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

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 and this will default on the Sales order when using this 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

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

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

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

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
Warehouse Delivery Service
Delivery Times
Delivery Point Telephone
Delivery Point email

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.

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.

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.

Delivery Point Email will be used as the default of the Sales Order Delivery Point Email

This is submitted to the Warehouse and used to communicate with the Delivery Point

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.

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title	Analysis tab

Analysis

This tab includes information for Financial and Sales analysis and reporting

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.

Info
By default, invoices will be sent to the default account email address. If you want to send the email to any Contact in the Contact List that has the SOP Docs field ticked, you must tick the Use Contact List field on the analysis tab. You can send it to the default or the contacts list (not both).

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title	Contacts tab

Contacts

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

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.

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 archived

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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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title	Reserve Stock tab

Reserve Stock

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

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

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title	Contract Price List tab

Contract Price List

This tab can be used to check the Products and Prices on any Customer Price Lists

The Price Lists that does display here are set up in the Customer Price List

To view the details you would need to enter the Name of the Price List

All fields are read-only

Product on Price List

This will show all the Products that is on the Price List

Product Prices

This section will show a list of any Price Bands and Prices set up against the currently selected Product in the Products on the Price List section to the left.

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title	Sales Orders tab

Sales Orders

This tab shows a list of all Sales Orders associated with the current Customer

By default this list will show all the Outstanding Status for the Sale Orders, but you can also see all the other status by ticked the Display All Orders in the top right of the tab

View button against one of the Sales Order in the list will open the Sale Order.

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title	Transactions tab

Transactions

This tab shows the Accounts Transactions for the current Customer

This feature is unavailable for some accounts system as you may see this

You will need to click the Get Sage Data button at the bottom of the screen to get the latest transactions from the Account Software

View button against a transaction will open in a .PDF format

Versions Compared

Old Version 29

New Version 30

Key

Details

General

Key Account Settings

Discounts / Pricing

Standard Delivery Details

Delivery / Pick Instructions

Analysis

Contacts

Web/Reserve

Reserve Stock

Contract Price List

Sales Orders

Transactions