Create / Edit Customer

In This Section

This page will explain how to create a new Customer Account and edit existing Customer Accounts on Spitfire.

• If you have arrived on the Customer Management page by pressing the Create Customer button, under the Customer heading - the process is split up into 5 steps: Press Create New Customer Account to view the relevant instructions
  
• If you have arrived on the Customer Management page with the intention to edit a customer account details, instructions will follow. Press Editing Existing Customers Accounts to view the relevant instructions.

Create New Customer Account

Step 1 - Account and Billing Details

This is where you enter the customer's Account and Billing Details.

Do Not Call Customer
Set this to green if you want to have Spitfire display a message informing the team not to call the customer.

Customer Declines Mailshots
Set this to green if you do not want Spitfire to send the customer sales e-mails (if you don't have Spitfire attached to your Maildrop service, this won't do anything).

Customer Status
You can choose what Status the customer will have when the account is created:

Prospect will make the customer not show on a search unless the search options are set to find prospect accounts, while Current accounts will show on a normal customer search.

Customer Category
This allows you to choose what Category the customer can be applied to. For example, they can be marked as a sales or a trade customer.

NCR Catchall Domain
Any e-mails matching the domain typed into this entry will be diverted to this customer.

Prefix
Enter the customer's title, eg: Mr, Mrs, Miss, Doctor, Ms etc here. Can be left blank.

Forename (Required)
Enter the customer's first name here.

Middle Name
Enter the customer's middle name here. This can be left blank if you want to.

Surname (Required)
Enter the customer's last name here.

Parent Company
Enter the customer's parent company here if required. This can be left blank.

Company Name
Enter the customer's company name here. This is what will show on customer searches and at the top of a customer account's page.

Postal Code (Required)
Put the customer's Post Code here. Once done, click "Find Address" and the system should provide a drop-down box of all addresses in that Post Code. Selecting an address on the drop-down box will fill the details into the address boxes below for you, saving you time and meaning you don't have to type the whole address in. The address details can be edited if they are incorrect.

Address Line 1 (Required)
Enter the customer's first line of their address here, or edit it if it's been provided by the Post Code Lookup System.

Address Line 2
Enter the customer's 2nd line of their address here, or edit it if it's been provided by the Post Code Lookup System. Can be left blank.

Town/City (Required)
Enter the customer's town or city here, or edit it if it's been provided by the Post Code Lookup System.

County
Enter the customer's county here, or edit it if it's been provided by the Post Code Lookup System. Can be left blank.

Country
Choose the customer's country from the drop-down box, or edit it if it's been provided by the Post Code Lookup System. Can be left blank.

Phone Number
Enter the customer's phone or mobile number here. Can be left blank.

Fax Number
Enter the customer's fax number here. This can be left blank.

Website Address
Enter the address of the customer's website here. This can be left blank.

Email Address (Required)
Enter the customer's e-mail address here. Spitfire will send order and shipping updates, invoices and other important information to this email address.

Once all fields are filled in correctly, click the button at the bottom right side of the page to show Step 2.

Step 2 - Customer Delivery Details

This is where you enter the customer's delivery details.

Default Delivery Option
This drop-down box will allow you to choose what the customer's default delivery option is selected when an order is created for them.

Use same details as Billing Address
If the customer's billing and delivery address details are identical, you can click to make this green and Spitfire will copy all of the details, (including phone number(s)) from the Billing step to the Delivery step for you, which can save a lot of time. If you need to put a different address into the Delivery step, leave this off.

Drop-Ship for this Customer
Select this option to tell Spitfire that this customer's orders are to be drop-Shipped.

Delivery via Van Route
Selecting this option will tell Spitfire that all orders will be sent out on a local delivery van by default.

No charge for van deliveries
If you charge for van deliveries, this will tell Spitfire to not charge this customer for them.

Prefix
Enter the customer's title, eg: Mr, Mrs, Miss, etc here. This can be left blank.

Forename (Required)
Enter the customer's first name here.

Middle Name
Enter the customer's middle name here. This can be left blank.

Surname (Required)
Enter the customer's last name here.

Company Name
Enter the customer's company name here. This is what will show on customer searches and at the top of a customer account's page.

Postal Code (Required)
Enter the customer's Post Code here. Once done, click "Find Address" and the system should provide a drop-down box of all addresses in that Post Code. Selecting an address on the drop-down box will fill the details into the address boxes below for you, saving you time and meaning you don't have to type the whole address in. The address details can be edited if they are incorrect.

Address Line 1 (Required)
Enter the customer's first line of their address here, or edit it if it's been provided by the Post Code Lookup System.

Address Line 2
Enter the customer's 2nd line of their address here, or edit it if it's been provided by the Post Code Lookup System. Can be left blank.

Town/City (Required)
Enter the customer's town or city here, or edit it if it's been provided by the Post Code Lookup System.

County
Enter the customer's county here, or edit it if it's been provided by the Post Code Lookup System. Can be left blank.

Country
Choose the customer's country from the drop-down box, or edit it if it's been provided by the Post Code Lookup System. Can be left blank.

Phone Number
Enter the customer's phone or mobile number here. This can be left blank.

Fax Number
Enter the customer's fax number here. This can be left blank.

Once all fields are filled in correctly, click button at the bottom right side of the page to show Step 3.

Step 3 - Ordering and Administration Details

This is where you can set Ordering and Administration details.

Lead Generator
You can specify who created the lead to get the customer on board.

Call Back Date
If the customer needs calling back, specify the date here and Spitfire will add it to your call-back list. This can be left empty.

Call Back Notes
You can add notes to the above call back if required. This can be left empty.

Account Manager
If the customer has an Account Manager, you can specify that person here. Leave as --- Please Select --- to not set an Account Manager.

Origin
If you have multiple websites, you can specify the name of the site that the customer will use here. This can be left blank.

Origin Site
Choose which link the site above points to here.

Source
TBC

VAT Number
If the customer has one, enter their VAT Number here. This can be left blank.

Default Sales Code
If Spitfire is programmed with multiple Sales Codes, choose which applies to the customer here. A default should be pre-selected.

Exclude from Call Back Generation?
Spitfire can generate a list of customers to call automatically. Set this to green to make this customer not be added to the list.

Account Notes
Any notes about the customer can be put here. They will show as a pop-up anytime the account is accessed.

Once all fields are filled in correctly, click button at the bottom right side of the page to show Step 4.

Step 4a - Credit Control Details

This is where you can set up the customer's Credit / Trade details (if applicable).

Terms
Set the customer's credit terms in days here. This determines how long the customer gets before Spitfire expects them to pay an invoice.

Terms Option
This is where you can choose what Terms Option the customer gets.

EC Customer
If the customer does not pay VAT on their orders, (for example they are in the Channel Islands) set this to yes and Spitfire will not apply VAT to their orders.

Invoices Email
If you wish to have a second email address receive Invoice emails, specify it here. This can be left blank.

Statements Email
If you wish to have a second email address receive Statement emails, specify it here. This can be left blank.

Company Reg No
If you wish to record the company's Registration Number, you can specify it here. This can be left blank.

3rd Party Account No
Sometimes the customer will specify their own account number for you. If you wish, you can specify it here. Can be left blank.

Sage Shortname
If you know the Shortname for this customer on Sage, you can specify it here. This can be left blank.

Type / Sector
Should you wish to specify the type of business the customer is in, you can choose it from the dropdown box here.

Prefers Invoices by Post
If the customer prefers to have paper invoices sent to them, set this to yes.

Apply for Credit
If the customer wants to pay by Credit, set this to yes. Spitfire will notify your Accounts department and they will action this for you.

Credit Limit (Required if Apply for Credit is set to yes)
You can specify how much Credit the customer would like here. This will help your Accounts department with the Customer's Credit Application. Can be left blank if Apply for Credit is set to no.

Credit Notes (Required if Apply for Credit is set to yes)
Enter any notes that will help your Accounts Department with the customer's Credit Application. Can be left blank if Apply for Credit is set to no.

Customer has Consolidated Invoicing
If the customer prefers to have their Invoices Consolidated and sent all at once, set this to yes.

Consolidated Frequency
Specify here how often Spitfire will send the customer their Consolidated Invoices.

Consolidated Time/Day
Specify here what time and you would like the Consolidated emails to be sent to the customer.

Consolidate Invoices By
Invoices can be Consolidated by a number of different groups, choose which one the customer would prefer.

Group in to sections on Consolidated Invoices
TBC - contact support

Show Subtotals on Consolidated Invoices
If the customer would like the Subtotal(s) to show on Consolidated Invoices, set this to yes.

Only Consolidate Completed Orders
If the customer would only like to receive Consolidated orders when the order is complete, set this to yes.

Send Delivery Notes to Consolidated Invoice Customer
If the customer would like the Delivery Notes to be sent to them as well, set this to yes.

Step 4b - Trade References

This section is where you can fill in Reference details for your Accounts Department. These do not have to be filled in however the more information you can provide to your Accounts Department, the quicker and better they can respond to the Credit Application and provide them with the correct Credit Limit if they are allowed one.

Once all fields are filled in correctly, click button at the bottom right side of the page to show Step 5.

Step 5 - Customer Pricing

Minimum Order Value
If you require that the customer have a minimum spend limit before an order can be accepted and processed, specify it here. Spitfire will not allow an order to process until this limit has been reached.

Default Currency
Choose the customer's default Currency here. This will only change the currency symbol - no Exchange Rate calculations will be done.

Trade Account
If the customer is handled by or classed as, a Trade Account, then set this to yes.

Allowed Special Offers
If the customer is allowed to apply Special Offers to their orders, then set this to yes.

Allowed Quantity Break Pricing
If the customer is allowed to have different pricing if a certain quantity of an item is met, then set this to yes.

Customer Discount %
If the customer is permitted a global Customer Discount, specify it (as a percentage) here.

Once all fields are filled in correctly, click button at the bottom right side of the page to complete adding a new customer account to Spitfire and save the details to Spitfire's Database.

Editing Existing Customers Accounts

Billing

Under the heading you will be able to update the following details.

Do Not Call Customer
Enter here if you are updating the do not call customer details. For Yes select Green or for No select Red. Do not call = green.

Customer Declines Mailshots
Enter here if you are updating the customer declines mailshots details. For Yes select Green or for No select Red. Customer declines = green.

Customer Status
Enter here if you are updating the customer status, by selecting the appropriate option from the drop-down menu.

Customer Category
Enter here if you are updating the customer category, by selecting the appropriate option from the drop-down menu.

Parent Company
Enter here if you are updating the parent company details.

Company Name
Enter here if you are updating the company name.

Default Sales Contact
Press button to change the default sales contact.

Default Billing Contact
Press button to change the default billing contact.

Default Billing Address
Press button to change the default billing address.

Website Address
Enter here if you are updating the website address.

Customer Logo
Enter here if you are updating the customer logo, buy uploading the appropriate file from your PC.

Once details have been updated correctly, press button to save changes.

Delivery

Under the heading you will be able to update the following details.

Default Delivery Option
Update the default delivery option here by selecting from the drop-down menu.

Drop-Ship for Customer
For Yes Select or for No select .

Delivery via Van Route
For Yes Select or for No select .

No internal account manager change for van deliveries
For Yes Select or for No select .

Order cut-off Time
Enter the appropriate cut off time for the system to not release orders after. This should be given in the format of HH:MM: SS.

Stock Picking Priority
Enter here the stock-picking priority for this customer. The higher the number, the higher priority this customer will have over other customers.

Default Delivery Contact
Press button to change the default delivery contact.

Default Delivery Address
Press button to change the default delivery address.

Customer Specific Delivery Rates
Delivery Method
Enter here if you are updating the delivery method. Select the appropriate option from the drop-down menu.

Custom Description
Enter here the custom description. Leave blank to use default custom descriptions.

Rate
Enter here the Rate, exclusive of VAT.

From Order Value
Enter here the from order value, exclusive of VAT.

Active
Tick make the delivery rate active.

Once details have been input correctly, press button to create the customer-specific delivery rate.

Once details have been updated correctly, press button to save changes.

Admin

Under heading you will be able to update the following details.

NCR Catchall Domain
Enter here if you are updating the NCR catchall domain details.

Account Created
This will display the date and time that the account was created. This will be given in the format of YYYY-MM-DD HH:MM:SS.

Lead Generator
Enter here if you are updating the lead generator, by selecting the appropriate option from the drop-down menu.

Sales Manager
Enter here if you are updating the sales manager, by selecting the appropriate option from the drop-down menu.

Origin
Enter here if you are updating the origin details.

Origin Site
Enter here if you are updating the origin site details, by selecting the appropriate option from the drop-down menu.

Source
Enter here if you are updating the source details.

Default Sales Code
Enter here if you are updating the default sales code, by selecting the appropriate option from the drop-down menu.

Exclude from Call Back Generation
For Yes Select or for No select .

Account Number
This will display the account number.

Notes
Enter here any notes associated with the account.

Once details have been updated correctly, press button to save changes.

Credit

Under the heading you will be able to update the following details.

Current Balance
This will display the current balance, in your specified currency, to four decimal places.

Overdue Balance
This will display the current overdue balance, in your specified currency, to four decimal places.

Term
Enter here the term, in days, that you would like the credit to renew.

Terms Option
If you are updating the terms option, select the appropriate option from the drop-down menu.

VAT Number
Enter here if you are updating the VAT number.

EC Customer
This will zero-rate all VAT for this customer. For Yes select Green or for No select Red.

Company Reg No
Enter here if you are updating the company registration number.

3rd Party Account No
Enter here if you are updating the 3rd party account number details.

Sage Shortname
Enter here if you are updating the sage shortname.

Type/Sector
Enter here if you are updating the type or sector, by selecting the appropriate option from the drop-down menu.

Invoices by Post
For Yes select Green or for No select Red.

Apply for Credit
For Yes select Green or for No select Red.

Credit Allowed
For Yes select Green or for No select Red.

Credit Hold
For Yes select Green or for No select Red.

Exempt from Auto Credit Hold
For Yes select Green or for No select Red.

Credit Hold Reason
Enter here the appropriate reason for credit hold.

Creditsafe/Experian Limit Advised
Enter here if you are updating the Creditsafe and Experian credit limit. Enter this value in your specified currency to four decimal places.

Credit Limit
Enter here if you are updating the credit limit. Enter this value in your specified currency, to four decimal places.

Credit Control Notes
Enter here if you are updating any of the credit-control notes.

Customer Has Consolidated Invoicing
For Yes select Green or for No select Red.

Consolidated Frequency
Enter here if you are updating the consolidated frequency, by selecting the appropriate option from the drop-down menu.

Consolidated Time/Day
Enter here if you are updating the consolidated day of the week or month, by selecting the appropriate option from the drop-down menu.

Consolidate Invoices By
Enter here if you are updating the consolidated invoice by details, by selecting the appropriate option from the drop-down menu.

Group in to sections on Consolidated Invoices
Enter here if you are updating the group into sections on consolidated invoices, by selecting the appropriate option from the drop-down menu.

Show Subtotals on Consolidated Invoices
For Yes select Green or for No select Red.

Only Consolidate Completed Orders
For Yes select Green or for No select Red.

Send Delivery Notes to Consolidated Invoice Customer
For Yes select Green or for No select Red.

Contact to send Delivery Notes
Enter here if you are updating the contact to send delivery notes, by selecting the appropriate option from the drop-down menu.

Trade reference 1 Company/Name
Enter here if you are updating the first trade reference company or name.

Address
Enter here if you are updating the first trade reference address.

Telephone
Enter here if you are updating the first trade reference telephone number.

Email
Enter here if you are updating the first trade reference email address.

Trade Reference 2 Company/Name
Enter here f you are updating the second trade reference company or name.

Address
Enter here if you are updating the second trade reference address.

Telephone
Enter here if you are updating the second trade reference telephone.

Email
Enter here if you are updating the second trade reference email address.

Credit Check Requirements - Passed All Credit Checks
This is automatic based on the information given on screen. For Yes select Green or for No select Red.

Once details have been updated correctly, press button to save changes.

Contacts

Under the heading you will be able to view, edit, delete and create new contacts.
The following information will be given for existing contacts: Name, Phone, Email Address, Position, Default for, Password Set and Action. Press the button under the actions heading to edit the contact, or press the button to create a new contact.

Name
Under the heading the following details will be able to be input or updated.

Prefix
Enter or update the contact prefix here.

Forename
Enter or update the contact forename here.

Middle Name
Enter or update the contact middle name here.

Surname
Enter or update the contact surname here.

Once details have been input or updated correctly press button or button.

Contact Details
Under the heading the following details will be able to be input or updated.

Email Address
Enter or update the contact email address here.

Phone
Enter or update the contact phone number here.

Fax
Enter or update the contact fax details here.

Position
Enter or update the contact position here.

Login Password
Enter or update the login password here.

Contact Notes
Enter or update the contact note details here.

Once details have been input or updated correctly press button or button.

Access
Under the heading the following details will be able to be input or updated.

Access to orders
For Yes select Green or for No select Red.

Access to Stock Listing
For Yes select Green or for No select Red.

Access to Invoices and Credits
For Yes select Green or for No select Red.

Access to NCRs
For Yes select Green or for No select Red.

Can Place Orders
For Yes select Green or for No select Red.

Can Create NCRs
For Yes select Green or for No select Red.

Default Contact (sales)
For Yes select Green or for No select Red.

Default Delivery Contact
For Yes select Green or for No select Red.

Send Invoices/ Credits to this Contact
For Yes select Green or for No select Red.

Send Statements to this contact
For Yes select Green or for No select Red.

Send Shipment Notifications to this Contact
For Yes select Green or for No select Red.

Contact Active
For Yes select Green or for No select Red.

Once details have been input or updated correctly press button or button.

Marketing
Under the heading the following details will be able to be input or updated.

Declines Mailshots
For Declines select Green or for Accepts select Red.

Once details have been input or updated correctly press the button or the button.

Addresses

Under the heading you will be able to view, edit, delete and create new addresses.
The following information will be given for existing addresses: Address, Default Contact, Phone, Default For and Action. Press the button under the addresses heading to edit the address, or press the button to create a new address.

The following details will be able to be input or updated.

Address Nickname
Enter or update the address nickname here.

Default Contact for this Address
Enter or update the default contact for this address by selecting the appropriate option from the drop-down menu.

Company Name
Enter or update the company name here.

Address Line 1
Enter or update the first line of the address here.

Address Line 2
Enter or update the second line of the address here.

Town/City
Enter or update the town or city here.

Country
Enter or update the county here.

Postal Code
Enter or update the postal code here.

Country
Enter or update the country here, by selecting the appropriate option from the drop-down menu.

Fax Number
Enter or update the fax number here.

Phone Number
Enter or update the phone number here.

Default Delivery Address
For Yes select Green or for No select Red.

Default Billing/Invoice Address
For Yes select Green or for No select Red.

Address Active
For Yes select Green or for No select Red.

Once details have been input or updated correctly press button or button.

Press the button under the addresses heading to delete the address. Use with caution.

Pricing

Under the heading you will be able to view and edit customer pricing details. The following details will be able to be modified.

Minimum Order Value
Enter or update the minimum order value, exclusive of VAT. Enter this value in your specified currency, to two decimal places.

Default Currency
Enter or update the default currency here, by selecting the appropriate option from the drop-down menu.

Trade Account
For Yes select Green or for No select Red.

Allowed Special Offers
For Yes select Green or for No select Red.

Allowed Quantity Break Pricing
For Yes select Green or for No select Red.

Customer Discount
Enter or update the customer discount. Enter this value as a percentage, to two decimal places.

Customer Specific Pricing
If there is any existing customer specific records, they will be displayed here with the following information: SKU, Description, Cost (Ex VAT) Price (Ex VAT), Previous Supplier Price (Ex VAT) and Action.

Press button to update the pricing information, then press button to save changes.

Products

Under the heading you will be able to view existing product history, view relevant orders and view the relevant stock information file.
To download product history press the button.
The relevant orders will have the following information given: Order Date, Order No, SKU, Description, Ordered, Delivered, Unit Price, Line Price, Postal Code and Actions.

Actions
Pressing button will redirect you to the Sales Order Management page.
Pressing button will redirect you to the Lookup Stock page.

Deliveries

Under heading you will be able to view recent deliveries.
For the relevant deliveries, the following details will be given: Order Date, Order No, Delivery Date, Delivery No, Status, Method, Tracking, Postal Code and Actions.

Actions
Pressing button will redirect you to the Sales Order Management page.
Pressing button will redirect you to the Delivery Enquiry page.

Questions

Under the heading you will be able to view recent questions.
If there is any associated questions, the following information can be given: Question, Answer, Answered and Action. Alternatively you can show hidden questions by pressing button.

Press button to create a new question, by adding an appropriate question and/or answer in the text box.
Press button to save changes.

NCRs

Under the heading you will be able to view NCR history. The following information will be given: NCR ID, Status, Created, Operator, Contact and Subject.

Spend

Under the heading you will be able to view spend history. The following information will be given: Data Update Queued, Total Orders, Last Ordered, Smallest Order, Largest Order, Total Returns, Customer Spend (Inc VAT), Customer Spend (Ex VAT), Average Order (Ex VAT), Account Profit, Account Margin and Last 12 Months revenue (Ex VAT) broken down by month.

Points

Under the heading you will be able to edit and view loyalty scheme details.
Exclude From Loyalty Scheme
For Yes select Green or for No select Red

Points Balance
This will display the customer's loyalty points balance.

Adjust Loyalty Points by
Enter here if you would like to adjust the loyalty points balance.

Reason for Adjustments
Enter here the reasons that you wish to adjust the loyalty points balance.

Press the button to save changes.

Loyalty Points Transactions List
This will display the loyalty points transaction list with the following details: Date/Time Points Remaining Document Expiry Status Notes and Operator.

Press button to save changes.

Referrals

Under the heading you will be able to view and edit the customer referrals.
Referred By Customer
Enter here if you are updating the referred by customers information.

Customer Referral List
This will display the current customer referrals list with the following details: Date/Time Customer Order Spend (Ex VAT) Profit (Ex Vat) and Last Ordered.

Press button to save changes.

Assets

Under the heading you will be able to view and edit asset details.

Any relevant customer asset details will appear with the following information: Asset Cost Current Value Asset Type Confirmed and Action.

To edit the asset details, the following information can be modified:
Asset Name
Enter here if you are updating the name of the asset.

Asset Cost
Enter here if you are updating the asset cost. Record this value in your specified currency, by two decimal places.

Last Valued
Enter here the date at which the asset was last valued. Select the correct date from the pop-up calendar. Normally yyyy-mm-dd

Asset Confirmed
Tick for yes or leave blank for no.

Asset Active
Tick for yes or leave blank for no.

Asset Value
Enter here the asset value. Record this in your specified currency to two decimal places.

Asset Type
Enter here the asset type, by selecting the appropriate option from the drop-down menu.

Once details have been input correctly, press button to save changes.

CRM

Under the heading you will be able to view and edit CRM details.

To view CRM history, press button to be redirected to the CRM history page.

To set a callback date, enter an appropriate date in the format YYYY-MM-DD and add any callback notes. Press button to set call back date.

To view existing callbacks, they will be given at the bottom of the page with the following details: Date/Time Contact Operator and Notes.

If any changes have been made, press button to save changes.

Lists

All of the products that the customer has in their various lists will be displayed here with the following information: List Name List Type SKU Description Added To List Price When Added to List (Ex VAT), Notify When In Stock and Actions.

Create and Edit Lists

New List Name
Enter here the name of the new list you would like to create.

New List Type
Select the list type from the drop down menu.

Press button to save changes.

Customer List
Select the customer list from the drop-down menu, that you would like to add SKU's to.

SKU to add to List
Enter here the SKU that you would like to add to the selected customer list.

Notify Customer when it is in stock
For Yes select Green or for No select Red.

Press the button to add SKU to the list, then press the button to save changes.

Audit Trail

Under the heading you will be able to view an audit trail of any information that has been altered. The following information will be given: Date/Time User and Action.

Reviews

Under the heading, all of the reviews that have been given by this customer will be displayed. The following information will be given: Review Timestamp, Stock Item, Review Stars, Review Text and Action.

Job Label

Under the heading you will be able to alter the job label. Please click here to be taken to the Job Label Template page. Here you will find instructions on how to edit and create new job labels.