Page Comparison

This tab contains the most often used Customer Details.

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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 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

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.

This tab includes information for Financial and Sales analysis and reporting

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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.
  

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

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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

This tab can be used to record one or more Delivery Addresses to be used.

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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

This tab contains setup information about your Customer if you store Reserves for them

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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.

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

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

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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

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

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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.

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

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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.