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To create a customer the following would need to set up first

  • Analysis Codes

  • Nominal Control Accounts

  • VAT Code

  • Country

  • Currency

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titleCustomer Header

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Main Form

This section covers everything you need to enter on the top & bottom line of the customer form, if you want to see what is required on the tabs then select from the tab sections below.

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Account - This is a shortcode for your customer, it has to be unique for each customer. It works best for reporting when you have a format which is easily searched so a consistent format is a great way to do this. e..g SMITH01 JONES23 RETAI14

Client of - This will always show your own company, however it is possible to show other company names here (alternatives), what would then happen is that the SOP documents to the customer would then be presented with the alternative company information. It allows you to have a trade as a company.

Info

This alternative company is an optional feature available to those who require it, there is a small charge to use this feature.

Status - There are three statuses

  • Live

  • Prospect - accounts which have not traded yet.

  • Archive - accounts which are no longer trading

You can only process orders with a live account, if the account is another status it will ask you to change it to the LIVE status and it will check to ensure all details are complete before allowing you to enter the order.

Refresh - If something has changed elsewhere in the system such as you added a new price list, then you will have to refresh in order to see it in the dropdown.

Sales Analysis - A quickie snapshot of what this customer has been purchasing over a given period of time.

Get Accounts Data - Where this is allowed we can obtain customer transaction and information from the finance system which will be visible on the Transaction tab and the analysis tab

Each tab has its own section below

Table of Contents

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Expand
titleDetails tab

Details

This tab contains the most often used Customer Details.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 seeĀ GDPR StatementĀ 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 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 seeĀ GDPR StatementĀ andĀ 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.

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.

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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