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

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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 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:

  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 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 multiple currencies to be used then each would require a 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 “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

Default Payment Method

We’ve integrated Commerce with payment providers Lloyds & Stripe to allow you to collect online payments from customers for your sales. You can set this up in the Admin menu ‘Report Manager’ screen. Stripe can be set up without needing to involve us, Lloyds however requires additional setup which we’ll have to help with. If you need assistance with either option please contact our support team.

When online payments are enabled the sales order ‘Payment Method’ controls if and when payments are requested:

  • Payment not requested - Cash on Delivery, Credit Card on Delivery, Cheque on Delivery, Credit Account, Credit - No Limit, Credit - Staff

  • Require upfront payment (online payment NOT offered) - Cash, Cheque, Voucher

  • Require upfront payment (online payment offered) - Credit Card, AMEX, Visa, Mastercard, Diners, Discover, JCB, China Union, RuPay, Entrust, BC Card, Debit Card, Swift, Visa Debit

  • Upfront payment not required, online payment offered on invoice

    • Credit Card, Debit Card, Credit Account (CC Pay Link), Credit - Staff (CC Pay Link)

    • + All of the above (when the user bypasses pre-payment by releasing the held order)

If you want online payments enabled but you do not want to collect payment on the sales documentation for a particular order, use one of the payment methods provided above or tick the ‘Paid in full’ tick box when saving the order - this will bypass payment collection. If payment has already been collected outside of the system then it’s advisable to record the details in the ‘Payments’ tab.

When an upfront payment is required, regardless of how the order is received (either manually entered into Commerce or via the API), the order will be put on hold and a proforma automatically sent to the customer. If the payment method specified offers online payment a QR code will be available on the document for the user to click / scan. The options available at this stage are:

  • The customer uses the clickable QR code to make an online payment

  • Or customer pays using another method, and the Commerce user records the payment against the order

  • Or bypass online payment by releasing the order from the held orders screen

When an upfront payment is not required, we offer customers the ability to pay from the system generated invoice, again with a clickable QR code.

Payments are handled directly by Lloyds / Stripe and go straight into your account with your chosen provider. Commerce can check for customer payments from any of the following locations:

  • Held Orders screen - Payment Required tab

  • SOP Documents - Pending Invoices

  • SO screen - Payments tab

These are retrieved and stored against the order (visible in the Payments tab), if the order is paid in full then a new ‘Paid in full’ tick box is set in the order screen, and if the order is on hold it’s automatically released. This ‘Paid in full’ tick box is what was previously known as the 'Credit Card Order’ tick box.

If an order has payments linked to it at the point of invoice generation, the payment is posted automatically to the accounts system. If however payment was retrieved after invoice generation, this will be retrieved in the ‘Pending Invoices’ tab and posted along with any other invoices & payments needing to be posted.


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 that 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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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.

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When entering a sales order you will have the 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.

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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.

Trading Name

Trading Name for the Delivey Address which if entered will replace the legal entity name on the customer record when printing and sending orders via EDI to the warehouse:

  • modification of the delivery note

  • modification of the sales order documents

  • modification of the EDI delivery point name

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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