Customer Setup Codes V8

Introduction

In order to set up customers in Route Manager, many of the items listed within this section will need to be established.

Customer Status Codes

Customer Status Codes are used to designate the account’s current status and to allow for uniform changes as an account is moved from one status to another.

Common status codes used are Free Trial, Active, Waiting for pick up, and Terminated.

Location it is applied on the customer's account: Lists > Customer Information > Credit > Status/Contract.

Fields:

Status Code: A single character code to identify the account’s status.

Description: The description of the status code.

On Status Change, set this Code to: Select the ‘Change Statement Type to’ or ‘Change Credit Class’ options to indicate which Statement Type and Credit Class to assign customers to upon status change.

New Customer Review: This option is part of the Handheld Customer Setup feature; refer to Chapter 4.11 of the Supplemental Guide for further information.

Customer Type: This option allows for a Customer Type to be automatically assigned when the customer status is changed to this code.

Customer Type Codes

Customer Type Codes are the primary option to categorize customers into groups, and to assign a series of default customer settings from within the New Customer W/ Order Wizard. Customer Type Codes are used as filters on many reports in Route Manager.

Common Customer Types used are Residential, Commercial, COD. You may also establish types for school districts, store chains, etc.

To setup Customer Type Codes, navigate to Lists > Customer Setup Codes > Customer Type Codes.

Location it is applied on the Customer's Account: Lists > Customer Information > Info.

Cust Options

These options will allow you to set default customer type codes across new accounts.

Type ID: Enter up to two characters to use as a customer type identifier.

Description: A description of the customer type.

Customer Defaults:

To speed up data entry, the default settings below will automatically be assigned to accounts within the New Customer W/ Order Wizard upon selection of the Customer Type Code.

Status Code: Select the default Customer Status Code that should be used.

Credit Class: Select the default Credit Class Code that should be used.

Finance Charge: Select the customer’s Late Fee Code.

Statement: Select the default Statement Code that should be used.

Statement 2: This option allows you to assign the customer to more than one statement type (i.e., one e-mailed and one mailed). (Not available in Lite or Pro versions).

Stmt Assessment: Select the default Statement Assessment Code that should be used.

Rent Calendar: Select the default Rent Calendar that should be used.

Sales Tax: Select the default Sales Tax Code that should be used.

Service Priority: Select the default Service Priority Code that should be used.

Use Price List: Check this box to assign a Price List to this Customer Type Code.

Price List: Select the desired Price List to assign to this Customer Type Code.

Price Level: Select the Price Level that should be assigned to this Customer Type Code. Each Price Level relates to the Pricing tab within the Product Charge Code screen (up to ten levels of pricing can be established).

Use Branch: Choose this option to use the Price Level established within Branch Setup, on the Customer tab.

Promotional Price Group: This option is part of the Buy/Gets Module, contact Advantage Route Systems for further information.

Credit Limit: Enter a default Credit Limit, if necessary. Leaving the amount at 0.00 is considered unlimited credit.

Open Invoice: Check this box to use the Open Invoice billing method as the default setting for this Customer Type. Using Open Invoice allows payments to be applied directly to open items on the account. If this option is not selected, the open items will not be tracked separately.

Propane Entry: Switches each assigned account to handheld cylinder exchange option on the handheld — replaces standard container deposit tracking.

Refund Handling Code: Select the standard refund check code to assign to each account.

Consolidated Statement: Select this option to default the customers to be on Consolidated Statements.

EDI Code: This option is part of the EDI Module; contact Advantage Route Systems for further information.

Reward Points Multiplier: This option is part of the Customer Retention Program available in Route Manager, refer to Chapter 4.04 of the Supplemental Guide for further information.

Delete Reward Points…Days Old: This option is part of the Customer Retention Program available in Route Manager, refer to Chapter 4.04 of the Supplemental Guide for further information.

Sales Rep: Assign up to three Sales Reps.

Credit Contact Via: The method of contact that should be used for this customer on their credit tab

Marketing Contact Via: The method of contact that should be used for this customer for marketing purposes

Pre-Call Options:

Don't Call: Select this option to prevent the customer from being called during Route Pre-Sale and Customer Message Centre –Generate Messages.

Start Time: This field indicates the default starting time to call this customer.

End Time: This field indicates the default ending time to call this customer.

Language (in development): Not currently used at this time.

Flash Report Options:

Type: Select the type of account to use on the Flash Report.

Payment Options:

Preferred Payment: Select the payment method that will be commonly used for this type of customer.

Preferred Bank: Select the default bank account that will be used for this type of customer.

Default Products

Establish Default Products that will be assigned to each customer’s account automatically.

Default Products: Add all the Default Products required for this Customer Type.

Code: The identification code of the product.

Description: The description of the product.

Price: The price assigned to the product (may differ per customer).

Qty: The quantity that will be sold to the customer with each delivery.

Pricing Type: Displays C/P on products assigned to the Cost Plus pricing option.

Pre-Pay Products: Choose this option to establish pre-pay products as defaults for this Customer Type.

NOTE: The Cost Plus Pricing option is also available when adding products in this screen; refer to Chapters2.01 and 2.09 of the Supplemental Guide for further information on these options.

Deposit Codes: Add each container deposit code that will be used with this Customer Type.

Code: The identification code of the deposit product.

Description: The description of the deposit product.

Type: The Deposit Type code associated with this deposit product.

Handheld

Establish default handheld settings that will be assigned to each customer’s account automatically.

EXACT: Select this option to prevent users from moving this stop to another day when using Route Dispatch Manager.

WILL CALL: Select this option to default this account to be a Will Call account, which will allow you to schedule them on a route, but they will not show until a Delivery Order has been created.

Suppress Prices on Invoice: Select this option to suppress all product prices on the printed handheld receipt. You may also selected Desktop to suppress prices on Invoices created on the Desktop.

Suppress Totals on Invoice: Select this option to suppress all product price totals on the printed handheld receipt. You may also select Desktop to suppress the totals on Invoices created on the Desktop.

Suppress Balance: Select this option to suppress the customer’s balance on all handheld transactions. You may also select Desktop to prevent the customer’s balance from showing on Invoices created on the Desktop.

Signature Required: Select this option to require a signature for each handheld delivery.

Remittance Stub: Select this option to provide the customer with a payment remittance slip with each handheld invoice.

Use Alternate Invoice Label: Select this option to replace the standard Invoice Label with the Alternate Invoice Label found under Lists > Routes > Handheld Class, on the Labels tab.

Display Unit Reference on Invoice: Select this option to use the unit Product Reference Label — under Product Charge Codes, on the Info tab — and the Base Qty. (Pricing tab) as the product reference on each invoice.

Group Area Code: Select a default Group Area Code for this customer type.

Invoice Copies: Establish the number of handheld invoices to print with each delivery.

Dynamic Header Code: Dynamic Header Codes allow you to use alternate company headers on handheld invoices for each customer, and can be found under Lists > Customer Setup Codes. This is an alternative to the standard company header found under the Handheld Class screen.

Deliv Time: Select the customer’s preferred delivery time: AM or PM.

Contact Via: The method of contact that should be used for this customer.

Freq: The frequency that the customer should be contacted.

Show Points on HH Receipt: Select this option to print the number of ‘points’ the customer has earned on the handheld invoice.

NOTE: This option is part of the Customer Retention Program available in Route Manager; refer to Chapter 4.04 of the Supplemental Guide for further information.

Send Invoice Options

Auto Send Invoice on Upload / Posting Via: This feature will automatically email or fax a copy of each invoice after it has been uploaded / posted (depending on what is selected in Branch Setup) from the handheld. Choose either the customer’s Delivery or Bill To contact information to send it to.

Delivery Email: Choose this option to automatically email the uploaded or posted invoice to the contact email address on the Route tab.

Bill to Email: Choose this option to automatically email the uploaded or posted invoice to the contact email address on the Info tab.

Delivery Fax: Choose this option to automatically fax the uploaded or posted invoice to the fax number on the Route tab.

Bill to Fax: Choose this option to automatically fax the uploaded or posted invoice to the fax number on the Info tab.

HH New Customer

The Handheld New Customer tab is part of the Enhanced Customer Setup option available on the handheld.

Enable / Require: Check the appropriate box to enable or require each item below during customer setup on the handheld.

Name
Address
City
State
Zip
Phone Number
Email Address
Cell Phone
Contact
Work Phone
Fax
Legal Name

Start Reason Group: Enter the default Start Reason Group that will be assigned to accounts created on the handheld.

Start Reason: Enter the default Start Reason that will be assigned to accounts created on the handheld.

Internet Tab

The Internet tab is part of the eStoreFront module available from Advantage Route Systems. This useful tool allows your customers to manage their accounts online, place orders, and even sign up for service.

Show on Web: Select this option to allow new customers to select this Customer Type when signing up for service online.

Skip Delivery Fee: If you would like to charge a Skip Delivery fee in eStoreFront, select a Product Code from the dropdown list to use.

Off-Route Delivery Fee: If you would like to charge an off route delivery fee in eStoreFront, select a Product Code from the dropdown list to use.

Allow customers to choose invoices to pay: Select this option to allow the customers assigned to this customer type to be able to select which specific invoices they’d like to pay when they enter a payment via eStoreFront.

Start Reason Group: Enter the default Start Reason Group that should be assigned to accounts created on the Web.

Start Reason: Enter the default Start Reason that should be assigned to accounts created on the Web.

CC Fee Code: Select a Credit Card Fee that should be assigned to accounts created on the Web.

Billing Information:

Enable / Require: Check the appropriate box to enable or require each item below during customer setup on the Web.

Company Name
Address
Address 2
City
State
Zip
Phone Number
Promo Code

Contact Information:

Enable / Require: Check the appropriate box to enable or require each item below during customer setup on the Web.

Contact Name
Phone
Fax
Work Phone
Cell Phone
Email

Route Information:

Enable / Require: Check the appropriate box to enable or require each item below during customer setup on the Web.

Name
Delivery Address
Delivery Address 2
City
State
Zip
Phone

Delivery Contact Information:

Enable / Require: Check the appropriate box to enable or require each item below during customer setup on the Web.

Contact Name
Phone
Fax
Work Phone
Cell Phone
Contact Phone

Credit Class Codes

For information on Credit Class and managing AR, refer to Managing Credit Classes and Accts Receivable.

Location it is applied on the Customer's Account: Lists > Customer Information > Credit > Credit Terms.

Credit Terms

Credit Terms are used to identify payment terms extended to customers. This option is only used for reference on the desktop (unless SAGE Export is used).

Location it is applied on the Customer's Account: Lists > Customer Information > Credit > Credit Terms.

Fields:

Credit Term ID: Enter a single character that will represent the Credit Term.

Description: Enter the description of the Credit Term.

Due Days From Invoice:

Dunning Messages

Dunning Messages are past due messages that can be distributed to your customers on statements and handheld invoices automatically. Each Dunning Message is controlled by the customer’s assigned Credit Class.

Fields:

Message ID: Enter a single character that will be used to represent the Dunning Message.

Monthly Message: Enter a message that will print automatically on each desktop and handheld statement.

Current-Over 150 days: Enter all the past due messages you would like to include on statements and handheld receipts for the customers that qualify.

Show Grid: This places a grid over the message field. It should be used as a character guide.

Dunning Letters

Dunning Letters are past due messages that can be distributed to your customers through the mail. Each Dunning Letter is controlled by the customer’s assigned Credit Class. The Statements and Handhelds tab both display the same message format.

Fields:

Letter ID: Enter a single character that will represent the Dunning Letter.

Location of Letter: Enter, or browse to, the location of the letter.

Description: Enter a description for the letter.

Valid Until: Enter a date that this letter will be valid through (for reference).

Comments: Enter any comments regarding the letter if desired.

Administrative Charge Codes

Administrative Charge Codes are used to assess ‘handling’ fees on large accounts that demand a high level of resources and time in the office. Multiple rates may be used, but only one code may be applied to each customer.

Location it is applied on the Customer's Account: Lists > Customer Information > Credit > Credit Terms.

Fields:

Administrative Charge ID: Enter a single character that will represent the Administrative Charge Code.

Description: The description of the Administrative Charge Code.Rate: The percentage applied to each account as an administrative fee.

Minimum Charge: The minimum charge applied to each account.

Charge Code: Select the Product Charge Code that will be used to apply administrative fees to each account.

Charge Only on Sales Activity: Select this option to only bill customers if they have purchased items for the month.

Charge Only on No Sales Activity: Select this option to only bill customers if they have not purchased items for the month.

Start/Stop Groups

Start/Stop Groups are used to group together Start/Stop Reasons by type. These items are used to specify why customers start or stop service with your company.

Location it is applied on the Customer's Account: Lists > Customer Information > Credit > Status/Contract.

Fields:

ID: Enter up to three characters that will represent the Start/Stop Group.

Description: Enter an extended description of the Start/Stop Group.

Label: Enter the category label of the Start/Stop Group.

Use as Default on Customer Wizard: Select this option to use this Start/Stop Group as the default choice within the New Customer W/Order Wizard.

Reason Type: Select the type of Start/Stop Group this item represents.

NOTE: Select Both if you would like this item to show up as a Start and Stop Group option.

Inactive: Select this option to prevent the Start/Stop Group from being used within the New Customer W/Order Wizard and Customer Information screens.

Start/Stop Reasons

Start/Stop Reasons are used to specify why customers start or stop service with your company. Each reason will also be assigned to a Start/Stop Group to categorize them by type.

Location it is applied on the Customer's Account: Lists > Customer Information > Credit > Status/Contract.

Note: Stop Reason will be in the End Reason field under Status/Contract.

Fields:

Reason Code: Enter up to three characters that will represent the Start/Stop Reason.

Group Code: Select the default Start/Stop Group Code that the reason will be assigned to.

Reason: Enter the description for the Start or Stop Reason (e.g., Yellow Pages, Friend, Moving, Competitor).

Moved: Check the box if this reason will be assigned to accounts that have left your service area and terminated service, for reference.

Inactive: Select this option to prevent the Start/Stop Reason from being used within the New Customer W/Order Wizard and Customer Information screens.

Start and Stop Figures: Each box displays the total number of starts and stops for each period listed.

NOTE: More detailed information is provided in the Start and Stops report found under Reports > Management Reports.

Reason Type: Select the type of Start/Stop Reason this item represents.

NOTE: Select Both if you would like this item to show up as a Start and Stop Reason option.

Use as Default on Customer Wizard: Select this option to use this Start/Stop Reason as the default choice within the New Customer W/Order Wizard.

NOTE: If a default Start/Stop Group has been established, the default Start/Stop Reason selected must be assigned to the same group in order for it to be properly defaulted within the New Customer W/Order Wizard.

Customer Acquisition Codes

Often times we find ourselves with existing customers that pursue growth and will buy smaller companies. To help you track the sales and activity of these customers you can set up a list of company names. Then you can use this list to apply to your customer in customer information. This gives you the ability to track what the original source of the company of your new customers.

Location it is applied on the Customer's Account: Lists > Customer Information > Credit > Status/Contract.

Fields:

Acquisition ID: Enter up to three characters that will represent the Acquisition Code.

Acquisition Description: Enter a description for the Acquisition Code.

Acquisition Date: Enter the start date for the acquisition date.

Acquisition Party: Enter the company who you acquired your new customer from.

Acquisition Notes: Enter any additional notes from company acquisition

Credit Card Processing Information:

Depending on your 3^rd party merchant processing program, choose the appropriate program from the drop-down list and enter the Login ID and Password/Transaction Key. If you receive this information from the merchant, you will be able to process transactions automatically, and will not be required to install the merchant’s processing program.

NOTE: If this information is left blank, you can export transactions from Route Manager and import them into the 3rd party application.

Login ID: Enter the merchant ID provided by the processing company.

Password/Transaction Key: Enter the Password/Transaction Key provided by the processing company.

Public Key: Enter the Public Key if required by your processing vendor.

Merchant ID: Enter the Merchant ID if required by your processing vendor.

Customer Promotions

The Customer Promotions option allows you to configure marketing programs that can offer your customers additional savings, promotional items, etc. Items can be assigned to each promotion created, and will be added to the customer’s First Order during the New Customer W/Order entry process. The promotion will also be permanently referenced within the customer’s account, on the Credit tab.

Location it is applied on the Customer's Account: Lists>Customer Information>Credit>Status/Contract.

Fields:

Code: Enter up to three characters that will represent the Promotion Code.

Description: Enter a description for the Promotion Code.

Start Date: Enter the start date for the current promotion.

End Date: Enter the end date for the current promotion.

NOTE: Promotions that have expired will not be displayed within the New Customer W/Order Wizard.

Available To: Select which areas of the program will include the promotions option:

New Customer Wizard
New Stop Wizard
Delivery Orders
Internet Orders – Code to be entered when Customer places order including the promotion
Handheld

Handheld Filter Criteria (requires ‘Handheld’ availability):

First Transaction Only: Select this option to apply the promotion only to the customer’s first transaction on the handheld.
Filter by Customer Type: Select this option to apply the promotion to specific Customer Types.
Customer Start Date Greater Than: Enter a minimum customer start date that will qualify for the promotion.
Customer Types: Select the types of Customers selected for the promotion by clicking on the directional buttons

Details: Enter the specific details of the current promotion.

Products: Add the items to the Promotion Code that you would like to assign to the customer’s First Order during New Customer W/Order entry.

Contact Message Groups

Contact Message Groups are used to group together Contact Reasons by type. These items are used when contacting customers for payment, complaints, follow-up, etc.

Fields:

ID: Enter a single character that will represent the Contact Message Group.

Description: Enter a description for the Contact Message Group.

Contact Message Reasons

Contact Message Reasons are used to identify why a customer was contacted by an employee. Each reason will also be assigned to a Contact Message Group to categorize each by type.

Location it is applied on the Customer's Account: Lists > Customer Information > Contacts > Modify button > Modify Messages button > Contact Reasons.

Fields:

ID: Enter a single character that will represent the Contact Message Reason.

Description: Enter a description for the Contact Message Reason.

Contact Message Group: Select the default Contact Message Group that the reason will be assigned to.

Requests: Enter up to six second level descriptions that can be selected when a Contact Reason is added within the Customer Information screen.

Delete Old Contact Data: Select one of the filters available that will be used to manage archiving Contact Reasons each month. This process takes place during the Period Close process.

NOTE: Contact Message rules can be found under File > Branch Setup > Logging tab.

Complaint Reason: Select this option on “complaint” type reasons to filter messages within Customer Information and the Contact Message Report.

Delivery Order Reasons (disabled/enabled): Use the arrow keys to filter the available Delivery Order Reasons within the Delivery Order screen after selecting the current Contact Message Reason.

Notification Group: You can restrict the notification to a groups of recipients.

Service Priority Codes

Service Priority Codes are used to calculate promise dates, follow-up dates, and service priority on each of your accounts within the Delivery Order and Customer Information screens.

Location it is applied on the Customer's Account: Lists > Customer Information > Credit > Status/Contract.

Fields:

ID: Enter a single character that will represent the Service Priority Code.

Description: Enter a description for the Service Priority Code.

Promise Days (Delivery Orders): Enter the number of days to determine the Promise Date for this level of service.

Follow Up Days (Delivery Orders): Enter the number of days to determine the Follow-Up Date for this level of service.

Route Start Time: For future use.

Code Color: Enter a number next to each description to create a default color for the Service Code displayed within Customer Information (next to the customer’s name).

Red: The higher the number the brighter the color

Green: The higher the number the brighter the color

Blue: The higher the number the brighter the color

Suspend Service Codes

Suspend Service Codes are used to temporarily remove customers from route for a given period of time.

Location it is applied on the Customer's Account: Lists > Customer Information > Credit > Status/Contract.

Fields:

Code: Enter a single character that will represent the Suspend Service Code.

Reason: Enter a description for this Suspend Service Code.

Default Days: Enter the default number of days to suspend service for this code.

Contact Via Codes

Contact Via Codes are used to establish contact methods that should be used per customer during the Route Pre-Sale process.

NOTE: Route Pre-Sale is used to secure orders prior to delivery, and can be found under the Route menu.

Location it is applied on the Customer's Account:

There are 3 different tabs to assign up to 2 different Via Codes per customer.

Lists>Customer Information>Info.
Lists>Customer Information>Credit>CMC Settings.
Lists>Customer Information>Route.

Fields:

ID: Enter a single character that will represent the Contact Via Code.

Description: Enter a description for the Contact Via Code.

Type:

*E-Mail-This will use a CMC template created in the Template Manager to email the customer;
*Fax-This will use a CMC template created in the Template Manager to fax the customer.
Telephone-This option is used if the customer wants to receive a call from a physical person in the office instead of robotically.
*SMS Message-This will use a CMC template created in the Template Manager to send an SMS message to the customer.
Route Voice-
*Automated Voice Call-This will use a CMC template created in the Template Manager to send out an automated voice call robotically.
Other:-This option is used if the customer has a different means of contact like a mailed letter or Teams etc.

Select the method of contact that applies to this Contact Via Code.

*Messages Sent Via Customer Message Centre

Contact Frequency Codes

Contact Frequency Codes are used to determine how often a customer should be contacted during the Route Pre-Sale process.

NOTE: Route Pre-Sale is used to secure orders prior to delivery, and can be found under the Route menu.

Location it is applied on the Customer's Account: Lists > Customer Information > Route.

Fields:

ID: Enter a single character that will represent the Contact Frequency Code.

Description: Enter a description for the Contact Frequency Code.

Major Account Codes

Major Account Codes are used for special and/or multi-branch customers that require a high level of management. Using a Major Account Code also allows you to enter a single payment across multiple customer accounts assigned to the Major Account Code.

Location it is applied on the Customer's Account: Lists > Customer Information > Info.

Fields:

ID: Enter up to six characters that will represent the Major Account Code.

Description: Enter the description for this Major Account Code.

Inside Employee: Select an employee that will manage this account within the office.

Outside Employee: Select an employee that will manage this account externally.

Other Employee: Select an employee that that will manage the account for any other reason.

Local Account Representative: Enter the primary contact for this account.

Require a Purchase Order for all Sales: Select this option if a purchase order is required with each invoice for this account.

Require Prompt to Photo After Delivery: Select this option if you want to require your driver to take a photo after every delivery

Credit Controller: Select the employee responsible for managing balance related information on the account.

Credit Class: Select the default Credit Class that should be assigned to this account.

Credit Card Processing Information:

NOTE: If this information is left blank, you can export transactions from Route Manager and import them into the 3rd party application.

Login ID: Enter the merchant ID provided by the processing company.

Password/Transaction Key: Enter the Password/Transaction Key provided by the processing company.

Public Key: Enter the Public Key if required by your processing vendor.

Merchant ID: Enter the Merchant ID if required by your processing vendor.

Handheld Color: Select a handheld color identifier for major account code accounts.

Contract Type Codes

Contract Type Codes are used to keep track of the different contracts that may be used by your company.

Location it is applied on the Customer's Account: Lists > Customer Information > Credit > Status/Contract > Click on (Add New) under the Contracts section > Customer Contracts window will populate for you to input a type.

Fields:

ID: Enter up to three characters that will represent the Contract Type Code.

Inactive: Select this option when a contract should be made inactive.

Short Description: Enter a short description of the Contract Type Code.

Description: Enter a detailed description of the Contract Type Code.

Valid Dates: Enter the dates that this contract will be valid.

Default Period: Enter the length of the contract in months or weeks (based on your selection).

Contract Type: Select the type of contract, Live or Trial (for reference).

Expiration Type: Enter the type of expiration (e.g., Standard).

Allow Equipment Add: Select this option to allow installed equipment to be added to the contract.

Document File: Browse for, or enter the location of the original contract on your PC or network (optional).

Details: Enter specific details regarding the contract, if desired.

Content Tab

The Content tab includes messages that can be included on printed contract related content.

Fields:

Justify: Enter an L (left), R (right), or C (centered) that corresponds to how you would like the text to be aligned on the printed receipt.

Font: Enter a letter corresponding to the font size you would like to use on the printed receipt.

NOTE: Refer to Appendix B of the Handheld User Guide for examples of font sizes.

Message: Enter the information that you would like to print on each line.

Dynamic: Select this button to view dynamic information that can be inserted into the custom contract message.

Contract Period in Months: Use the arrow keys to establish the length of the contract in months.

Lease Version: Enter version information that can be included on the contract.

Preview: Select this button to preview the contract on the screen.

Reference Tab

The Reference tab allows you to attach a document to the Contract Type Code that can be used for reference in the future.

Fields:

Select Document: Select this button to attach the document to the Contract Type Code.

Dynamic Header Codes

For information on Dynamic Header Codes, refer to Dynamic Receipt Headings.