limited to private customers only where the customer is not VAT registered, has no deferment, and is not a business, there is also a limit to the volume but it is vague in the guidance. If you have a customer storing reserves on behalf of their customers then they need to apply their own WOWGR to the stock holding as they are not private and classified as a business, if they have no WOWGR they should have no spirits even if it is in reserves.

Product Types

You can select the product types you will allow the customer to store within their account.

Just select the tick boxes for the product types you want to use.

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titleSundry Charge

This tab is used to Set up the Sundry Charge which can be applied to Orders or Pre-advice for the Customer

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titleAnalysis

This tab is used to show the Customer Analysis Codes you have set against the Customer and other important settings for picking/despatches

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  • Customer Analysis is from the Analysis Code that has been set up

    • To change Analysis, you will need to go to the Analysis Code Maintenance

  • Customer Features, this includes configuration options specific to the customer

    • VCIS Default Access to Private Site sets a Customer to log automatically into the Private version of the Vision CIS website if your company is offering this service.

    • SSCCs are Serial Shipping Container Codes.

    • Picking Order Type

      • FIFO (First In First Out)
        (Complies with Main Picking Rule, choosing oldest stock first).

      • CFIFO (Cases - First In First Out)
        (Complies with Main Picking Rule, then if available full Cases are used then the standard FIFO rules are applied).

      • PFIFO (Pallets - First In First Out)
        (Complies with Main Picking Rule, then if available full Pallets are used, then full cases and then standard FIFO rules are applied).

      • PCFIFO (Pallets, Cases - First In First Out)
        (Complies with Main Picking Rule, then If available full Pallets are used, then if available full cases are used and then finally standard FIFO rules are applied).

      • LOCATION & BATCH are both legacy rules that are no longer used and will be removed in a future version.

Main Picking Rule: Underbond stock is chosen first for Customers not using their own Deferment otherwise Duty Paid stock is always chosen first.

Unless changed, the default Picking Order for a Customer is FIFO

Note - If a customer is set to use CFIFO picking, and no rotations are specified on the order, the system will pick the stock from the first available rotation where there is sufficient stock to fulfil the order in the fewest amount of locations.

  • Despatch Notes

    • This will allow the user to be able to print the Product Note and Special Message.

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titleDistribution

This tab is used to allow you to specify which emails that will be sent to the Customer from e-Pod (if you have this module) when they have deliveries

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  • Transport Master Account

    • This is an additional module which you can activate within the system, it allows charges for this account to be invoiced to a master account, to allow a single consolidated charge invoice to be produced.

Info

Transport Master
Please note that this is can not be chained

e.g. Account A →  Account B   Account B →  Account C  Account C →  Account X  
You need to setup   Account A → Account X     Account B → Account X    Account C → Account X

  • The External Carrier will need to be filled in if you would use this customer for an Order that will be using an External Carrier.

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titleForecast

This tab is used is to record any figures that you have agreed with the Client for the next 12 months. It also allows you to compare with the current and last 12 months

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  • In the Forecast section, this is where you enter the figures that you have agreed with your customers to aim for the 12 months. 

  • In the Actual Section - this is where you can retrieve the Actual Figures for the Customer.

    • Clicking on the Update button will pull through the figures

Note

A case12 is based on there being 12 Singles Per Case. Therefore even if Products for this Customer are not set up as 12 SPC it will still calculate as if it were.

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titleAudit

This tab is used to audit all users that have viewed or updated the Customer PII details

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  • This tab shows the User's full name. Whether the information was just viewed or viewed and updated.

    • The reason the update happened.

    • As well as the Date and Time the update or view occurred. 

Due to the amount of information needed for each tab, seperate pages for each have been added and can be reached by clicking on the links belowFurther tabs on the customer maintenance can be reached through the links below :

Page Tree
rootCopy of Customer Maintenance
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