1.1Customer Card
The Customer Card is enables you to enter your customers’ information as well as track customer purchasing. The general functions of the Customer Card are listed below. To open the Customer Card, go to the Navigator, open Sales, Customers and open the Customer Card.
Adding a New Customer
There are two ways to add a new customer. The first is to use the Add button located at the top of the screen, and the other is to use the Add button located in the Tool Bar.
Figure 1-1Customer 1
Customer ID
The Customer ID is a unique identification given to every customer created. No two customers can have the same customer ID.
There are two ways for the customer ID to be assigned
1. Auto ID Numbering
2. Manually Entering the ID
Auto ID Numbering
To set up the auto ID numbering system, go to General Preferences. In General Preferences, they will allow you to enter a five character alphanumeric prefix followed by up to 20 numbers. Every time a new customer card is created, the customer ID will automatically be entered in the correct field and will follow a chronological order.
If you need to edit an automatically created Id, place the cursor in the field and type the change.
Manually Entering the ID
If you choose to manually enter the customer ID each time an item card is being created, simply place the cursor in the customer ID field and type the ID for the new item.
Figure 1-2Customer 2
NOTE: |
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There must be a customer ID in order to save the card. If you try to move off the a customer card without a customer ID, you will get a warning reminding you to either enter a customer ID, or move off the card and not save the information. |
Created, Last Purchased, and Last Modified Dates
There are four lines of information that are automatically calculated and shown at the top of the Customer Card. They are there for informational purposes and can not be edited.
1. Date Created: This will represent the date that the customer card was created.
2. Date Last Purchased: This date will represent the date that the customer last purchased something from your store.
3. YTD Purchases: This dollar amount represents the amount of money the customer has spent year to date.
4. Date Last Modified: This date will represent the date that the customer card was last changed or edited.
Figure 1-3Customer 3
Membership ID
The Membership ID Field is an alternative ID. The membership ID allows you another way to search for a customer or group of customers. Unlike the Customer ID, the Membership ID does not have to be unique.
To enter the membership ID, place the cursor in the field and type the ID.
Figure 1-4Customer 4
Adding Bill To and Ship To Information
Customer Name, Address, Phone, and Email Information
The first section of the Customer Card contains fields where you will enter the customer's information. When you enter information in the Bill To panel, the information is automatically copied over to the Ship To panel. If the Ship To information needs to be different from the Bill To, change any fields you need by placing your cursor in the field on the Ship To side, and type the correct information.
Figure 1-5Customer 5
Entering a Credit Card
The Customer Card allows you to store credit card information on the Customer Card. The credit card information found on the customer card will automatically be entered in the Open Invoice when closing a sale using credit card. If there are multiple credit card numbers, there will be a list of options in the method of payment screen in the Open Invoice.
NOTE: |
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In order to have the ability to store credit cards on the Customer Card, you must use PayStream. For more information, contact your sales representative. |
1
If there are no credit cards on file, the screen will say, <No cards on file> and the Expiration date will display N/A.
Figure 1-6Customer 6
2
To enter a credit card, select the Credit Card Num link.
Figure 1-7Customer 7
3
This will open Credit Cards on File window.
Figure 1-8Customer 8
4
Enter the card information in the Card # field, along with the Exp. Date. Select the Add button when you are finished.
Figure 1-9Customer 9
5
When the Credit Card information has been added, the information goes to the PayStream database and a token number is sent back and placed in the Token field.
Figure 1-10Customer 10
NOTE: |
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The token number replaces the actual credit card information. No credit card numbers are kept on file on the Customer Card or the Invoice. When the credit card information is entered, it is sent to the PayStream database where a token number is assigned to that specific credit card number. When the customer is paying by credit card, the token number represents the credit card number so that when it is processed, PayStream knows which credit card to charge according to the token number entered. |
6
Additional cards that are added will be added to the table as well. The line with the P in it is the preferred credit card.
Figure 1-11Customer 11
7
To change the preferred credit card to a different number, double click on the card and it will move to the top becoming the preferred.
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When you have finished adding credit cards, close the window.
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The preferred credit card and expiration date will be shown on the Customer Card.
Figure 1-12Customer 12
The Reward Level
The Reward Levels are created in General Preferences and are attached to a points system. Depending on what reward level the customer has, they receive a certain amount of points for purchasing certain items. When they reach a certain number of points, you, the owner, decide what they will be rewarded.
1
To assign a Reward Level to the Customer Card, select the drop down arrow located in the Reward Level field and the created choices will be there to choose from.
Figure 1-13Customer 13
2
Select the level needed for the customer.
Figure 1-14Customer 14
3
The Reward Points will reflect the number of points the customer has earned.
Figure 1-15Customer 15
4
The Adjust Button on the Customer Card is the only way to manually adjust a customer's reward points.
Figure 1-16Customer 16
5
To manually adjust the reward points, select the Adjust button. A window will open asking for the points and a reference number. The number of points entered in this window will be added to any existed points that customer may have. If you are taking points away from the customer, make sure to enter a negative number so that the points are subtracted from the total.
Figure 1-17Customer 17
6
Select OK when you are finished and the points will be added on the Customer Card.
Figure 1-18Customer 18
Creating Contacts
One feature on the customer card is the ability to have multiple contacts on one customer card. There will always be at least one contact and that is the billing/shipping to name that is entered above in the Bill to/Ship to information. If the ship to information differs from the bill to information, then there will automatically be two contacts. It is possible for there to be two contacts with the same name. The concept of contacts is easy to understand through examples.
Example One:
If you have a father who is a customer and then he has a wife and two kids, the father would be the name on the bill to and ship to information, and his wife and kids would be the additional contacts. This way, if one of the children buy an item but are not with his/her father, they can still earn reward points, get pricing discounts, etc. Also, if the father goes in to buy his wife a gift, he can see what his wife has purchased previously, as well as sizes, colors, etc.
Example Two:
A school is raising money and asked local businesses to help out. You agree to give 5% of whatever is purchased by teachers from that school back to the school. You would set up the bill to/ship to information with the local school information and every teacher that came to support their school would be a contact under the school’s customer card. This way, all the purchases can be tracked through the one customer card.
There are many other ways of using contacts and it is very easy to add and edit as many as you need.
Adding a New Contact
1
There will always be at least one, maybe two contacts that are taken from the bill to/ship to information. There will be one contact if the bill to/ship to information is the same. If the ship to information differs from the bill to information, there will be two contacts.
Figure 1-19Customer 19
NOTE: |
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You will notice that if you change the ship to information, a new contact will automatically be created. If you change the ship to information back to match the bill to information, it will automatically go back to one contact. |
2
To add a new contact, select the Add button.
Figure 1-20Customer 20
3
This will make the Contact Profile Window open.
Figure 1-21Customer 21
4
The company name and address will already be entered and will be copied from the bill to information. These fields can be edited if needed.
5
Enter the remaining contact information.
Figure 1-22Customer 22
6
The miscellaneous fields are for you to enter any information that is known about the contact. This can be birthdays, shoe size, paint color, brand preference, etc. Anything you want to keep record of about the contact can go in these fields.
Figure 1-23Customer 23
7
You also have the means to enter a picture of each contact. To add an image, select the Picture icon, or double click where it says, no image.
Figure 1-24Customer 24
8
The Select Image window will open. This window allows you to search the computer for an image, or you can search the database for an image.
Selecting Browse
A. Browse: by selecting this button, you are going to be searching the computer for an image to load into the Contact Profile Window.
Figure 1-25Customer 25
B. When you have found the item you need, select OK.
C. As soon as you select OK, the image will be loaded into the Contact Profile Window.
Figure 1-26Customer 26
9
Once the Contact Profile Window is filled out, select Save and you will see the new contact on the customer card.
Figure 1-27Customer 27
Editing Contact Information
To edit any contact information, double click on the contact and the contact profile window will open. You can change any information you need and Save.
NOTE: |
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To assign the bill to or ship to information to one of the contacts, select the check box next to the contact and it will be changed in the bill to/ship to information as well as the table of contacts. |
NOTE: |
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When searching for a customer by Customer ID, all the contacts will appear in the results under the same ID. Be careful in entering customers when there are multiple contacts to ensure you are entering the correct one. |
Entering Comments
The Comments Tab has two different fields. One field is for Notify Clerk comments, and the second field is for regular comments about the customer.
Figure 1-28Customer 42
Notify Clerk Comments
The Notify Clerk comments field is for information that the clerk needs to know about the customer when creating an invoice. If there is writing in this field, as soon as the customer is entered into an Open Invoice, a message will open with the comments.
Figure 1-29Customer 43
Figure 1-30Customer 44
Comments
The Comments field is for any information about the customer that does not need to be seen by the clerk, but needs to be recorded. These comments will only be seen on the Customer Card.
Figure 1-31Customer 45
Setting Up Tax and Terms
The Tax and Terms tab allows you to enter the tax information for the customer as well as set up the terms for the customer if you allow them to purchase items on account.
Figure 1-32Customer 28
Tax
There are three fields in the Tax and Terms tab that deal with taxing.
Tax Exempt Reason
The Tax Exempt Reason is the customer's reason for being tax exempt. Select the arrow to show the drop-list and select a reason. The tax exempt reasons shown here are set up in General Preferences.
Figure 1-33Customer 29
Tax Exemption
Once you have selected the tax exempt reason, you will be able to enter the tax exemption ID. The tax exemption ID field shows any tax exemption IDs for the customer. No tax will be charged to the customer if something is entered in this field. This field can be manually entered.
Figure 1-34Customer 30
Tax District ID
The Tax District ID field lets you select the default tax district for the customer. Select the down arrow to display a list of tax districts. Select the correct one and release the mouse. The tax districts displayed here are created in General Preferences. If you select the Tax District ID link you will be able to edit/create any tax districts needed.
Figure 1-35Customer 31
NOTE: |
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If you have set up the Simple Sales Tax, you do not need to select a tax district because it will automatically default to the only tax district created. If you have set up the Advanced Sales Tax, you will need to select a default. |
Terms
There are five fields in the Tax and Terms field that pertain to Terms.
Charging Interest
To charge interest on customers with an overdue balance, make sure the Charge Interest check box is checked.
Figure 1-36Customer 32
Terms
The Terms field show the standard payment terms for the customer. The Terms will automatically be shown on an Open Invoice.
Figure 1-37Customer 33
Credit Limit
The Credit Limit field shows the maximum amount of money that the customer can put on his/her account.
Figure 1-38Customer 34
Current Balance
This field can not be edited and shows the current balance on account for the customer.
Figure 1-39Customer 35
A/R Type
The A/R Type field allows you to choose which type of account receivable type you want to use for the customer. Click on the arrow to display the two options, Balance Forward or Open Item. Highlight the correct type and release the mouse. For more information on AR Types, see Accounts Receivable.
1. Balance Forward: The Balance Forward method allows you to post sales and payments to maintain a balance for the current period. At the end of the period, statements are printed and the period is closed. All period transactions are summarized and posted as the balance forward for the next period. Any payments made will be applied to the oldest invoice.
2. Open Item: Open Item method allows you to maintain all unpaid invoices on the customer’s account. Payments must be applied to a specific invoice. These payments will remain as unapplied payments on the Customer Card until they are applied to a specific invoice. The invoice detail of the Open Item method is beneficial for collection purposes, but does require a higher level of maintenance.
Figure 1-40Customer 36
Viewing Accounts Receivable
The Accounts Receivable Tab on the Customer Card is a record of all purchases made on account. From this window you are able to manage a customer’s AR and view all open and closed transactions.
Viewing the AR Table
The Account Receivable tab on the Customer Card holds a record of all transactions and payments made on account. Below is information on how to read and change the accounts receivable table.
Figure 1-41Customer 46
1
To sort what you are seeing in the AR table, look to the right side of the table where Show, From Date and To Date are located.
Figure 1-42Customer 47
A. Show: This field allows you to choose to see All Records, Open Records, or Closed Records.
Figure 1-43Customer 48
i. All Records: Choosing all records will display both open and closed records.
ii. Open Records: Choosing open records will display all records that have not been paid for and are still open.
iii. Closed Records: Choosing closed records will display all records that have been paid for and closed.
B. From/To Date: Entering dates in these fields will narrow the search to show records in between the two dates. This way you are able to sort by month, year, week, or even daily. To set the dates, select the down arrow and a calendar will open. Select the date needed and the calendar will close with the date in the field.
Figure 1-44Customer 49
2
Once the table is sorted, you can take a closer look at the transactions in the table.
A. Columns
i. Closed on Date: If the line is from a sale, this column will show the date the amount for the sale is paid in full. If the line is from a payment, it will show the date the payment is made. If the column says, Open, a payment has not been applied and a balance exists on the line.
ii. Date: This date refers to the date the Open Invoice was posted.
iii. Document Type: This column shows the type of document the line was created from.
iv. Reference Number: This column shows the ID number from the document that the line was created from.
v. Terms: This column shows the Terms from the invoice.
vi. Sales: If a purchase was made on the invoice using the AR method of payment, this column shows the purchase amount.
vii. Payments: If a payment was made on an invoice, or an item was returned on an invoice, this column shows the amounts as payments here.
NOTE: |
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Returns: Even though returns are negative amounts on the invoice, in accounts receivable they are positive payments. If you have a return it will be seen in the payment section and will take into account whether it needs to be a credit, or applied to a charge. If the customer is balance forward, the return amount will be applied as a payment to the charge automatically. If there are no charges, it becomes a credit on the account. If the customer is Open Item, the return will be seen as a payment ready to be applied to a charge. |
viii. Applied: This column shows the amount of the payment that was applied to the customer account.
ix. Balance: This column reflects the amount still left to be paid for each transaction.
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If you double click on the transaction line, the original closed invoice for that transaction will open. |
3
If you want to see more details about a specific line, highlight the line in the table and select the Details button.
Figure 1-45Customer 50
Figure 1-46Customer 51
4
At the bottom, beneath the table, it shows the Current amount due, amounts past due, and the total.
A. Current: This field shows the balance for any current invoices. Current invoices are those that are 0-30 days past the invoice date.
Figure 1-47Customer 52
B. Amounts Past Due:
i. 31-60: This field shows the balance for any invoices that are between 1 and 30 days past due. These invoices are 31-60 days past the invoice date.
ii. 61-90: This field shows the balance for any invoices that are between 61 and 90 days past due. These invoices are 61-90 days past the invoice date.
iii. 90+: This field shows the balance for any invoices that are 90 or more days past due. These invoices are 90 or more days past the invoice date.
Figure 1-48Customer 53
C. Total: The total reflects the current price plus any amounts past due. It is the outstanding balance for the customer.
Figure 1-49Customer 54
Printing the AR Table
If you would like a copy of what is displayed in the AR tab on the Customer Card, select the Print button.
Figure 1-50Customer 55
The printout will have your company name at the top followed by the table from the Customer Card.
Making a Payment on Account
You are able to make payments on a customer’s AR through the Customer Card.
1
Select the Pay button.
Figure 1-51Customer 56
2
An Open AR Batch will open with the company name and information automatically entered.
Figure 1-52Customer 57
NOTE: |
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For information on how to use the Open AR Batch, see Accounts Receivable. |
Transferring a Payment
If there was a mistake, or for some reason a payment made by one customer needs to be transferred to another customer, this is done through the AR tab on the Customer Card.
1
1. Select the Transfer button.
Figure 1-53Customer 58
2
The AR Transfer of Payment Window will open.
Figure 1-54Customer 59
3
The From Customer will already be entered with the Customer ID from the Customer Card where the Transfer button was selected
4
Enter the customer ID of the customer that you are transferring the payment to. You can either manually enter the ID, or use the arrow (>>) button to open a search box. For information on how to use the search box, see Advanced Search.
Figure 1-55Customer 60
5
Enter a Reference Number for the transfer and then enter the amount of the payment being transferred.
Figure 1-56Customer 61
6
Select Transfer when you are finished. A confirmation window will open with the details of the transfer.
Figure 1-57Customer 62
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If everything is correct, select OK and the payment will be transferred.
8
Once the transfer is complete, the first customer will have a new open charge and the second customer will have a new payment.
Applying Payments
If the customer is an Open Item type AR, you have the ability to apply existing payments.
1
In the Tax and Terms tab, make sure the customer you are working with is an Open Item AR type.
2
In the AR tab, select the apply button.
Figure 1-58Customer 63
3
The Apply Payments Window will open.
Figure 1-59Customer 64
4
The top panel displays all the open charges.
Figure 1-60Customer 65
5
The bottom panel displays all the open payments.
Figure 1-61Customer 66
6
To apply the payment to the charge, click on the charge and then double click on the payment.
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Double clicking on the payment will apply it to the highlighted charge. The Open Charges Total Balance will reflect the total with the applied payments. The Open Payments Total Unapplied will reflect what is left in Open Payments, and the Total Applied will reflect what was just applied.
Figure 1-62Customer 67
8
If everything is correct, select the Save and Close button.
Figure 1-63Customer 68
9
The total on the Customer Card will not change because it will have already taken into account the payment. However, the payment will be in a line in the table.
Figure 1-64Customer 69
NOTE: |
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If payments are made and the customer is an Open Item AR Type, the total on the Customer Card will automatically reflect the payment made because the money has been received. However, the payment will not be applied to a specific charge until you apply it through an Open AR Batch, or through the Apply button on the Customer Card. Applying payments is to organize your customer's AR account. |
Un-Applying Payments
There are two ways to un-apply payments from the Customer Card.
1. Selecting the Unapply button
2. Through the AR Line Details
The Un-Apply Button
The Un-Apply Button lets you see all the payments and that have gone to one charge and allows you to choose which payments to un-apply.
1
Highlight the line in the table that needs the payment un-applied.
2
Select the Unapply button.
3
A window will open asking if you want to remove the payments applied to the line. Select Yes to remove the payment, and No to close the window.
4
If you select Yes, the payment will be unapplied.
5
You will see the payment on one line and the charge on another line.
6
If the highlighted line has more than one payment applied to the charge, select the Unapply button and the window will have the number of payments applied to the line. It will give you the option to view all the applications. If you select Yes, all the payments will be unapplied, if you select the See Applications button, you can unapply them one at a time.
7
If you select the See Applications button, a new window will open with the payment details.
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The window has the charge information listed on the left side of the screen.
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In the table are the amounts of each payment and how much of the payment was applied to the charge.
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To un-apply a payment, highlight it in the table and select the Unapply button.
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The payment will disappear from the table and you will notice the change in the charge information on the left side.
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When you have un-applied the payments you need, close the window.
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The original table on the item card will reflect the changes made.
Un-Applying through the AR Line Details
1
Highlight the line in the table that needs the payment un-applied.
2
Select the Details button.
3
A new window will open with the payment details.
4
The window has the charge information listed on the left side of the screen.
5
In the table are the amounts of each payment and how much of the payment was applied to the charge.
6
To Unapply a payment, highlight it in the table and select the Unapply button.
7
The payment will disappear from the table and you will notice the change in the charge information on the left side.
8
When you have un-applied the payments you need, close the window.
9
The original table on the item card will reflect the changes made.
Tracking Customer Leads
Salespeople can use the leads feature to track items that customers are interested in buying. Lead details such as a quote price, notes, lead status, appointment dates and other important information can be entered. Every time a salesperson makes contact with the customer, a contact log can be created to track the progress of the lead. When a customer is ready to purchase the item(s), the lead can be turned into a sale with the click of a button.
Leads Preferences
Customize specific fields that are related to leads. To edit leads preferences, go to the POSIM Navigator, click on Administration, select General Preferences, select the Customer Card section and then click on the Leads tab.
Figure 1-65Screen Shot 2017-02-13 at 10.09.06 AM
LEADS STATUS - Users can enter custom names to track the status of leads.
To enter a status name, double click in the white text box under LEADS STATUS. The cursor will appear in the text field, type the name of the lead status. To add another lead status, press enter and a new line will be created. Enter the additional lead status type and repeat as needed until all the lead status options have been entered.
Figure 1-66Screen Shot 2017-02-13 at 10.17.09 AM
The lead status options entered will be shown in the Status dropdown menu inside of the Leads section of the customer card.
Figure 1-67Screen Shot 2017-02-13 at 10.18.13 AM
Move Up - Click this button to move a lead status up.
Move Down - Click this button to move a lead status down.
Figure 1-68Screen Shot 2017-02-13 at 10.26.37 AM
Default Status - Select one lead status option as the Default Status. All new leads will be assigned this status by default. Users can manually change the status of each lead as needed within the Leads tab of the customer card.
Figure 1-69Screen Shot 2017-02-13 at 10.32.51 AM
Leads Misc Names - Customize the name of five Misc fields that are used for tracking leads. Type the name of each Misc field next to the corresponding field.
Figure 1-70Screen Shot 2017-02-13 at 10.34.33 AM
The custom Misc names will appear in the bottom right corner of the Leads tab on the customer card.
Figure 1-71Screen Shot 2017-02-13 at 10.37.39 AM
Adding a Lead
Leads are tracked using the customer card. A customer card must exist in order to add lead information. For details on how to add a new customer, click here: Adding a New Customer
If the customer already has an existing customer card, locate the customer card in the database to begin adding the lead.
1
On the customer card, click on the Leads tab. This tab is located towards the bottom of the customer card.
Figure 1-72Screen Shot 2017-02-10 at 4.42.59 PM
2
In the top left corner, click on the New Lead button.
Figure 1-73Screen Shot 2017-02-10 at 4.53.27 PM
3
The advanced search window will open. Use the column filters to lookup the item(s) to add.
Figure 1-74Screen Shot 2017-02-13 at 9.10.14 AM
4
Select the item(s) to add by double clicking the line item(s) or highlight the item(s) and then click OK. The item(s) will be added as an open lead.
Figure 1-75Screen Shot 2017-02-13 at 9.14.00 AM
5
Add/edit the lead details. When an item is selected using the mouse, the line will be highlighted in blue and the fields below may be edited. The Quote Price will automatically populate with the items Current Price and the Status will automatically populate with the default status that was set up in General Preferences.
Quote - If a customer is quoted a special price for the item, enter the amount in the Quote field. When the lead turns into a sale, the item will be sold using the quote price rather than the price on the item card.
Status - Use the dropdown menu to specify the current status of the lead.
Salesperson - Choose from a list of salespeople to assign the lead to.
Demo - Specify the date that the customer was given a demonstration by the salesperson.
Next - Specify the next date that the customer will return to the store for a follow up appointment.
Notes - Click the button in the Notes section to add notes. When the
button is selected, a timestamp will appear with the date, time and clerk's name.
Figure 1-76Screen Shot 2017-02-13 at 11.25.33 AM
The clerk will enter any notes that relate to the lead item.
Figure 1-77Screen Shot 2017-02-13 at 11.30.26 AM
Each time a new note needs to be added, click on the button and a new timestamp will be added for the clerk to add the new note.
Figure 1-78Screen Shot 2017-02-13 at 11.44.02 AM
Contact Log - The Contact Log is used in the same way as Notes, but adds the contact type to the note. All of the contact log options will timestamp the note with the date, time, clerk and contact type.
Figure 1-79Screen Shot 2017-02-13 at 11.45.59 AM
Click the button to add an In Person contact log.
Figure 1-80Screen Shot 2017-02-13 at 11.46.54 AM
Click the button to add an Email contact log.
Figure 1-81Screen Shot 2017-02-13 at 11.49.30 AM
Click the button to add a Phone contact log.
Figure 1-82Screen Shot 2017-02-13 at 11.52.26 AM
Click the button to add a contact log that does not specify the contact type.
Figure 1-83Screen Shot 2017-02-13 at 11.54.25 AM
Misc 1-5 - Enter details corresponding to the custom Misc fields to track additional lead information.
Figure 1-84Screen Shot 2017-02-13 at 11.56.51 AM
Once all the lead information has been entered, the lead will remain as an open lead until either (a) the lead is closed out or (b) the lead is deleted.
Closing a Lead
When a customer decides to purchase an item that was entered as a lead, the lead is converted into a sale.
1
To close a lead, locate the customer card and click on the Leads tab. Select Open at the top of the leads window.
Figure 1-85Screen Shot 2017-02-13 at 1.34.05 PM
2
Select one or more items that the customer is purchasing. To select multiple lines on Mac, use Command + click. To select multiple lines on Windows, use Ctrl + click. Once lines have been selected, then click on the Invoice button in the top right corner.
Figure 1-86Screen Shot 2017-02-13 at 1.41.03 PM
A notification message will appear indicating how many items will be moved to the invoice.
Figure 1-87Screen Shot 2017-02-13 at 1.43.46 PM
3
Click Invoice to continue moving the item(s) to an invoice. If Cancel is selected, the clerk will be taken back to the customer card and the lead will remain open.
Figure 1-88Screen Shot 2017-02-13 at 1.43.46 PM
4
An invoice will be created for customer and the item(s) that were moved to the invoice will be entered on the open invoice. The item(s) price will automatically pull in as the quote price that was entered in the lead details. Verify the details of the invoice, make edits if needed or add other items to the invoice.
Figure 1-89Screen Shot 2017-02-13 at 1.55.30 PM
5
Select a method of payment and post the invoice.
6
Go back to the customer card, click on the Leads tab, then select Closed. The lead(s) that was sold on the invoice has now moved from open to closed.
Figure 1-90Screen Shot 2017-02-13 at 2.19.55 PM
Deleting a Lead
If a customer decides not to purchase the item(s) entered as a lead, the lead can be deleted.
1
Go to the customer card, click on the Leads tab, and select open. All open leads will be shown in the table.
Figure 1-91Screen Shot 2017-02-13 at 2.26.33 PM
2
Select one or more lines to delete, then press the Delete button on the keyboard. A notification will appear prompting the clerk whether the lead(s) should be removed.
Figure 1-92Screen Shot 2017-02-13 at 2.28.34 PM
3
Click Delete to delete the lead(s). If Cancel is selected, the lead(s) will remain open and will not be deleted.
4
Any line items that were deleted will be moved from Open to Deleted.
Figure 1-93Screen Shot 2017-02-13 at 2.33.31 PM
Re-Opening or Removing Leads
If a deleted lead needs to be re-opened or if a deleted lead needs to be permanently removed, follow these steps:
1
Go to the customer card that contains the lead. Click on the Leads tab, then select Deleted.
Figure 1-94Screen Shot 2017-02-20 at 3.47.43 PM
2
Highlight the item(s) to be re-opened or deleted.
Figure 1-95Screen Shot 2017-02-20 at 3.49.46 PM
3
Press Delete on the keyboard. A notification will appear asking to re-open of permanently delete the lead(s).
Figure 1-96Screen Shot 2017-02-20 at 3.51.03 PM
4
Select Cancel to go back to the Customer card and not make changes to the lead(s).
Figure 1-97Screen Shot 2017-02-20 at 3.51.03 PM
5
Select Re-Open to move the deleted lead back to being an open lead.
Figure 1-98Screen Shot 2017-02-20 at 3.51.03 PM
The lead will move from the Deleted tab of leads to the Open tab.
Figure 1-99Screen Shot 2017-02-20 at 4.02.45 PM
6
Select Delete to permanently remove the lead.
Figure 1-100Screen Shot 2017-02-20 at 3.51.03 PM
The lead will be permanently removed from the Deleted tab and will no longer be visible.
Figure 1-101Screen Shot 2017-02-20 at 4.05.46 PM
Reporting on Leads
There are two ways to report on lead information. Choose the method that works best for your individual needs:
1. Using the leads utility to quickly lookup leads information.
2. Using Define a Report to customize report parameters.
Leads Utility
The leads utility is a simple and fast way to lookup leads information. The leads utility is a multipurpose tool that can be used to view results, filter results, export results and access leads directly.
1
To open the leads utility go to the POSIM Navigator, click on Sales, click on Customers and then click on Leads.
Figure 1-102Screen Shot 2017-02-13 at 4.05.07 PM
2
The customer leads search window will open. To view all leads, press enter in any column.
Figure 1-103Screen Shot 2017-02-13 at 4.59.46 PM
To filter the results, enter filter criteria into one or more column. The Type column is used to categorize the leads into three stages: Open, Closed or Deleted. For example, to search for leads that are currently open, type "open" in the Type column.
Figure 1-104Screen Shot 2017-02-14 at 8.24.41 AM
3
Double click on any line to view additional information about the lead. The lead will automatically open in the Leads tab on the customer card.
Figure 1-105Screen Shot 2017-02-14 at 8.31.40 AM
for details. The leads utility can also be used to export search results, see Export Results for details.Define a Report
Users can build a custom report containing lead information using Define a Report.
1
Open Define a Report by going to the POSIM Navigator, click on Reports, then select Define a Report.
Figure 1-106Screen Shot 2017-02-14 at 8.51.19 AM
2
From the left side of the window select Cards as the category type and then select Customer Leads as the data source. The COLUMNS list will populate with fields that are related to customer leads.
Figure 1-107Screen Shot 2017-02-14 at 8.52.58 AM
3
Scroll through the list and identify any columns to add to the report. Double click on the column name to add the column to the report. The columns will appear in the REPORT RESULTS window as they are added.
Figure 1-108Screen Shot 2017-02-14 at 9.01.39 AM
4
Define additional report parameters including formulas, grouping, total, subtotal, etc as needed. See 2. Define A Report for full details.
Figure 1-109Screen Shot 2017-02-14 at 9.07.26 AM
5
Save, run or export the search results.
Figure 1-110Screen Shot 2017-02-14 at 9.10.11 AM
If Save to Database was selected, enter a name to save the report as and then click OK.
Figure 1-111Screen Shot 2017-02-14 at 9.09.31 AM
Figure 1-112Screen Shot 2017-02-14 at 9.11.48 AM
Importing Leads
Leads can be imported into the database using Import Manager. A spreadsheet containing the information to be imported must be created and saved as a .xlsx or .xls file type.
1
To open the import manager go to the POSIM Navigator, click on Administration, select Utilities, then select Import Manager.
Figure 1-113Screen Shot 2017-02-14 at 9.21.28 AM
The import manager window will open up.
Figure 1-114Screen Shot 2017-02-14 at 9.22.39 AM
2
Using the dropdown menu, change the import type to Customer Leads.
Figure 1-115Screen Shot 2017-02-14 at 9.25.10 AM
The customer leads fields will be listed on the left side of the window.
3
Click the Browse button to choose the file to be imported.
Figure 1-116Screen Shot 2017-02-14 at 9.33.11 AM
4
Select the file to be imported, then click Open.
Figure 1-117Screen Shot 2017-02-14 at 9.38.13 AM
The columns on the right side of the import manager will populate with the headers from the spreadsheet.
Figure 1-118Screen Shot 2017-02-14 at 9.40.34 AM
5
Map the column data from one side to the other. See Mapping the Fields for details.
Figure 1-119Screen Shot 2017-02-14 at 9.52.13 AM
6
Check the box "First Row Is Header" if the spreadsheet contains headers and should not be imported.
Figure 1-120Screen Shot 2017-02-14 at 2.15.59 PM
7
Choose one option for what EVO should do if a duplicate record is found:
Figure 1-121Screen Shot 2017-02-14 at 2.19.49 PM
Skip - Choose this option to skip the duplicate record, changes will not be made.
Prompt - Choose this option to have a notification prompted when a duplicate record is found. The clerk will be given the option to skip or overwrite the duplicates.
Overwrite - Choose this option to overwrite fields being imported when a duplicate record is found.
8
Verify that the columns that have been mapped together are correct. Then select Do Import.
Figure 1-122Screen Shot 2017-02-14 at 9.52.13 AM
9
A notification will appear prompting the user to backup the database. Choose one of the following options: Cancel, Not Now or Backup Now.
Figure 1-123Screen Shot 2017-02-14 at 9.57.22 AM
Select Cancel to go back to the import manager and cancel the import.
Select Not Now to proceed with the import without backing up the database.
Select Backup Now to take a backup before importing. The import will begin immediately after the backup has completed.
10
A notification will appear when the import is finished. Spot check some of the records that were imported to verify the changes that were made.
Figure 1-124Screen Shot 2017-02-14 at 2.01.12 PM
Setting Up Preferred Pricing
For certain customers, the need to consistently offer a specific price for a specific item may arise. Preferred Pricing allows you to tie certain items at specific prices to certain customers. The price can be set as a price value or calculated based on margin percentages. When both the customer and the item are entered into an Open Invoice, the preferred pricing will be given.
1
Open the Pref. Pricing tab on the Customer Card.
Figure 1-125Customer 37
2
Enter the SKU in the SKU field and select enter. This will automatically enter all the rest of the information in the table.
Figure 1-126Customer 38
3
If you are entering multiple items or do not know the SKU for an item, select the Lookup Items button and it will open a Search Window. For more information on how to use this search window, see Advanced Search.
Figure 1-127Customer 39
4
Enter the preferred price for the customer in the Quote Price field.
Figure 1-128Customer 40
5
When you select enter, the Margin Pct. is going to change accordingly.
Figure 1-129Customer 41
NOTE: |
|---|
If you are setting the price by margin percent, instead of entering a new price in the Quote Price Field, change the margin percent to the desired value and the Quote Price Field will change accordingly. |
Tracking Special Orders
To check the status of a Special Order or Layaway, you are able to go to the customer's Customer Card and view the Special Orders tab. The Special Orders tab will show the Salesperson, Order ID, Order Date, Deposit Balance, Quantity, Ordered Quantity, Received Quantity and Remaining Quantity. To view the special order invoice, double click on the line.
Figure 1-130Customer 73
Tracking Service & Repair Orders
Viewing Customer History
There may come times when you will need to see what a customer last purchased, or need a list of purchasing actions made by the customer. These things can be seen in the Customer Card History.
1
Select the History tab on the Customer Card.
Figure 1-131Customer 70
2
The history tab shows all the items purchased by the customer in a table with a search box at the top. The items in the table will be listed from most recent to oldest. If you select the header in the table, it will sort the order differently depending on which header you select.
3
To search for a specific purchase, click on the drop down menu and select a filter option: Date, Invoice ID, SKU or Description. Type the coordinating information in the search bar and the results will sort as you type.
Figure 1-132Customer 71
Figure 1-133Screen Shot 2016-08-16 at 11.52.08 AM
4
To start the search over, either delete the information in the search bar or select the Clear Search button.
Figure 1-134Customer 72
5
Choose any or all transaction types to display including: Sales, Return, Payment on Account, Misc, Comments and Special Order/Layaway by selecting or de-selecting the checkbox next to each transaction type.
Figure 1-135Screen Shot 2016-10-19 at 4.10.46 PM
6
There are 6 different options for how the customer history will be shown: Detail, Invoice, Monthly, Quarterly, Yearly, and Summary. When a view option is selected, the system will remember which view was used last and automatically default to that option when viewing the customer history.
Figure 1-136Screen Shot 2016-10-19 at 4.38.24 PM
Detail - Multiple lines per invoice will show a summary of the customers history.
Invoice - One line per invoice will show a summary of the customers history.
Monthly - One line per month will show a summary of the customers history. Example: October 2016
Quarterly - One line per quarter will show a summary of the customers history. Example: 4th Qtr 2016
Yearly - One line per year will show a summary of the customers history. Example: 2016
Summary - A summary of grand totals since the customer was created will show including: Total Purchased, Total Returned and Total Discounts.