Maintain Customer Window

The Maintain Customer window enables you to consolidate customer information and documents within a streamlined and organized interface.

Customer Setup (Top half of window)

The upper portion of the window provides a comprehensive overview of the Order Manager’s functionality in relation to this specific customer.

Customer Number: The customer number is automatically assigned by Order Manager. Each Customer number is unique

Customer Name: Enter the name of the Customer

Payment Terms: From the drop down box, you can select the payment terms for this customer.

Credit Limit: If the customer has net terms, you can set a credit limit for the customer. If the customer exceeds the credit limit, when placing an order, it will indicate that the customer has reached their credit limit.

Sales Tax Exempt Reason: If the customer is tax exempt, please select the appropriate reason from the dropdown menu. (We recommend obtaining a copy of their exemption documents and uploading them to the customer’s documents section.)

Customer Type: Select the appropriate customer type from the dropdown menu. By categorizing customers, you can generate reports on customer types and utilize other features within the Order Manager. You can set up two different customer types for each customer.

Status: Select the status of the customer

Purchase Order Required?: Certain organizations necessitate the submission of a valid Purchase Order for the creation of new orders. Please indicate whether this requirement applies to your organization. Upon entering an order, the system will prompt you to provide the purchase order information.

Minimum Direct Billing Amount: The default amount will be displayed, if you need to override, click on the ... icon and enter a new amount. This amount can be useful to only allow a customer to invoice larger orders. If the amount of the order is less than the Minimum Direct Billing Amount, the order will be required to be paid before pickup.

Invoice Delivery Method: The two choices are explained below

Primary Account Center: If you have multiple account centers, but all invoices are paid by Headquarters or one of the account centers, select the primary account center and select from the dropdown menu the account center you want all invoices to be sent to.
Individual Account Center: Select this option if you wish to send invoices to the individual account center associated with the order.

Do Not Send Zero Balance Invoices to Customers: Check this if you do not want to send invoices to customers where the balance has already been paid.

Customer Window Tabs (Bottom half of window)

The lower section of the window contains several tabs that facilitate the manipulation of tables of data.

Account Centers Tab: A list of all account centers associated with this customer will be listed. There must be at least one account center per customer.

New Button: Opens a new Maintain Account Center Window
Modify Button: Opens the Maintain Account Center window of the selected Account Center.
Delete Button: Allows you to delete an unused account center. If the account center has been used, you cannot delete it.
Merge Button: Select an account center you want to merge other account centers into.
Account Center Reports Button: This feature opens the Account Center Reports window, enabling you to generate various reports related to account centers.

Address Tab: Lists all addresses associated with all the account centers and customer.

New Button: Click the new button to add more addresses.
Modify Button: Opens the Maintain Account Center Address window allowing you to modify the selected record
Delete Button: Delete the selected record. (Cannot delete an address that has already been used by Order manager)

Orders Tab: Lists all orders associated with the customer

New Button: Click the new button to start a new order
Modify Button: Opens the Maintain Order Window of the selected record
Delete Button: Delete the selected record. (Cannot delete a closed order or an order with payment details)

Balance/Aging Tab: Lists all open current and aging invoices

New Button: Opens the Add Account Center Invoice window to enter a new invoice. Be careful as entering items is a manual process. If you add a product that is taxable, you will need to manually add a tax line as well.
Modify Button: Select a record and click the Modify button to open the Maintain Account Center Invoice window.
Delete Button: Delete the selected record. (Cannot delete a closed order or an order with payment details)
Print/E-Mail Customer Statement Button: Click to send a statement (and/or invoices) to the customer
Spending Analysis Button: Opens the customer Analysis window displaying the customers spending.
Delete Button: Delete the selected record. (Cannot delete a closed order or an order with payment details)

Documents Tab: Lists all Documents attached to this customer

New Button: Opens the Add Customer Document window to allow you to select a document by clicking on the Import Document button and selecting a document to attach to the Customer records.
Open Button: Select a record and click the Open button to open a document.
- Upon request, you will be prompted to “Checkout” the document. If you choose to do so, you will gain access to view and edit the document. Subsequently, you can “check in” the updated document. Conversely, if you decline to “Checkout,” you will only be able to view the document. However, any changes you make to the document will not be saved to the customer document.
Check In Button: Check in the selected document that was previously checked out.
Print/E-Mail Customer Statement Button: Click to send a statement (and/or invoices) to the customer
Cancel Check Out Button: Cancels the check out of the document.
Modify Button: Opens the Maintain Customer Document to allow you to change the name of the file, edit the description of the document, and open a copy of the document.
Delete Button: Deletes the selected document from the customer record.

Internet Outgoing E-mails Tab: Lists all e-mails sent on behalf of the customer record

New Button: Opens a window to send a new E-mail.
Modify Button: Select a record and click the modify button to review the email

Default Order Comments Tab: Lists all Default Order comments for the customer record

New Button: Opens the Maintain Customer Default Order Comment window. You can enter a comment that will be attached to any new order created for this customer. You also have a check box to allow you to display the comment when maintaining an order.
Modify Button: Select a record and click the modify button to review the email
Delete Button: Deletes the selected record