09/02/2024 - Pages in this section are being updated for VW v6.10 and contain substantial modifications to the existing pages.
This set of pages explain how to set up a Customer within Vision Warehousing.
Some of the settings on this screen cannot be changed once you have saved the customer successfully. So please be careful when setting up a new customer or changing current settings.
To create a customer we assume the following have already been setup.
Analysis (if required)
Site
Goods In Charge By Line
Storage Charges
Warehouses
Country
Currency
This page deals with the header section and the options shown on the header part of the form. To view information on all the tabs, scroll to the bottom of the page where links are provided.
All mandatory fields need to be completed before you will be able to save the customer record.
In the header section the Customer Code, Site Code, and Customer Name are mandatory to fill in. In case you forget to fill these fields, an exclamation mark icon will indicate you to fill them.
The bonded customer option is a one-time-only setting option, once set it can never be changed.
A unique customer code needs to be set up. If you have multiple sites then you should try to ensure that when the same code is used on multiple sites they should both be for the same customer.
Customer Header Fields
Customer Code - this should be unique for this customer, you should avoid having the same code in another site for a different customer
Site Code - pick the site that this customer will be based, this stock holding account is unique for this customer in this specific site.
Customer Contact - high level customer contact information
Customer Name - the private individuals full name or if trading with a company their full company name.
Customer Options
The customer options (tick boxes at the top of the screen) are explained below :
Option | Details |
|---|---|
Bonded Customer | If you have a customs or an excise warehouse, it allows this customer to hold stock which is not duty paid. This is a one time setting, you can NEVER change this once the customer is created, it is either BONDED or NOT BONDED. |
By Line Charging | At goods inwards, there are two methods for charging, either by the load (receipt) or by the line. If you are solely using the line method then select this to stop the pre-advice showing the receipt option. |
Order By Layer | When placing orders, you will be forced to order by the layer quantity (setup on the product) e.g. if there is 8 cases per layer then you can only order in multiple of 8. |
Can Split Receipt Lines | This is no longer in use. |
Include Held Orders | When placing an order, the stock availability calculation is affected by this option. If you check this option then we reduce the available stock by the amount in held orders. If not then we ignore it. |
Bulk Pick Option | When using the picking screen you have the option to see customers with this option or those without this option. It allows for some additional filtering on the warehouse picking form. |
Del Pt. Order Invoicing | If your customer wishes you to raise an invoice for goods being sent to their customer. It requires EDI to be used in order to obtain the prices needed. By default, this will not work unless you set up this option. |
Use Batch Ordering | When placing an order it makes the batch field mandatory, it is designed for those customers who do not order by rotation or product code but use the batch number instead. |
Batch Ordering Mandatory | When placing an order it makes the Rotation and (if use) Batch number field mandatory. |
When you wish to store stocks within the account where those stocks (rotations) belong to other individuals. Each rotation will have a reserve customer associated with it. Learn how to set it up here → Setting Up Reserve Customers Once selected, this option can not be undone. It is a one-time option. | |
Archive Customer | As you can not delete a customer from the system the next best option is to archive that customer. It stops any new stocks or products from being added but you will retain all the information for the customer. |
Use Standard Printer | This overrides the default printers. This is no longer in use. |
Email Stock Losses | This enables the customer to be sent any “Stock Loss” reports. VIM can be used as an alternative to emailing the stock losses. VIM is the web based issue manager. EDI will not send the report, if this option is not checked. |
Use System Product Table | Where customers do not have their own system product code, you can select this option for the customer, and it allows you to use a generic table which is stored within Vision Warehousing. The table is populated by new products being added, but it allows a central product code and description to be used throughout the warehouse for a product, it can also be linked to using the Livex LWIN system which provides product information for wines and spirits. For more information → https://visionsoftware.atlassian.net/wiki/spaces/VW/pages/710246401 |
Non-Free Circ Stock Allowed | Businesses are allowed to store non-free circulation stock (by default this will be checked) and Private individuals are not. So you need to uncheck this field if the customer is a private individual. For more information → https://www.gov.uk/receiving-storing-and-moving-excise-goods When unticked, you can not receipt stock which is not in free circulation. Existing stocks will be visible but not available for Orders and show no stock availability. To remove such Stock, you have to temporarily change this option. |
Auto Receipt Transfers to Myself | If you use a Type T Transfer order and you are sending stock from your account back to your account (e.g. Changing the product code) this will auto receipt that transfer into your account. |
Fixed Product Dimensions on Receipt | This option should be used with caution - if you do not understand this option then ensure that this is checked for all customers to ensure fixed dimensions are in use. This allows you to carry the singles per case (SPC) figure on each rotation you receipt for a product. The product remains as the master record with no changes allowed. This feature is designed predominantly for PRODUCT only ordering via EDI Sales Order XML. Ordering using rotation number is not advised when you are using variable dimensions |
Second GR Label | If you would like a second GR label (and it is set up) then this option will print the secondary label at the time of goods receipt. This has to be setup for the specific customer before this can be used. |
Buttons available when Creating a Customer:
Print Label → You would be able to print the Customer’s address for a label.
Extra Buttons for Existing Customers:
Notes → This will allow you to add or view existing Notes for this specific customer.
Replicate → This will allow you to create a new Customer Account and it copying some of the fields from this customer.
Due to the amount of information needed for each tab, separate pages for each have been added and can be reached by clicking on the links below ⬇️