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

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Expand
titleDetails 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

GDPR

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 seeĀ GDPR StatementĀ 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:

  1. Leave it blank

  2. 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.

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

  2. 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.

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

For more information please seeĀ GDPR StatementĀ andĀ 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 ā€œDuty Deferredā€ 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

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

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.

Expand
titleAnalysis 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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