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• You will need to enter a unique Account Reference. Once this has been saved this can’t be changed

• Refresh button to make sure you are looking at the latest data for the current Customer.

  • This is especially useful if you think someone may have made changes to the Current Customer while you have had this screen open.

• Get Accounts Data button to request Commerce check that it has the latest accounts information imported.

  • This will only work if Commerce is connected to a Finance Software application.

• Sales Analysis button to open the Customer Sale Analysis details screen.

• The arrows at the top of the screen , this will allow you to move between the Customers that you have set up in Commerce.

This tab contains the most often used Customer Details.

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• Details that need to be entered to save the customers in this tab

  • The 1st line of the address, Town, PostCode, and Country

  • Currency

    • This will be the Currency that will be defaulted for the Sales Orders for this customer

  • Default Payment Method

    • This allows you to set up a Default Payment Method for the Customer and it will default for the Sales Order.

  • Primary bank account

    • The Secondary and Tertiary Bank Account details can be used when dealing in different Currencies and can be set to show on invoices.

  • VAT Code

    • This will be the default for the Sales Orders for this customer.

  • Status

    • The options are set up as part of Vision Commerce and are Archive, Live, and Prospect:

      • A Live Customer is a Customer with whom you are currently trading.

      • An Archive Customer is a Customer with whom you are no longer trading.

        • Vision Commerce will not allow you to enter Orders for an Archive Customer.

      • Prospect Customer is used to indicating an account that is not yet active but where there is a potential new business.

        • When you enter an Order against a Prospective Customer Vision Commerce will update the Status of the Customer from Prospect to Live.

  • The Legal Type can either be set to 'Natural Person' or 'Business'.

    • A Natural Person is a human being (an individual) rather than a Business or Organisation.

    • For more information please see GDPR Statement page

• Details that you may wish to enter for the customer

  • The VAT Reg Number would normally be Supplied by your Customer if they are VAT Registered

    • It is optional and can be left blank

  • The Line% Discount if set will be applied Line By Line to any Price List in use for this Customer.

  • Price List Group that will be used for the current Customer.

  • Duty - Commonly known as Excise Duty

    • Enter the Deferment Account Code for the account paying the Excise duty.

    • By default, this will be set to your duty deferment account code (not the number).

    • If you have a customer paying the duty then this needs to be set to the customers' duty deferment code (which should be obtained from the warehouse)

    • This is known as a duty deferred order.

      • This can be changed at the time of order. If you do not have the relevant authority from the warehouse to use the code then your order will be rejected.

  • CCT - Commonly known as Customs Duty, applicable for any goods coming from outside the EU

    • Enter the Deferment Account Code for the account paying the Customs duty.

    • By default, this will be set to your duty deferment account code (not the number).

    • If you have a customer paying the duty then this needs to be set to the customers' duty deferment code (which should be obtained from the warehouse).

    • This is known as a duty deferred order.

      • This can be changed at the time of order. If you do not have the relevant authority from the warehouse to use the code then your order will be rejected.

  • If you are using a Carrier Service you can select the appropriate one here.

  • Delivery Times (Earliest and Latest Time 1 and Time 2

    • Whether you can enter a single time span, the minimum gap between the Earliest and Latest times, the minimum gap between Time 1 and 2, and whether you must include a Time 1 and/or Time 2 will be determined by your Customers expectations and the limits set by the Warehouse you use.

      • It is your responsibility to make sure these times comply with any Warehouse or Carrier service.

  • Warehouse Delivery Service you can select the appropriate in the Wh Delivery Service field.

  • Delivery Instructions you want to appear on all Orders for the current Customer.

    • If you send your Orders to your Warehouse from Vision Commerce, this information will also be sent.

  • Picking Instructions you want to appear on all Orders for the current Customer.

    • If you send your Orders to your Warehouse from Vision Commerce, this information will also be sent.

  • GDPR Options:

    • Leave it blank

    • Anonymous - when this option is chosen the GDPR information will not show for the current User unless that User's account is set to view Anonymous PII.

      • This Customer's PII information will not show on reports or extracts.

    • Forgotten - if this option is chosen and there are no outstanding Sales Orders associated with the Customer account, any PII information will be deleted and accounts archived.

      • If there are Orders outstanding this field will revert to blank and no information will be changed.

    • For more information please see GDPR Statement and Admin - User Maintenance pages

• The Date Created and Reference will automatically by the system once the customer has been saved and cannot be changed

  • The Reference field is a unique reference for this Customer (in addition to the Customer Account Code).

• You can group Customer Accounts as a Group by entering a Customer Account Code in the Group A/C field.

• Check the Exclude From Reports field to stop this Customer from showing on Reports.

• If the Default to Sending SO Acknowledgement field is checked the current Customer will receive an Email when a Sales Order has been placed for them.

This tab includes information for Financial and Sales analysis and reporting

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• The Financials section

  • The following fields information only show when the Get Accounts Details button has been clicked

    • Credit Limit

    • Account Balance

    • Outstanding Order Value

    • Last Invoice Date

    • Spend This Year

    • Spend Last Year

    • Is On Hold?

    • Account Status

  • All information is held in the Account Software.

  • Settlement

    • Sett. Due Days - the customer to settle outstanding amounts in Days

    • Sett % Discount - if the customer has to settle their account early, they will receive a discount

  • If the Customer is On hold in the Account Software, you will need to tick the On Hold field

    • When a Customer is On Hold, you will not be able to place any Orders

• The Analysis Section

  • This section can be used to categorise the current customer for reporting and extract purposes.

• Credit Review Section

  • Memo for any Financial or Analysis notes that has not to be covered in the above section

  • Export Option Email will be the email that all the documentation that is generated for the customer.

    • This needs to be filled in if the Invoice/SO Ack. By Email is ticked

  • Default printer Name will default to Specify at time of printing however you can select a named printer from the list below if the printers are setup

    • This will only be used in the Invoice/SO Ack. By Print is ticked

  • Invoice Generation Not Required field will prevent the Invoices from being generated

  • To see the Sale Order Processing (SOP) to the Individual contacts you will need to tick the Use Contact List

    • Please see the Contacts tab for more information to set up a contact for the customer.
      

This tab shows a list of all Stock that is stored Paid Reserve and Unpaid Reserves for this customer.

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• Unpaid Reserves

  • This section will show the stock that is reserved for the current customer however they have not been paid for. Therefore does not legally belong to the customer yet.

• Paid Reserves

  • This section will show the sock that is reserved for the current customer that has been paid for. Therefore legally belongs to the customer.

  • The list will show information regarding the stock, the list is below

    • Warehouse

    • Product Code

    • Rotation

    • Quantity

    • Bought for

    • Market Value

    • Currency

    • Retrieved

    • Bind

    • Minimum Underbond Cases Sales Value

  • Trade fields against any stock will show that the customer has agreed that you can trade this current stock if any stock has this unchecked you would not be able to trade the Customer Paid Reserves and it has not to be agreed

    • This will have defaulted to the field in the previous tab if Trading Customer Stocks is ticked or not

• Reports/UpdateMarket Values/Bids

  • This section is part of Vision LIVE which is a licensed module

    • You will see a message to let you know if you try to use these buttons without the appropriate license

  • Reserve Stock Values/Reserve Stock will generate a report with the information of the Reserves Stock for this customer

  • Update Market Values will update any market values that are not up to date with the Market values

  • Update Bids will update the current Bids against the Product