Customer maintenance and listings
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Customer Maintenance |
Last Revised: 09/24/14 |
Customer Maintenance is used to enter new customers/their information and edit the information for existing customers.
Address & Basic Information View
| Address & Basic Information View Fields | |
|---|---|
| Customer# |
To create a new customer, type a unique customer number or let Dynamo use the next existing number. To maintain an existing customer, you can either type their customer number or search for them by typing a customer name, a contact within a company, or the customer's zip code. |
| Name | Maintain the name of the person or company. |
| Address Line 1 & 2 | Enter the address of the customer. When possible, it is best to fit the entire street address on one line, including suite or apartment numbers. However, if there are two lines of address present, such as if an "Attention" line needs to be included, type the street address in the second line. Dynamo reads the second line of address first. |
| City, State, Zip | Type the zip code of the customer and Dynamo will populate the city and state fields. |
| County | Dynamo will populate this field, which is used for sales tax purposes. |
| Alphabetize by | Decide how this customer will be alphabetized. This will be used to help you locate customers when searching. For instance, you may want to use the main noun in a company name or the last name of a customer who is an individual. |
| Telephone#, Alternate Phone# | Include the customer's main telephone number and an alternate phone number, which may be a fax number, an 800 number, or a toll-free number. |
| Salesperson# | Indicate a salesperson number only if a salesperson is assigned to this customer account. |
| Pricing Level | |
| Inactive Date | If present, this date indicates when the customer was made inactive. |
Contacts
The operator can add hundreds of contacts for one customer.
| Contacts View | |
|---|---|
| Name | Type in the name of a contact associated with this customer. |
| Department/Title | Enter the title or department of this contact, such as Sales Manager or Sales. |
| Telephone#[1][2][3][4] | Enter the contact's phone numbers, like a main work phone number and/ or a cell phone number. |
| Email Address | Enter the contact's email address. |
| Dear Name | Indicate how you'd refer to this contact in correspondence; the name he or she would prefer to be called. |
| Selection Code | This field allows you to define certain groups within a particular company. Contacts with the same Selection Code would be part of the same group. |
Ship To Addresses
| Ship to Addresses View | |
|---|---|
| Ship To# | Enter an existing ship-to number to maintain that address or search for it by using the F2 key option. You may also enter an unused number to create a new ship-to address. The ship-to number can be up to 4 digits long. |
| Name | Indicate the name of the customer. |
| Attention | If a specific person will receive a shipment, specify that person's name here. |
| Address | Supply an address where shipments will be sent. |
| City, State/Country, Zip Code | Enter the zip code of this ship-to address and Dynamo will populate the city and state fields. |
| County | Dynamo will populate this field, which is used for sales tax purposes. |
| Sales Tax Exempt | Enable this option to indicate that the customer is exempt from paying sales tax. |
| Salesperson# | This field is typically left blank. A blank in this field indicates that the salesperson for this ship-to address is the same as the salesperson specified in the Address and Basic Information view. This field should only be filled in if the salesperson for this address is different than the one specified in that view (if one is specified there at all). |
| Preferred Carrier | If the customer at this ship-to address has a preferred carrier, you can indicate it here. For example, maybe this customer only wants you to ship to them using FedEx. If the customer has no preferred carrier, you may leave this field blank. |
| Preferred Service | If the customer has a preferred service with the previously specified carrier, you can indicate that here. For instance, maybe this customer only wants you to ship to them using FedEx Ground. If the customer has no preferred service, you may leave this field blank. |
| Carrier to Bill |
Choose one of the following who will be billed for shipping charges:
|
| Carrier to Bill Acct# | If you have chosen Third Party or Consignee, specify an account number in this field. Otherwise, this field can be left blank. |
| Third Party Customer | If you have chosen a Third Party, specify that customer to be billed. Otherwise, this field can be left blank. |
| Date of Last Usage | Dynamo populates this field based on the last time this ship-to address was used on a Sales Order. |
Sales Order Information
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Sales Order Information View |
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|---|---|
| Branch | If desired, indicate the default branch to be used on Sales Orders. For no default, leave this blank. |
| Sales Tax Exempt | Enable this option if the customer is exempt from paying sales tax. |
| PO# Required | Enable this option if purchase order numbers are required for this customer. |
| Price Packing Slips | When enabled, prices will print on the Sales Order Packing Slips. |
| Pricing Cust#[1][2][3] | Select any pricing customer numbers that should apply to this customer. These are typically used for groups of customers that are entitled to the same but not standard price. |
| Cost Multiplier | If you sell all products to this customer on a cost plus basis, then indicate the cost multiplier used for all non-rental and non-labor items for this customer. |
| Pricing Date | In most cases, this field is not used. Indicate a date at which a specific pricing applies to this customer. For instance, if a promotional price ended but a negotiation with this customer allows for that promotional price, you can enter in the date at which the promotional price applied. |
| Order Acknowledgment | If the customer requires an order acknowledgement, specify if they will receive it manually, by email, or through fax. |
| Default Ship To | Type "SAME" to use the Bill To Address, the spacebar to not specify a default, or F2 to display a listing of addresses to choose from. |
| Preferred Carrier | If the customer at this ship-to address has a preferred carrier, you can indicate it here. For example, maybe this customer only wants you to ship to them using FedEx. If the customer has no preferred carrier, you may leave this field blank. |
| Preferred Service | If the customer has a preferred service with the previously specified carrier, you can indicate that here. For instance, maybe this customer only wants you to ship to them using FedEx Ground. If the customer has no preferred service, you may leave this field blank. |
| Carrier to Bill |
Choose one of the following who will be billed for shipping charges:
|
| Carrier to Bill Acct# | If you have chosen Third Party or Consignee, specify an account number here. |
| Third Party Customer | If you have chosen Third Party, then specify that customer to be billed. |
Accounts Receivable Options
| Accounts Receivable Options View | |
|---|---|
| Invoice Delivery Code | Dynamo can print invoices for delivery by using US Mail, ANSI X.12 EDI, email, or fax. Indicate the customer's preference here. |
| Extra Copies | If the customer prefers a printed copy of the invoice, indicate how many additional copies of the invoice will be printed. Invoices for customers who receive invoices by email or fax will not be printed during batch Invoice Printing. |
| A/R Customer# | If the customer wants the invoice mailed to another location, specify this number to indicate who pays this customer's bills and who should receive the Statement of Account. This is helpful if a customer has a regional payment office. Using this option can simplify the Cash Receipts Application process when a single check covers invoices from multiple customers. |
| Terms Code | Select the terms code only if different from the company-wide terms code. This code is specified in Terms Code Maintenance on the APU menu. |
| Print A/R Statement | Select (D) Only if Delinquent, (N) Never, or (A) Always. |
| Finance Charges | Enable this option if finance charges apply to this customer. Dynamo computes these finance charges by using Compute Finance Charges on the ARR menu. The ARR menu is also where these finance charges can be maintained and updated. |
| Credit Limit | If a credit limit should be imposed on this customer, indicate the total credit limit on open orders and unpaid invoices. Dynamo will display the previous credit limit as well as the current one if you change it. |
Customer Part Numbers
Dynamo has the capability to show customer part numbers on invoices. The operator can also look up items using the customer part number. If this option is used, then it is maintained here.
| Customer Part Numbers View | |
|---|---|
| Customer Part# | Specify the number that a customer uses for a particular item here. This number may differ from the Dynamo item number. |
| Item# | Specify the equivalent Dynamo item number here. |
Pricing by Item
Dynamo allows specific pricing for items. If this option is used, then it is maintained here.
| Pricing by Item View | |
|---|---|
| Item# | Indicate an item number for pricing. |
| Pricing Start Date | Indicate the starting date for when this price is effective. |
| Promo Pricing Ends | If this pricing is indefinite, then leave this field blank. Otherwise, enter the date that the price is no longer in effect. The pricing will continue until the next price is effective. |
| Pricing Method |
Indicate the pricing method:
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| Factor | Indicate the gross margin percent, the multiplier times cost amount, the discount percent off list price, or the multiplier times list price amount. |
Pricing by Product Class
Dynamo allows specific pricing for product classes. If this option is used, then it is maintained here. Pricing by product class, as opposed to pricing by item, saves time since the operator does not have to enter prices for each specific item. Product Classes are maintained on the IML menu.
| Pricing by Product Class View | |
|---|---|
| Pricing Start Date | Indicate the date at which promotional pricing begins. |
| Product Class | Choose the product class. |
| Promo Pricing Ends | If this pricing is indefinite, then leave this field blank. Otherwise, enter the date that the price is no longer in effect. |
| Pricing Method |
Choose one of the following:
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| Factor | Enter the desired gross margin percent, multiplier times cost, discount percent, or multiplier times list price. |
Rental Rates
Dynamo allows for both selling as well as renting. Special rental rates can be entered here, though not everyone uses this option.
| Rental Rates View | |
|---|---|
| Rental Code | Choose an existing Rental Code. Rental Codes are created and maintained on the RML menu in Rental Rate Maintenance. |
| Pricing Start Date | Indicate a pricing start date. |
| Promo Pricing Ends | If this pricing is indefinite, then leave this field blank. Otherwise, enter the date that the price is no longer in effect. |
| Rental Rate per Day | Enter the daily rental rate. |
| Rental Rate per Week | Enter the weekly rental rate. |
| Rental Rate per Month | Enter the monthly rental rate. |
| Rental Usage | Rental usage applies to items that wear or have an hourly meter. Otherwise, this field and the following one may be left blank. |
| Usage Factor | This field indicates the unit of wear or usage time. For instance, a rental usage factor of .001 could be used when the usage rate applies to each .001 inches that a blade is worn down during rental. Or a usage factor of .25 could apply to each .25 hour of use for the item. |
Marketing Information
| Marketing Information View | |
|---|---|
| Customer Type | Specify the customer type for grouping in marketing purposes. Customer Types are maintained in Customer Type Maintenance on the CML menu. |
| Selection Code[1][2][3][4] | You may enter up to 4 selection codes to group this customer with others for list generation, customer label printing, or emailing. Selection Codes are maintained in Selection Code Maintenance on the CML menu. |
Notepad
| Notepad View | |
|---|---|
| General | Use this notepad to store information about the customer that doesn't fit in any of the other fields in Customer Maintenance. |
| Sales Orders | Enter information that will display automatically whenever an employee begins entering a new Sales Order for this customer. |
| Receivables | Use this notepad to record notes about collection activities, such as checks. |
| Salesperson | This notepad is used by a salesperson to record sales call activity and to take notes about customer interactions. |