CUSTOMERS
CUSTOMERS
Table of Contents Customers.................................................................................................................................................. 3 Customers - The List View ............................................................................................................ 4 Add new customer with single address and contact ............................................................... 5 Add new customer with multiple address and contacts i.e. different buyers or different delivery address(es) ....................................................................................................................10 EU VAT Numbers - checking if they are correct.......................................................................17 Payment Terms for Customers .................................................................................................20 Add payment due date to invoice .............................................................................................23 Customer Territories ..................................................................................................................25 Assign a On Hold Status to a customer....................................................................................27 Can I export a list of my customer's email addresses into excel/csv file? ...........................30 Customers - How to print sticky labels for envelopes and cartons. .....................................32 Customers - Gross Profit Per Season .......................................................................................34
Customers
Customers
Page 3
Customers - The List View CUSTOMERS are the people you sell your products to. From the Home Page click on CUSTOMERS and you will see a LIST VIEW of all the Customer records that you have entered already. You can ADD NEW Customer, COPY or EDIT existing records or PRINT . You can filter by searching for customer, category, city, country, whether the customer is active or inactive. Labels are produced in PDF format, downloaded to your computer where they can be printed, saved or emailed as required. There are two print options, all the selected Customers or one Customer only
Customers - The List View
Customers
Page 4
Add new customer with single address and contact How to add a new customer
From HOME, Click on CUSTOMERS
Click on ADD NEW CUSTOMER
Enter the Customer Name............ (Account No is optional)
N.B. - If you use Sync Centre for SAGE you will need to ensure you enter the correct AC NUM here , for more information , read this
Customers
Page 5
Enter the GENERAL DETAILS about this customer
For further information about customer CATEGORY, click here For further information about customer TERRITORY, click here For further information about EU VAT numbers, click here ORDER CUSTOMER REF: this will pull through to all Orders/Invoices for this customer. Use it for VENDOR NO and DEPARTMENT NO. For further information about PAYMENT TERMS, click here For further information about PAYMENT DUE field, click here Remember to tick VAT APPLICABLE if this customer's invoices are supposed to be issued with value added tax
Click on SAVE Address and Contact details - read this before you start
Customers
Page 6
DEFAULT FOR TYPE = the data on this record will appear automatically on any client paperwork i.e. Order Confirmation - will have a yellow star PRIMARY (PR) = the main postal address for the client - this data will appear in CUSTOMER ADDRESS field on Sales Orders and all related documents CONTACT (CO) = contact details for anyone in that company who works with you i.e. Owner, Buyer, Buying Assistant - this data will appear in CONTACT INFORMATION field on Sales Orders and all related documents. DELIVERY (DE) = delivery address(es) and contact names for where goods will be sent to - this data will appear in DELIVERY ADDRESS field on Sales Orders and all related documents ACCOUNTS (AC ) = the address and contact details where invoices need to be posted - this data will appear in ACCOUNTS ADDRESS field on Sales Orders and all related documents
Click on ADDRESSES & CONTACTS - Click on EDIT
SHIPPING DETAILS ARE ENTERED ON A SEPARATE TAB
Customers
Page 7
Tick all TYPE and DEFAULT boxes and type in information
Click SAVE when finished
This is what the Customer Record List will look like
Now add your SHIPPER details - click on tab called SHIPPERS and then ADD SHIPPER
You can add as many shippers as you need. You can tick one as DEFAULT if you use this more than the others
Customers
Page 8
Complete the details including the SHIPPING TERMS
DEFAULT it for the Shipper Name and the shipping terms to appear automatically on the sales order
Repeat for as many SHIPPERS as you need - example of a SHIPPERS RECORD LIST
Customers
Page 9
Add new customer with multiple address and contacts i.e. different buyers or different delivery address(es) How to add a new customer
From the HOME SCREEN, click on CUSTOMERS
Click on ADD NEW CUSTOMER
Enter the Customer Name............ (Account No is optional)
N.B. - If you use Sync Centre for SAGE you will need to ensure you enter the correct AC NUM here , for more information , read this
Customers
Page 10
Enter the GENERAL DETAILS about this customer
For further information about customer CATEGORY, click here For further information about customer TERRITORY, click here For further information about EU VAT numbers, click here ORDER CUSTOMER REF: this will pull through to all Orders/Invoices for this customer. Use it for VENDOR NO and DEPARTMENT NO. For further information about PAYMENT TERMS, click here For further information about PAYMENT DUE field, click here Remember to tick VAT APPLICABLE if this customer's invoices are supposed to be issued with value added tax
Click SAVE You can now enter multiple addresses and contact details i.e. Accessory Buyer, Womenswear Buyer, Buying Admin, Warehouse etc. Before you start, read these explanations :-
Customers
Page 11
DEFAULT (DE) = the data on this record will appear automatically on any client paperwork i.e. Order Confirmation - will have a yellow star PRIMARY (PR) = the main postal address for the client - this data will appear in CUSTOMER ADDRESS field on Sales Orders and all related documents CONTACT (CO) = contact details for anyone in that company who works with you i.e. Owner, Buyer, Buying Assistant - this data will appear in CONTACT INFORMATION field on Sales Orders and all related documents. DELIVERY (DE) = delivery address(es) and contact names for where goods will be sent to - this data will appear in DELIVERY ADDRESS field on Sales Orders and all related documents ACCOUNTS (AC ) = the address and contact details where invoices need to be posted - this data will appear in ACCOUNTS ADDRESS field on Sales Orders and all related documents DESCRIPTION = your own internal name for the record i.e. womenswear buyer, warehouse 1,
Click on ADDRESSES & CONTACTS - Click on EDIT
SHIPPING DETAILS ARE ENTERED ON A SEPARATE TAB
Customers
Page 12
Enter the default PRIMARY and CONTACT DETAILS and SAVE when completed
If this CONTACT ( person ) is to be your DEFAULT contact, then TICK DEFAULT
To add another CONTACT with the SAME address - select COPY
Untick PRIMARY and enter the new contact details (you can choose this one to be the default)
Customers
Page 13
Click on SAVE when finished
Tick your main CONTACT as DEFAULT to ensure information appears automatically in list view and client documents
To add the DEFAULT DELIVERY address, click on ADD - tick DELIVERY and DEFAULT
Complete and save
ADD another delivery address
Customers
Page 14
Repeat this process for as many contact, delivery and accounts records as you need Example of a Customer Record List
Now add your SHIPPER details - click on tab called SHIPPERS and then ADD SHIPPER
You can add as many shippers as you need. You can tick one as DEFAULT if you use this more than the others
Customers
Page 15
Complete the details including the SHIPPING TERMS
The NAME and the SHIPPING TERMS will appear on all client paperwork
Repeat for as many SHIPPERS as you need.
Customers
Page 16
EU VAT Numbers - checking if they are correct You can check to see if your client has given you a valid EU VAT number
In CUSTOMER RECORD check that the COUNTRY in the PRIMARY DEFAULT address is correct
GO back to GENERAL DETAILS page - enter the EU VAT number that your customer has given you
This is usually a 2 digit COUNTRY CODE i.e. FR followed by some numbers. N.B. They must be entered WITHOUT spaces i.e FR123456789
Customers
Page 17
Click once on VERIFY ONLINE and wait for the screen to populate The reply may be INVALID
This means that this EU VAT number is incorrect or does not exist in that country
or it may be VALID
N.B. This means that the number exists as a valid EU VAT in that country but it is not a guarantee that it is the correct one for that client.
If the status is INVALID - check with your client and enter revised EU VAT number and click VERIFY ONLINE
Customers
Page 18
Now the number is VALID . You can repeat this process as many times as you need to get VALID message
Can you see BAD CODE at the end of the line? This means the COUNTRY CODE is missing . Add the COUNTRY CODE and "BAD CODE" will disappear
Customers
Page 19
Payment Terms for Customers Where do I enter the payment terms for my customers.
Payment Terms are first entered in SETTINGS - COMPANY PAYMENT TERMS - EDIT
Enter all the payment terms you offer to your Customers.
more details here
Customers
Page 20
Payment terms can be assigned to Customer Categories.
Assign this category to a customer and their payment terms will default to your selection
Payment terms can be assigned directly to Customers on the customer page.
Click on the drop down and select the terms that apply to this customer. This will autofill on Customers Orders.
Customers
Page 21
Select SPECIAL (BELOW) to input custom payment terms in the box. This will autofill on Customers Orders.
Customers
Page 22
Add payment due date to invoice You can ask Zedonk to add a payment due date to the invoice. This is NOT relevant if your customer pays 100% PRO-FORMA
From the HOME PAGE, select CUSTOMERS
You will either be adding a new customer or amending an existing one For details about adding a new customer, read this
In GENERAL DETAILS, enter the number of days after which the invoice will be due for payment
This should be the same as the number of days in payment terms.
Customers
Page 23
This appears on the invoice and you can amended it on each invoice if required.
When you print an invoice Zedonk calculates the PAYMENT DUE date according to the date the invoice is raised In this example - INVOICE DATE 18th March, PAYMENT DUE in 7 days = PAYMENT DUE DATE 25th MARCH
Customers
Page 24
Customer Territories Introducing "Customer Territories"
The user must have the right to create Customer Territories
To create Customer Territories - Go to settings
Click "ADD NEW"
Enter the "Territory" Name
The List View
Customers
Page 25
Once you have created "Customer Territories" you can then apply them to "Customers"
Customers
Page 26
Assign a On Hold Status to a customer After they have been created in your settings (click here) you can assign ON HOLD STATUS to a customer. This will define what your users can and cannot do when processing an order for this Customer.
Users need to be given system access permission in order to assign a On Hold Status on the Customer page
In CUSTOMERS, search for and click the customer you want to put on hold
On Hold Status is defaulted for all clients to "Not On Hold"
Select the status you want to apply for this client
Customers
Page 27
SAVE + CLOSE
(Make sure you know how this status will effect this customer orders: This has been set by you or your system admin)
In this example I am allowed to create/edit orders, but they cannot be approved and I cannot create/edit DNs, nor mark old ones as "shipped"
In this example... ...my new order will be unapproved and it cannot be approved
...I cannot create or edit Pick Tickets and Delivery Notes in the Order Tracker
(the "CREATE" button is now replaced by a note CUSTOMER ON HOLD)
Customers
Page 28
...I cannot create Pick Tickets and Delivery Notes in the Allocation section
(the tick box is now replaced by a note CUSTOMER ON HOLD)
...I cannot edit an existing Delivery Note ...and I cannot mark an existing Delivery Note as shipped
Tick box is greyed out and cannot be selected ON HOLD STATUS is shown on the reports: - SALES > CUSTOMER LIST - SALES > FULL ORDER LIST
Customers
Page 29
Can I export a list of my customer's email addresses into excel/csv file? Can I export a list of my customer into excel or a csv file ?
Yes! But first you need to ensure that the email address has been entered into the CONTACT record in CUSTOMERS and ticked as DEFAULT
Customers
Page 30
Then.... From the HOME SCREEN, Click on REPORTS > SALES > CUSTOMER EMAIL
The listing will open. To EXPORT all the data, simply press EXCEL or CSV and save document.
Customers
Page 31
Customers - How to print sticky labels for envelopes and cartons. How to print sticky labels for envelopes and packing cartons
There are two print options, all the selected Customers or one Customer only.
Print from SELECT AN ACTION = one label per customer address Print from PRINT OPTIONS = a whole page of labels for the same address
Customers
Page 32
When you have completed your search, SELECT ALL and from SELECT AN ACTION choose the label type
The label will have the DEFAULT address - selected in CUSTOMER RECORD for more information about DEFAULT addresses - read this
This will open a PDF which you can print or email
Customers
Page 33
Customers - Gross Profit Per Season How to find out the gross profit by Customer
From the HOME SCREEN, Select REPORTS > Sales > Customer Gross Profit
Customers
Page 34
The report will display all customers grouped by country
You can remove the grouping by drag and drop it back onto the headers line
Export to CSV or Excel
Customers
Page 35
Table of Contents Customers.................................................................................................................................................. 3 Customers - The List View ............................................................................................................ 4 Add new customer with single address and contact ............................................................... 5 Add new customer with multiple address and contacts i.e. different buyers or different delivery address(es) ....................................................................................................................10 EU VAT Numbers - checking if they are correct.......................................................................17 Payment Terms for Customers .................................................................................................20 Add payment due date to invoice .............................................................................................23 Customer Territories ..................................................................................................................25 Assign a On Hold Status to a customer....................................................................................27 Can I export a list of my customer's email addresses into excel/csv file? ...........................30 Customers - How to print sticky labels for envelopes and cartons. .....................................32 Customers - Gross Profit Per Season .......................................................................................34
Customers
Customers
Page 3
Customers - The List View CUSTOMERS are the people you sell your products to. From the Home Page click on CUSTOMERS and you will see a LIST VIEW of all the Customer records that you have entered already. You can ADD NEW Customer, COPY or EDIT existing records or PRINT . You can filter by searching for customer, category, city, country, whether the customer is active or inactive. Labels are produced in PDF format, downloaded to your computer where they can be printed, saved or emailed as required. There are two print options, all the selected Customers or one Customer only
Customers - The List View
Customers
Page 4
Add new customer with single address and contact How to add a new customer
From HOME, Click on CUSTOMERS
Click on ADD NEW CUSTOMER
Enter the Customer Name............ (Account No is optional)
N.B. - If you use Sync Centre for SAGE you will need to ensure you enter the correct AC NUM here , for more information , read this
Customers
Page 5
Enter the GENERAL DETAILS about this customer
For further information about customer CATEGORY, click here For further information about customer TERRITORY, click here For further information about EU VAT numbers, click here ORDER CUSTOMER REF: this will pull through to all Orders/Invoices for this customer. Use it for VENDOR NO and DEPARTMENT NO. For further information about PAYMENT TERMS, click here For further information about PAYMENT DUE field, click here Remember to tick VAT APPLICABLE if this customer's invoices are supposed to be issued with value added tax
Click on SAVE Address and Contact details - read this before you start
Customers
Page 6
DEFAULT FOR TYPE = the data on this record will appear automatically on any client paperwork i.e. Order Confirmation - will have a yellow star PRIMARY (PR) = the main postal address for the client - this data will appear in CUSTOMER ADDRESS field on Sales Orders and all related documents CONTACT (CO) = contact details for anyone in that company who works with you i.e. Owner, Buyer, Buying Assistant - this data will appear in CONTACT INFORMATION field on Sales Orders and all related documents. DELIVERY (DE) = delivery address(es) and contact names for where goods will be sent to - this data will appear in DELIVERY ADDRESS field on Sales Orders and all related documents ACCOUNTS (AC ) = the address and contact details where invoices need to be posted - this data will appear in ACCOUNTS ADDRESS field on Sales Orders and all related documents
Click on ADDRESSES & CONTACTS - Click on EDIT
SHIPPING DETAILS ARE ENTERED ON A SEPARATE TAB
Customers
Page 7
Tick all TYPE and DEFAULT boxes and type in information
Click SAVE when finished
This is what the Customer Record List will look like
Now add your SHIPPER details - click on tab called SHIPPERS and then ADD SHIPPER
You can add as many shippers as you need. You can tick one as DEFAULT if you use this more than the others
Customers
Page 8
Complete the details including the SHIPPING TERMS
DEFAULT it for the Shipper Name and the shipping terms to appear automatically on the sales order
Repeat for as many SHIPPERS as you need - example of a SHIPPERS RECORD LIST
Customers
Page 9
Add new customer with multiple address and contacts i.e. different buyers or different delivery address(es) How to add a new customer
From the HOME SCREEN, click on CUSTOMERS
Click on ADD NEW CUSTOMER
Enter the Customer Name............ (Account No is optional)
N.B. - If you use Sync Centre for SAGE you will need to ensure you enter the correct AC NUM here , for more information , read this
Customers
Page 10
Enter the GENERAL DETAILS about this customer
For further information about customer CATEGORY, click here For further information about customer TERRITORY, click here For further information about EU VAT numbers, click here ORDER CUSTOMER REF: this will pull through to all Orders/Invoices for this customer. Use it for VENDOR NO and DEPARTMENT NO. For further information about PAYMENT TERMS, click here For further information about PAYMENT DUE field, click here Remember to tick VAT APPLICABLE if this customer's invoices are supposed to be issued with value added tax
Click SAVE You can now enter multiple addresses and contact details i.e. Accessory Buyer, Womenswear Buyer, Buying Admin, Warehouse etc. Before you start, read these explanations :-
Customers
Page 11
DEFAULT (DE) = the data on this record will appear automatically on any client paperwork i.e. Order Confirmation - will have a yellow star PRIMARY (PR) = the main postal address for the client - this data will appear in CUSTOMER ADDRESS field on Sales Orders and all related documents CONTACT (CO) = contact details for anyone in that company who works with you i.e. Owner, Buyer, Buying Assistant - this data will appear in CONTACT INFORMATION field on Sales Orders and all related documents. DELIVERY (DE) = delivery address(es) and contact names for where goods will be sent to - this data will appear in DELIVERY ADDRESS field on Sales Orders and all related documents ACCOUNTS (AC ) = the address and contact details where invoices need to be posted - this data will appear in ACCOUNTS ADDRESS field on Sales Orders and all related documents DESCRIPTION = your own internal name for the record i.e. womenswear buyer, warehouse 1,
Click on ADDRESSES & CONTACTS - Click on EDIT
SHIPPING DETAILS ARE ENTERED ON A SEPARATE TAB
Customers
Page 12
Enter the default PRIMARY and CONTACT DETAILS and SAVE when completed
If this CONTACT ( person ) is to be your DEFAULT contact, then TICK DEFAULT
To add another CONTACT with the SAME address - select COPY
Untick PRIMARY and enter the new contact details (you can choose this one to be the default)
Customers
Page 13
Click on SAVE when finished
Tick your main CONTACT as DEFAULT to ensure information appears automatically in list view and client documents
To add the DEFAULT DELIVERY address, click on ADD - tick DELIVERY and DEFAULT
Complete and save
ADD another delivery address
Customers
Page 14
Repeat this process for as many contact, delivery and accounts records as you need Example of a Customer Record List
Now add your SHIPPER details - click on tab called SHIPPERS and then ADD SHIPPER
You can add as many shippers as you need. You can tick one as DEFAULT if you use this more than the others
Customers
Page 15
Complete the details including the SHIPPING TERMS
The NAME and the SHIPPING TERMS will appear on all client paperwork
Repeat for as many SHIPPERS as you need.
Customers
Page 16
EU VAT Numbers - checking if they are correct You can check to see if your client has given you a valid EU VAT number
In CUSTOMER RECORD check that the COUNTRY in the PRIMARY DEFAULT address is correct
GO back to GENERAL DETAILS page - enter the EU VAT number that your customer has given you
This is usually a 2 digit COUNTRY CODE i.e. FR followed by some numbers. N.B. They must be entered WITHOUT spaces i.e FR123456789
Customers
Page 17
Click once on VERIFY ONLINE and wait for the screen to populate The reply may be INVALID
This means that this EU VAT number is incorrect or does not exist in that country
or it may be VALID
N.B. This means that the number exists as a valid EU VAT in that country but it is not a guarantee that it is the correct one for that client.
If the status is INVALID - check with your client and enter revised EU VAT number and click VERIFY ONLINE
Customers
Page 18
Now the number is VALID . You can repeat this process as many times as you need to get VALID message
Can you see BAD CODE at the end of the line? This means the COUNTRY CODE is missing . Add the COUNTRY CODE and "BAD CODE" will disappear
Customers
Page 19
Payment Terms for Customers Where do I enter the payment terms for my customers.
Payment Terms are first entered in SETTINGS - COMPANY PAYMENT TERMS - EDIT
Enter all the payment terms you offer to your Customers.
more details here
Customers
Page 20
Payment terms can be assigned to Customer Categories.
Assign this category to a customer and their payment terms will default to your selection
Payment terms can be assigned directly to Customers on the customer page.
Click on the drop down and select the terms that apply to this customer. This will autofill on Customers Orders.
Customers
Page 21
Select SPECIAL (BELOW) to input custom payment terms in the box. This will autofill on Customers Orders.
Customers
Page 22
Add payment due date to invoice You can ask Zedonk to add a payment due date to the invoice. This is NOT relevant if your customer pays 100% PRO-FORMA
From the HOME PAGE, select CUSTOMERS
You will either be adding a new customer or amending an existing one For details about adding a new customer, read this
In GENERAL DETAILS, enter the number of days after which the invoice will be due for payment
This should be the same as the number of days in payment terms.
Customers
Page 23
This appears on the invoice and you can amended it on each invoice if required.
When you print an invoice Zedonk calculates the PAYMENT DUE date according to the date the invoice is raised In this example - INVOICE DATE 18th March, PAYMENT DUE in 7 days = PAYMENT DUE DATE 25th MARCH
Customers
Page 24
Customer Territories Introducing "Customer Territories"
The user must have the right to create Customer Territories
To create Customer Territories - Go to settings
Click "ADD NEW"
Enter the "Territory" Name
The List View
Customers
Page 25
Once you have created "Customer Territories" you can then apply them to "Customers"
Customers
Page 26
Assign a On Hold Status to a customer After they have been created in your settings (click here) you can assign ON HOLD STATUS to a customer. This will define what your users can and cannot do when processing an order for this Customer.
Users need to be given system access permission in order to assign a On Hold Status on the Customer page
In CUSTOMERS, search for and click the customer you want to put on hold
On Hold Status is defaulted for all clients to "Not On Hold"
Select the status you want to apply for this client
Customers
Page 27
SAVE + CLOSE
(Make sure you know how this status will effect this customer orders: This has been set by you or your system admin)
In this example I am allowed to create/edit orders, but they cannot be approved and I cannot create/edit DNs, nor mark old ones as "shipped"
In this example... ...my new order will be unapproved and it cannot be approved
...I cannot create or edit Pick Tickets and Delivery Notes in the Order Tracker
(the "CREATE" button is now replaced by a note CUSTOMER ON HOLD)
Customers
Page 28
...I cannot create Pick Tickets and Delivery Notes in the Allocation section
(the tick box is now replaced by a note CUSTOMER ON HOLD)
...I cannot edit an existing Delivery Note ...and I cannot mark an existing Delivery Note as shipped
Tick box is greyed out and cannot be selected ON HOLD STATUS is shown on the reports: - SALES > CUSTOMER LIST - SALES > FULL ORDER LIST
Customers
Page 29
Can I export a list of my customer's email addresses into excel/csv file? Can I export a list of my customer into excel or a csv file ?
Yes! But first you need to ensure that the email address has been entered into the CONTACT record in CUSTOMERS and ticked as DEFAULT
Customers
Page 30
Then.... From the HOME SCREEN, Click on REPORTS > SALES > CUSTOMER EMAIL
The listing will open. To EXPORT all the data, simply press EXCEL or CSV and save document.
Customers
Page 31
Customers - How to print sticky labels for envelopes and cartons. How to print sticky labels for envelopes and packing cartons
There are two print options, all the selected Customers or one Customer only.
Print from SELECT AN ACTION = one label per customer address Print from PRINT OPTIONS = a whole page of labels for the same address
Customers
Page 32
When you have completed your search, SELECT ALL and from SELECT AN ACTION choose the label type
The label will have the DEFAULT address - selected in CUSTOMER RECORD for more information about DEFAULT addresses - read this
This will open a PDF which you can print or email
Customers
Page 33
Customers - Gross Profit Per Season How to find out the gross profit by Customer
From the HOME SCREEN, Select REPORTS > Sales > Customer Gross Profit
Customers
Page 34
The report will display all customers grouped by country
You can remove the grouping by drag and drop it back onto the headers line
Export to CSV or Excel
Customers
Page 35
