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

Before you read the information below, it may be useful to watch the quick youtube YouTube video below which should explain the setup of a customer within Vision Commerce

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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 short code 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. 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.

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

  3. 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

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

multiple currencies to be used then each would require a

seperate

separate 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

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

Financials

The fields outstanding order value and last invoice date are autoamtically automatically calculated for this customer when the customer record is opened, these fields are read only.

On Hold - you can stop any further orders from being released to this customer by placing them on hold, this is a feature controlled by you within commerce. Any new orders would also be placed into held status until released.

Settlement - if you offer your customer an early settlement discount then this can be included in this section, specify the amount of days and the settlement discount rate offered.

Tip

Please check that the template you are using for invoices accomodates accommodates the addition of the settlement discount option.

Payment Terms - this will appear on the invoice for the customer, the options available are very standard and used by most businesses.

Group Account - When posting to the finance system we would normally use the main account code, however for group companies we can raise the invoice to goto the account address but consolidate the group debt on the sales ledger in a single account, allowing you to send statements to the group but the individual invoice to the customer.

Bank Accounts - These are used to indicate which account details should appear on the invoice, in general most customers have a single account, be default you can have the system automatically enter this account into the primary field. Additional accounts can be added

Tip

Ensure the report layout you choose for your invoices accomodates accommodates multiple bank accounts if you are using more than one account as not all templates support multiple accounts.

Finance System (linked information)

Credit Limit - if your system is linked to a finance system which can provide this then the field will be read only and is controlled by the financne finance system, if not then you will have to set the limit within this field.

All other fields in this section are provided to Commerce from your finance system and can not be changed.

Info

To update the fields press the ā€œGet Accounts Dataā€ button at the bottom of the page

If the finance system has the account ā€œon holdā€ then only the finance system can release this hold on the account.

Analysis

The Analysis Section provides seven default fields to assist you analysing the account, this is specifically used for reporting purposes and for marketing extracts.

The drop down lists you see in this section are defined within the system admin and if they are in use then you need to select one of the options.

Customer Notes

Memo field only, free to enter whatever you want.

Invoicing Output Options

There are three options for each account regarding the production of invoices where you can either

  1. No Invoice is required

  2. Invoice is sent via email

  3. Invoice is printed and send through the mail

Tip

We always assume that you are not printing a copy of these for your own records, you can at any time print if needed. If you have no finance system connected you can always use the no fianance finance option csv file to obtain information for each invoice.

Info

You can select option 1 OR a combination of option 2/3 (2 or 3 or both)

Export Option Email is the email address where all sales order documentation will be sent to. If one address is not enough then select the contact list option and then proceed to the contact list and select the SOP Docs option against each contact you wish to send the email to.

If you select the ā€œUse Contacts Listā€ then you must select contacts where this will be sent to as it will no longer use the email address in the export option email field.

If you are using the print options then you can set a default printer for the invoices to be sent to upon generation or you can specify at the time when you print them, this allows you to use the old fashioned dot matrix printing on specific paper.

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titleContacts tab

Contacts

You 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.

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 ā€œUse Contact Listā€ 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 mailing 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 saysā€click says" click here to add a new rowā€

Tip

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

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titleDelivery 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

  1. Underbond delivery points

  2. Internal warehouse transfers (where the fields need to be specifically set to enable a fully automated experience)

  3. When the customer has multiple places they want to send their deliveries e.g. a chain of restaurants with centralised ordering.

When entering a sales order you will have the oppurtunity opportunity 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.

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 ā€œUBONDā€

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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Expand
titleReserve 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. You can maintain this using the stock options.

Paid Reserves

This section will show the sock stock 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, some of the fields are used for specific purposes or only active if you have specific modules active on the system

Livex Integration

Info

This is a paid for additional module for customer reserve stock reports and is part of the livex connectivity package.

If you have this optional module switched on we can retrieve values from Livex.

  • Market Value

  • Currency

  • Retrieved Date

  • Bid - current bids for the stock as there are active trades happening.

The ā€œUpdate Mkt Valueā€ and ā€œUpdate Bidā€ can be used to update the information for this specific line or you can use the buttons on the bottom of the page to update information for ALL the paid reserve stocks.

Trading Stocks

If your customer is trading their paid reserves stock you need to select which rotations they are want to sell by checking the Trade? box and you can also enter the ā€œMinimum Underbond Cases Sales Valueā€ that the customer is looking to achieve for the stock in order to sell it, think of this as the ā€œReserve priceā€ similar to an auction.

Reports

Info

This is a paid for additional module for customer reserve stock reports and is part of the livex connectivity package.

Reserve Stock Values/Reserve Stock - generates a report with the information of the Reserves Stock for this customer

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