Page Comparison

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

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title	Details tab

Details

This tab contains the key items needed for the setup of a customer

General

This contains key information for the customer, most fields do not require an explanation as they are relatively obvious.

The following fields are mandatory

Address Line 1
Town
Postcode
Country
Email Address

The GDPR options have been added at the foot of this section and you can select the correct legal type for this account which will be either '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

The GDPR options only comes into use for a Natural person.

Note
If you select the GDPR option there is NO WAY TO UNDO your actions

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

Key Account Settings

Field Name

Explanation

Vat / Tax Rate Code

Sales Tax rate code used for this customer for normal purchases.

e.g. for underbond only customers you should still setup the customer as standard rate

Info
When entering an order depending on the type of order we may select an alternative tax code for the specific order. The code will update on the order only

Vat / Tax Registration

Enter your customers sales tax / vat registration number

Account Trading Currency

This account can only trade in a single currency, if you wish mutliple currencies to be used then each would require a seperate accounts

This is due to many finance systems not being able to handle multiple currency within the same account.

Default Payment Method

This will default to the payment method you setup as your default but you can change this here and it will become the default for the customer.

It can be changed at the time of the order.

Duty Accounts

These are the default duty accounts that you will be using for this customer, by default it will be your warehouse account code OR your deferment DAN.

If you are selling to your customer “Duty Deferred” to their account then you should enter the code provided to you by your warehouse into these fields

If you are paying the customs duty and your customer paying the excise duty then you should have your code in the customs duty fields and your customers in the excise duty field.

This can be changed at the time of the order but please ensure the code you change it to exists otherwise your order will be rejected.

If you are duty deferring an order to your customers deferment you will see on the order that this is shown and highlighted ALSO prices will automatically have the duty element removed from the prices shown on the order

Discounts / Pricing

You can specify the default price list your customer will be using.

The pricing lookup will check the prices in the following order

customers contract price
price list
Standard product price

Tip
It is always a good idea to have all customers pointing to a price list even if that list has no products on it (which would then use standard pricing)

Also within this section you can set a default % discount which will be applied to the order lines as they are entered, this would apply to all lines but can be adjusted on the order

Standard Delivery Details

These are all fields which are used as defaults at the order creation time, they can be adjusted on the order at the time of order entry.

Field Name

Explanation

Carrier

If this customer uses a specific carrier then you can default it here, you can also set this up against the warehouse for all orders, but if setup here it will over ride the warehouse.

If the warehouse are making the delivery themselves then this is generally left blank

Warehouse Delivery Service

If your warehouse offer you different deliver services this can be specified here

e.g. They offer 48 hour service but you can specify a 24 hour or a Saturday delivery.

Tip
Codes are only setup here if your warehouse supports the use of the codes.

Delivery Times

Warning
YOU DO NOT NEED TO SPECIFY DELIVERY TIMES

If you do specify those then ensure your warehouse/delivery company will support the use of these fields. We have 2 sets of times you can use one or both (if you need to use them at all)

You need to enter a FROM and TO time, the difference between these may be defined in the warehouse setup because your warehouse are requesting a minimum window on all deliveries.

At the time of order you can specify a single time window (e.g. same time in from and to) this is considered a fixed time window.

Note
Please be aware that using the delivery times may then incur you additional delivery costs.

Delivery Point Telephone

contact information for your warehouse to speak to the customer if needed.

If you enter a +447 or 07 number then if your warehouse support this it will send SMS messages to the customers phone.

Tip
If your warehouse is using the SMS update (Vision WMS customer) then this is used to inform your customer about the delivery coming to them, estimated arrival times and any delays

Delivery Point email

contact information for the warehouse SMS/email service

Tip
If your warehouse is using the SMS update (Vision WMS customer) then this is used to inform your customer about the delivery coming to them, estimated arrival times and any delays

Default to Sending SO Acknowledgement

If you always want to send this for each order then have this selected.

Alternatively you can select this at the time of order for the specific order

Delivery / Pick Instructions

These are fields which are defaulted for each order, but you can change them on an order to order basis

There is a limit of 120 characters for each field, this is because other fields are available which also contain key information for the delivery to take place, review the Standard delivery section above.

Delivery Instructions - this goes onto the delivery note for the driver

Picking Instructions - this will be printed on the picking note and is instruction for the warehouse.

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title	Contacts tab

Contacts

This tab allows you to add Contacts and assign them to Mailing Lists

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For details to be sent to the contact, you would need to make sure there is an email address and that SOP Docs are ticked.

See the notes above on the analysis tab about ticking the Use Contact List field for invoicing.

Tasting Notes can be automatic sent to the Contacts for the Customer if they have a valid email address and Tasting Notes is ticked

To enter a new contact you will need to add it to the blank row at the bottom

To add the Contact to the Mailing List, you will need to click on the Mailing list button and this will bring up all the Mailing List that the contact can be apart of

You would need to tick the Mailing List that the contact should be involved in
- If they are apart of a Mailing list, they will receive emails sent to that Mailing List

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title	Delivery Address

This tab can be used to record one or more Delivery Addresses to be used.

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The Delivery Address is used in the Sales Order if the delivery address is different from the Customer main address

To create a new Delivery Address, click on the Add New button and this will load the Customer Delivery Address screen

Once you have a unique Del Point Code, this can’t be changed once the Delivery Address have successfully saved for the first time

The Del Point Code cannot be used again (even if the Delivery Address is marked as Archived).

The Default tickbox will set this Delivery Address to be the default Address for the Customer for the Underbond Type that is selected

The formatting of the Address depends on the specifications given to you by your Warehouses and your Carriers but most will expect the first line of the address, the Town, Postcode, and Country to be filled in.

Underbond Type field must be selected to save the Delivery Address

This will be used to select the correct Default Delivery Address for the Correct Underbond Type for the Sale Order

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.

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.

Delivery Times - the possible Start and End times, whether you can include none, one or two delivery slots and the time difference between the two slots will depend on limits set by your Warehouse or Carrier.

Delivery Instructions and Pick Instructions are both sent on outgoing files to your Warehouse or Carrier to be included on Warehouse and Delivery Notes.

Analysis Details are categorise the current customer for reporting and extract purposes.

The Credit Card Details are used for the Sales Order if this Delivery Address is used

The View/Edit Details button will show the Customer Delivery Address screen where some fields are read-only

This screen will also show the Customer Delivery address that has been archivedYou can setup contact for your customer, each contact can be added to a mailing list, extracts as a contact for the account, used for delivery information, send SOP documents.

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Tip

It is important to ensure that there is an email address for each contact as this is used in many of the facilities this section provide

for example : mailing lists, SOP Documents, Tasting Notes, marketing extracts.

SOP Docs

If you wish this contact to be sent a copy of the SOP documents e.g. Invoices and credit notes then they should be selected. To use the contact list for this then ensure you have set the “Use Contact List” on the invoice options on the Analysis tab.

Tasting Notes

We stored tasting information including pictures of the items within the product setup, you can select this option if you wish this contact to be sent these tasting notes for the products which are about to be delivered to them. The action of confirming the delivery which initiates the invoice will also invoke the sending of the tasting notes to the customer.

Mailing List

For all the existing mailling lists which you have configured you can then select this contact to be on the specific mailing list.

Adding a new contact

You click in the line at the top which says”click here to add a new row”

Tip
Remember to save changes after editing this area before moving on to another tab.

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title	Delivery Address

Delivery Address

Should you need to store alternative delivery addresses for your customer you can store them in commerce this is generally used for

Underbond delivery points
Internal warehouse transfers (where the fields need to be specifically set to enable a fully automated experience)
When the customer has multiple places they want to send their deliveries e.g. a chain of restaurants with centralised ordering.

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When entering a sales order you will have the oppurtunity to specify a delivery address, if selected the order will update the delivery information from the saved delivery address.

If you are adding a new or editing an existing delivery address you will use a form similar to the one below.

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The following fields are unique to this form and are explained below

Field
Del Point Code	Enter a unique code for this customer for this delivery point. Would suggest using something simple to remember. e.g. For their underbond many customer use “UBOND”
Default	When creating a new order for this customer you can specify that by default this will be the delivery address being used for the order.
Archive	If you no longer want to use this delivery address, mark it as archived.

All other fields all have the same meaning as explained in main customer setup.

Tip
Mandatory fields on the address are Line1, Town, Postcode, Country

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title	Web/Reserve tab

Web/Reserve

This tab contains setup information about your Customer if you store Reserves for them

Here you can record details for Trading Stocks, Rental Charges, and set up web administration details if your Company's website links to Vision Commerce.

Your Paid Reserves should not be stored in the same Warehouse account as your main trading stocks.

The Reserve Warehouse is the default Warehouse that the Stock will be landed in when doing a Transfer to a Paid Reserve for this Customer

Warehouse Alternate Account Code is the code for the Reserve Warehouse will be using

This code can be the same as the standard Account Code for the current Customer.

Trading Customer Stocks

This section will show if you can trade the stock that is in the Customer Reserve to other customers and the Commission for the Sales order

Storage Charges

This section will be set up if you are charging for the Storage for the Stock for your Customers' Paid Reserves
By default, we charge by the bottle per month and we generate an annual charge and then pro-rata charges throughout the year.
Charge per bottle (single) is per month
- For example Charge Per Bottle = £1.00 x 26 total singles storage = £26.00 per month for a single rotation.
Minimum Charge Per Rotation
- Compared to the example above, if the Minimum Charge = £30.00 and the above was a single rotation, then the minimum charge of £30.00 would be applied.

Web Administration

Use this section to set up your Customer to logon to the web system.
- You must have your web site linked to Vision Commerce first.
Web Logon Enabled field will allow the Customer to be able to log on via your website
Web Trading Enabled field will aloo this customer to trade through your website

Note

Contact the support team regarding Storage Charges set up before you use Web Reserves it for the first time.

It is important you contact the support team and ask for this to be set up, otherwise, you will get odd results when you run this the first time for any Customer.
If you just tick the box then the system will not know what has or has not been invoiced and what period it has to be invoiced for or to.
Contact the support team so that they can check the system is correctly configured for your Company.

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Versions Compared

Old Version 32

New Version 33

Key

Details

General

Key Account Settings

Discounts / Pricing

Standard Delivery Details

Delivery / Pick Instructions

Contacts

SOP Docs

Tasting Notes

Mailing List

Adding a new contact

Delivery Address

Web/Reserve