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Setup a customer record

You can set up a new customer record in either the Quoting or Order Entry Module.

From the VIEW menu, go to Customer and select Shipping.
NOTE:  You must set up both the Shipping and Billing record for your client profile to work correctly in the system.

You can set up your client in mulitple formats, and this is why there are two records for each customer.

As with any window in Xebra, click the NEW icon to start a new record.

Then you can populate the relevant fields, of which are explained below.  You can also add CONTACTS to each record, both for Customer Shipping and Customer Billing;  for example the buyer contact at the shipping location and the accounts administrator as a contact in the Billing contacts.  Please refer to our Set up a contact record help topic in the General Xebra Forum.

Customer Shipping (10 characters/alphanumeric) – Record containing essential customer shipping contact information. Multiple Shipping Records may be created for the same company when dealing with various contacts, locations or departments. Basic data this record contains includes: Customer Shipping Code, Company Name, Address Lines 1 and 2, City, State, Zip, Phone, Fax, and Email.  Your Contact information can be entered and managed within the Contact section of the screen.  Click on the Add Contact button to enter their Name, Salutation (what you would use when addressing a letter to this contact), and any other contact information (phone, fax, email, etc.) that may differ from what is on the main customer record.

Additional data found in this record will provide significant data entry efficiency, reporting capabilities and bookkeeping support.

Sales Rep (Required) – Every Customer MUST have a Sales Rep assigned to them. In cases where the customer is a “house account” (anyone may call on them or create a new job for them) a specific “House Account” Sales Representative Record should be created. Access to Control Files is required to create new Sales Rep Codes.
Master Customer – Specifically used when multiple Shipping Records exist for the same mother corporation (See Flow Chart). Initially, upon creation, the Master Customer will default to the current customer code but may be manually changed as necessary. If only one Customer Shipping Record exists for a company, it will serve as its own Master Customer.
Cost Center (20 characters/alphanumeric) – In some cases, a customer may ask that a Cost Center or Department Code be presented for their bookkeeping purposes. This code may be reflected here in the main Customer Shipping Record, but can be adjusted or entered on both the job and line item levels.  This is not a standard data field on job documents, such as Invoices.  You will need to add it to the desired documents.  Refer to the Printing Setup section in Getting Started.
Tax Location – Represents the tax rate which will apply to all orders for this customer. Will initially default from the State field in the customer’s address but may be edited at anytime. Access to Control Files is required to create new Tax Codes.
Customer Category - Used to group similar customer types together to increase sales management and marketing reporting capabilities. Access to Control Files is required to create new Customer Category Codes.
Billing Reference (required) – When initially creating a Customer Shipping Record this field will default to the same code as the new record. When attempting to TAB through this field the Xebra will warn that “the record does not exist, would you like to create new?” If a new Customer Billing Record is needed, click Yes and refer to the Customer Billing section next to create the new record; otherwise, click No returning to the Customer Shipping Record to choose an appropriate, existing Billing Code.
Customer G/L (Customer General Ledger) – If required a General Ledger note can be assigned here.
   
Link To Operator – Used in conjunction with Customer Specific Inventory and/or E-Commerce, this option allows a specific operator to be notified in the event of minimum stock alerts and new E-Commerce transactions.
File Attachments - Allows you to save file attachments that are specific to a customer, such as a scanned copy of their Credit Application.
Pop-up Notes – Upon entering a customer code, this option brings to the attention of the operator any information that has been entered in the Notes field.
Notes (92 characters/alphanumeric) – Used mainly to alert operators of customer specific information. Best used in conjunction with the Pop-up Notes option.
Bulk Billing – MUST be flagged to enable bulk billing options for this customer. For further information on Bulk Billing refer to the Bookkeeping chapter.
Inactive - Checking this box indicates that this location is not to be included when picking a source control record in Customer Specific Inventory.

Customer Billing (10 characters/alphanumeric) - Record containing essential customer billing contact information. Basic data this record contains include: Customer Billing Code, Company Name, Address Lines 1 and 2, City, State, Zip, Phone, Fax, and Email. Your Contact information can be entered and managed within the Contact section of the screen.  Click on the Add Contact button to enter their Name, Salutation (what you would use when addressing a letter to this contact), and any other contact information (phone, fax, email, etc.) that may differ from what is on the main customer record.  When creating a new billing record from Customer Shipping, this basic data will be automatically carried over. You can edit any of this information as you may have different customer contacts for shipping and billing purposes. Additional data found in this record will provide significant data entry efficiency, reporting capabilities and bookkeeping support.

Terms – Any terms established with the customer. Terms codes entered here will be drawn from an existing bank of terms. Access to Control Files is required to create new Terms Codes.
Customer Since – Used as criteria for Mail Merge in Utilities.
Tax Exempt – In some cases, a customer may be completely exempt from taxes. Once flagged, choose a reason from the existing tax exempt file and enter the customer’s unique tax exempt number. The reason and number serve only as internal references.  Simply flagging this option will override all other tax information on a job, grouping all sales as tax exempt.
Exempt Status Expires - In other cases, a customer's tax exempt status may not be permanent and must be renewed.  When a date is entered in this field, a pop-up message will appear with every new or repeat order that is created 15 days prior to the expiration date and will continue to appear until a new tax exempt number and/or expiration date are provided.
Credit Card Information – ONLY used when processing credit card transactions directly through the Xebra. Security restrictions may limit access to credit card information. Once flagged, the Credit Card Details dialog will appear with all existing credit card information for this customer listed. To view an existing record, double-click entry in the list box. If removing an entry, highlight the appropriate record and click Remove Credit Card. To create a new record, click Add Credit Card.
o Credit Card Information Dialog – Through this dialog all credit card data will be entered and transmitted to the server where it will be encrypted and stored. Once entered, the data will no longer be entirely visible to the operator as a security precaution required by credit card processing standards.
o Fields required to process a credit card are noted by an asterisk. All other fields are optional; though, in some cases, providing additional information may decrease processing fees.
Description – Strictly an internal reference to identify the record to the operator (i.e. if a company has multiple credit cards to be charged depending on the department or employee placing the order).
First Name – As it appears on the card.
Last Name (required) – As it appears on the card.
Account Number (required) – Once the card number has been entered and you tab through the field, the Xebra will validate the number using the industry standard Luhn formula. Any errors will be noted below.
Validation Notice – Automatically populated upon completion of the Account Number field. Ideally, only the Card Type will be shown. If any errors are detected by the Xebra, you will see them listed. The system will not prevent you from storing invalid card numbers but will warn you if the card number format is not recognized.
Expiration Date (required) – In addition to the standard Xebra date formats, you may enter the expiration date as MMYY and the system will convert it by making the day the last day of the entered month.
Optional fields include: Company, Billing Address, City, State, Zip, Country, Phone and Email.
Send Email Receipt – When providing an email, you may also choose to notify your customers automatically of credit card charges. Upon processing a credit card charge, an email with transaction details will be sent to the customer by your processing agent on your behalf.
Once you have entered all information, review the data to make sure no mistakes have been made as this will be the last opportunity to make changes. Click OK to encrypt and transfer data to the secure servers.
File Attachments - Allows you to save file attachments that are specific to a customer, such as a scanned copy of their Tax Exempt form.
Email Invoices - For those customers who prefer to have their invoices emailed, rather than sent by mail, you can check this checkbox. Once this is turned on, any time you invoice that customer, a reminder will pop up telling you to email the invoice, which can be done while viewing the Invoice on your screen.
Shipping Information – ONLY used when integrating with third party shipping software (i.e. UPS WorldShip). Your customer may ask that any shipping charges be billed directly to their account with a preferred shipping agent. Any account number entered here will be carried through the software integration and charges will be directed to that account rather than appear on an invoice to you from the shipping agent, vendor or warehouse.
Third Party Shipping checkbox - This setting informs your shipping software that the customer will be billed instead of your company.  If you want to use the Shipping Account Number on a shipment instead of the third party billing information, then you would only fill in the Acct. #, and leave the Third Party Billing check box unchecked.
EDI Code - ONLY used if you are a subscriber to Xetex Xebra E-Commerce Office Supplies using United Stationers as your supplier.
Inactive – Notes inactive billing records to prevent clutter in reports and searches.

 

 

 

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