Difference between revisions of "Create a Customer Account"

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m (Added details on "Find Address" button on Post Code bits, edited address bits to reflect this, fixed a few other bits.)
 
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−
This page will explain how to create a Customer's Account on Spitfire.
+
This page will explain how to create a new Customer Account on Spitfire.
  
−
The process is split up into 5 steps.
+
The process is split up into 5 steps:
  
 
== Step 1 - Account and Billing Details ==
 
== Step 1 - Account and Billing Details ==
  
−
This is where you will enter the customer's Account and Billing Details.
+
This is where you enter the customer's Account and Billing Details.
  
 
'''Do Not Call Customer'''<br />
 
'''Do Not Call Customer'''<br />
−
Set this to green if you want to have a message displayed that informs the team not to call the 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'''<br />
 
'''Customer Declines Mailshots'''<br />
−
Set this to green if you do not want the system to send the customer sales e-mails.
+
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'''<br />
 
'''Customer Status'''<br />
Line 19: Line 19:
  
 
'''Customer Category'''<br />
 
'''Customer Category'''<br />
−
This will allow you to choose what Category the customer can be applied to. For example, they can be marked as a sales or a trade customer.
+
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'''<br />
 
'''NCR Catchall Domain'''<br />
−
TBC - Need to ask Nath
+
Any e-mails matching the domain typed into this entry will be diverted to this customer.
  
 
'''Prefix'''<br />
 
'''Prefix'''<br />
−
This is where you can put the customer's title, eg: Mr, Mrs, Miss, etc. Can be left blank.
+
Put the customer's title, eg: Mr, Mrs, Miss, etc here. Can be left blank.
  
 
'''Forename''' ''Required''<br />
 
'''Forename''' ''Required''<br />
−
This is where you can put the customer's first name.
+
Put the customer's first name here.
  
 
'''Middle Name'''<br />
 
'''Middle Name'''<br />
−
This is where you can put the customer's middle name. Can be left blank.
+
Put the customer's middle name here. Can be left blank.
  
 
'''Surname''' ''Required''<br />
 
'''Surname''' ''Required''<br />
−
This is where you can put the customer's last name.
+
Put the customer's last name here.
  
 
'''Parent Company'''<br />
 
'''Parent Company'''<br />
−
If required, a customer's parent company can be put here. Can be left blank.
+
Put a customer's parent company here if required. Can be left blank.
  
 
'''Company Name'''<br />
 
'''Company Name'''<br />
−
The customer's company name can be put here, this is what will show on customer searches and at the top of a customer account's page.
+
Put 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''<br />
 
'''Postal Code''' ''Required''<br />
−
This is where you can put the customer's Post Code.
+
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''<br />
 +
Put 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'''<br />
 +
Put 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''<br />
 +
Put the customer's town or city here, or edit it if it's been provided by the Post Code Lookup System.
 +
 
 +
'''County'''<br />
 +
Put the customer's county here, or edit it if it's been provided by the Post Code Lookup System. Can be left blank.
 +
 
 +
'''Country'''<br />
 +
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'''<br />
 +
Put the customer's phone or mobile number here. Can be left blank.
 +
 
 +
'''Fax Number'''<br />
 +
Put the customer's fax number here. Can be left blank.
 +
 
 +
'''Website Address'''<br />
 +
Put the address of the customer's website here. Can be left blank.
 +
 
 +
'''Email Address''' ''Required''<br />
 +
Put 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 [[File:Next.png|alt=Next Button|link=|Next]] 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'''<br />
 +
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'''<br />
 +
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'''<br />
 +
Select this option to tell Spitfire that this customer's orders are to be drop-Shipped.
 +
 
 +
'''Delivery via Van Route'''<br />
 +
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'''<br />
 +
If you charge for van deliveries, this will tell Spitfire to not charge this customer for them.
 +
 
 +
'''Prefix'''<br />
 +
Put the customer's title, eg: Mr, Mrs, Miss, etc here. Can be left blank.
 +
 
 +
'''Forename''' ''Required''<br />
 +
Put the customer's first name here.
 +
 
 +
'''Middle Name'''<br />
 +
Put the customer's middle name here. Can be left blank.
 +
 
 +
'''Surname''' ''Required''<br />
 +
Put the customer's last name here.
 +
 
 +
'''Company Name'''<br />
 +
Put 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''<br />
 +
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''<br />
 +
Put 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'''<br />
 +
Put 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''<br />
 +
Put the customer's town or city here, or edit it if it's been provided by the Post Code Lookup System.
 +
 
 +
'''County'''<br />
 +
Put the customer's county here, or edit it if it's been provided by the Post Code Lookup System. Can be left blank.
 +
 
 +
'''Country'''<br />
 +
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'''<br />
 +
Put the customer's phone or mobile number here. Can be left blank.
 +
 
 +
'''Fax Number'''<br />
 +
Put the customer's fax number here. Can be left blank.
 +
 
 +
Once all fields are filled in correctly, click the [[File:Next.png|alt=Next Button|link=|Next]] 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'''<br />
 +
You can specify who created the lead to get the customer on board.
 +
 
 +
'''Call Back Date'''<br />
 +
If the customer needs calling back, specify the date here and Spitfire will add it to your call-back list. Can be left empty.
 +
 
 +
'''Call Back Notes'''<br />
 +
You can add notes to the above call back if required. Can be left empty.
 +
 
 +
'''Account Manager'''<br />
 +
If the customer has an Account Manager, you can specify that person here. Leave as <nowiki>--- Please Select ---</nowiki> to not set an Account Manager.
 +
 
 +
'''Origin'''<br />
 +
If you have multiple websites, you can specify the name of the site that the customer will use here. Can be left blank.
 +
 
 +
'''Origin Site'''<br />
 +
Choose which link the site above points to here.
 +
 
 +
'''Source'''<br />
 +
Nathan.
 +
 
 +
'''VAT Number''' <br />
 +
If the customer has one, enter their VAT Number here. Can be left blank.
 +
 
 +
'''Default Sales Code'''<br />
 +
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?''' <br />
 +
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'''<br />
 +
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 the [[File:Next.png|alt=Next Button|link=|Next]] 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'''<br />
 +
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'''<br />
 +
Choose what Terms Option the customer gets.
 +
 
 +
'''EC Customer'''<br />
 +
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'''<br />
 +
If you wish to have a second email address receive Invoice emails, specify it here. Can be left blank.
 +
 
 +
'''Statements Email'''<br />
 +
If you wish to have a second email address receive Statement emails, specify it here. Can be left blank.
 +
 
 +
'''Company Reg No'''<br />
 +
If you wish to record the company's Registration Number, you can specify it here. Can be left blank.
 +
 
 +
'''3rd Party Account No'''<br />
 +
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'''<br />
 +
If you know the Shortname for this customer on Sage, you can specify it here. Can be left blank.
 +
 
 +
'''Type / Sector'''<br />
 +
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'''<br />
 +
If the customer prefers to have paper invoices sent to them, set this to yes.
 +
 
 +
'''Apply for Credit'''<br />
 +
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''<br />
 +
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''<br />
 +
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'''<br />
 +
If the customer prefers to have their Invoices Consolidated and sent all at once, set this to yes.
 +
 
 +
'''Consolidated Frequency'''<br />
 +
Specify here how often Spitfire will send the customer their Consolidated Invoices.
 +
 
 +
'''Consolidated Time/Day'''<br />
 +
Specify here what time and you would like the Consolidated emails to be sent to the customer.
 +
 
 +
'''Consolidate Invoices By'''<br />
 +
Invoices can be Consolidated by a number of different groups, choose which one the customer would prefer.
 +
 
 +
'''Group in to sections on Consolidated Invoices'''<br />
 +
Nathan
 +
 
 +
'''Show Subtotals on Consolidated Invoices'''<br />
 +
If the customer would like the Subtotal(s) to show on Consolidated Invoices, set this to yes.
 +
 
 +
'''Only Consolidate Completed Orders'''<br />
 +
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'''<br />
 +
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 the [[File:Next.png|alt=Next Button|link=|Next]] button at the bottom right side of the page to show Step 5.
 +
 
 +
== Step 5 - Customer Pricing ==
 +
 
 +
'''Minimum Order Value'''<br />
 +
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'''<br />
 +
Choose the customer's default Currency here. This will only change the currency symbol - no Exchange Rate calculations will be done.
 +
 
 +
'''Trade Account'''<br />
 +
If the customer is handled by, or classed as, a Trade Account, set this to yes.
 +
 
 +
'''Allowed Special Offers'''<br />
 +
If the customer is allowed to apply Special Offers to their orders, set this to yes.
 +
 
 +
'''Allowed Quantity Break Pricing'''<br />
 +
If the customer is allowed to have different pricing if a certain quantity of an item is met, set this to yes.
 +
 
 +
'''Customer Discount %'''<br />
 +
If the customer is permitted a global Customer Discount, specify it (as a percentage) here.
 +
 
 +
Once all fields are filled in correctly, click the [[File:Spifi-finish.png|alt=Finish Button|link=|Next]] 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.

Latest revision as of 18:11, 23 December 2020

This page will explain how to create a new Customer Account on Spitfire.

The process is split up into 5 steps:

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
Put the customer's title, eg: Mr, Mrs, Miss, etc here. Can be left blank.

Forename Required
Put the customer's first name here.

Middle Name
Put the customer's middle name here. Can be left blank.

Surname Required
Put the customer's last name here.

Parent Company
Put a customer's parent company here if required. Can be left blank.

Company Name
Put 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
Put 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
Put 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
Put the customer's town or city here, or edit it if it's been provided by the Post Code Lookup System.

County
Put 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
Put the customer's phone or mobile number here. Can be left blank.

Fax Number
Put the customer's fax number here. Can be left blank.

Website Address
Put the address of the customer's website here. Can be left blank.

Email Address Required
Put 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 Next Button 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
Put the customer's title, eg: Mr, Mrs, Miss, etc here. Can be left blank.

Forename Required
Put the customer's first name here.

Middle Name
Put the customer's middle name here. Can be left blank.

Surname Required
Put the customer's last name here.

Company Name
Put 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
Put 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
Put 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
Put the customer's town or city here, or edit it if it's been provided by the Post Code Lookup System.

County
Put 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
Put the customer's phone or mobile number here. Can be left blank.

Fax Number
Put the customer's fax number here. Can be left blank.

Once all fields are filled in correctly, click the Next Button 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. Can be left empty.

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

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

Source
Nathan.

VAT Number
If the customer has one, enter their VAT Number here. 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 the Next Button 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
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. Can be left blank.

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

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

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 the Next Button 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, set this to yes.

Allowed Special Offers
If the customer is allowed to apply Special Offers to their orders, 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, 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 the Finish Button 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.

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