This page will explain how to set up a
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customer within Vision Commerce.
Before you read the information below, it may be useful to watch the quick
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YouTube video that explains the setup of
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a customer.
To create a customer the following would need to be set up first:
Analysis Codes
Nominal Control Accounts
VAT Code
Country
Currency
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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
Main Form
This section covers everything you need to enter on the top & bottom
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lines of the customer form, if you want to see what is required on the tabs then select from the tab
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pages below.
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Next Button → These buttons will only be displayed if you opened an already created customer record.The buttons appear on the left and right side of the customer maintenance screen, where you can click and be directed to the previous or the next customer record. |
Fields to fill in - Header
Account → This is a short code for your customer, it has to be unique for each customer. It works best for reporting when you have a format
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that is easily searched so a consistent format is a great way to do this. e.g.
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‘SMITH01’, ‘JONES23’, ‘RETAI14’.
Name → This is the account name or customer name.
Client of
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→ 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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This alternative company is an optional feature available to those who require it, there is a small charge to use this feature. |
Status
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→ There are three statuses available,
Live - The active accounts.
Prospect -
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Accounts that you have not traded with yet.
Archive -
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Accounts that are no longer trading.
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You can only process orders with a live account, if the account is set at another status it will ask you to change it to the |
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'Live' status and it will check to ensure all details are complete before allowing you to enter the order. |
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Date Created/ Reference → The date created will be the current date, it can’t be changed. The Reference number will be given once the customer record is saved.
Buttons - Footer
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
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→ Details of products the customer has been purchasing over a given period of time.
Get Accounts Data
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→ Where this is allowed we can obtain the customer
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's account transactions and information from the finance system which will be visible on the
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transaction tab and the analysis tab.
Each tab has its own
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| Table of Contents |
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| title | Details tab |
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Details
This tab contains the key items needed for the setup of a customer
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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:
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Leave it blank
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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.
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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.
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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.
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AnalysisThis 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
All information is held in the Account Software. Settlement
If the Customer is On hold in the Account Software, you will need to tick the On Hold field
The Analysis Section This section can be used to categorise the current customer for reporting and extract purposes. Credit Review Section
Export Option Email will be the email that all the documentation that is generated for the customer.
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
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
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This tab allows you to add Contacts and assign them to Mailing Lists  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.
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
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This tab can be used to record one or more Delivery Addresses to be used.  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 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
The Legal Type can either be set to 'Natural Person' or 'Business'.
GDPR Options:
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 |
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This tab contains setup information about your Customer if you store Reserves for them  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. Your Paid Reserves should not be stored in the same Warehouse account as your main trading stocks. 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
Trading Customer Stocks
Storage Charges
Web Administration
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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. 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
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
Reports/UpdateMarket Values/Bids This section is part of Vision LIVE which is a licensed module
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 |
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This tab can be used to check the Products and Prices on any Customer Price Lists  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
Product Prices
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This tab shows a list of all Sales Orders associated with the current Customer  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. |
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This tab shows the Accounts Transactions for the current Customer
This feature is unavailable for some accounts system as you may see this
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You will need to click the Get Sage Data button at the bottom of the screen to get the latest transactions from the Account Software
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, Click any to know more about it.
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