Customer Profile

The customer category that controls which name fields appear and which are mandatory. Options are:

• Business—a business.

• Individual—an individual. Non-taxable if Avalara is enabled.

• Internal—an internal account.

• Related—the customer is related to the dealership. Typically used for an employee.

A number representing the customer profile. The customer number can be up to 10 characters long and can consist of alpha and/or numeric characters. If the Customer Number field is left blank the system automatically generates a customer number by using the value entered in the Search 1 field plus three digits.

If you are building this profile to be used for machine down/stock orders, the Customer Number should begin with the word STOCK and you must set the PO Number to $STOCK$ on the Profile screen.

To save the number to the clipboard, click the Copy button next to the Customer Number on the header.

You cannot change a customer number once it has been assigned.

(OPTIONAL) The individual customer's title. Can be one of:  Mr., Mrs., Ms. or Dr.

(OPTIONAL for Internal and Related) The individual customer's first name.

(OPTIONAL) The individual customer's middle initial.

(OPTIONAL for Internal and Related) The individual customer's last name.

If the customer is categorized as a Business then these fields do not appear. These fields are used exclusively for searches, mail merges, and report generation.

The name of the business or the name of the individual customer.

Holding the cursor over the Customer Name in the top row opens an Icon Bar that allows you to open their Customer Profile, Add a Call, Add a note, among other options.

The customer's address.

Address information is used for mailing the customer invoices and statements.

The customer's Country/Province/State.

The Country/Prov/State code must be entered using a specific format. To prevent any mix ups it is recommended that you selected a Country/Prov/State code from the Country/Prov/State Code Selection screen.

Warning: When using Integrated Rental, Country and Province/State fields in IntelliDealer Customer Profiles MUST use the abbreviations listed in Integrated Rental: Country and State Codes; otherwise an error will occur in the Integrated Rental system.

The country code assigned to a customer also determines whether Responsible Marketing logic is applied to the customer. The Email Campaigns, Permission By and Method fields only appear if the Country code assigned to the customer has Responsible Marketing enabled. See Responsible Marketing Overview.

The abbreviation of the county where the customer resides. Mandatory once a country is selected and if county codes are configured in IntelliDealer.

Only county codes set up on the County Codes screen can be used within the County field. If no county codes are set up then no Search icon appears next to the field and you can enter any text in this field.

The first five characters of a customer’s last name or a company’s first name. This is used to assist in looking up customers. If the name is less than five characters in length, the remainder of the search field is left blank.

Sample search keys:

• WEST for Tina West

• FARM for Farm Services Inc

• ANDER for Bill Anderson

Denotes whether the selected customer is a miscellaneous, or "one-time", customer.

A miscellaneous customer is used to track quick cash transactions within the system. Invoices or quotes created for miscellaneous customers make the Ship To name field mandatory on the transaction.

If selected, exempts the selected customer from marketing campaigns.

Note:  If the Country code assigned to the selected customer has Responsible Marketing enabled, this field overrides the Email Campaigns field associated to each of the selected customer's contacts. 

In other words, when the Do Not Contact field is activated, even if the Email Campaigns field is activated for the primary contact, they will not appear as a valid recipient when configuring a marketing campaign email .

The company's business phone number.

Whether this field is mandatory is configurable. See Configuring Customer Add Settings.

The company's cell phone number. The icon opens the VitalEngage Text extension.

The company's e-mail address which is used throughout the system including e-mailing within Customer Care Marketing Campaigns. Whether this field is mandatory is configurable. See Configuring Customer Add Settings.

If you want to configure a MyDealer Web user account for the selected contact, you must configure a Business E-mail Address for the contact. For details, see the Configuring Users for MyDealer Web overview topic.

The current status of the customer profile (Active, Inactive or Prospect).

Note:  A customer with an open Integrated Rental contract cannot be made inactive.

To restrict the user to adding Prospect customers only, turn on the security switch Can Only Add Prospect Customers in system 996.

Choices are driven by the language loaded through Language Maintenance.

The selected language is used for printing the customer's documents throughout the system (such as parts invoice, work order, etc.). If no language is selected, the system uses English.

The sales term that applies to this customer profile. Terms are customizable and must be defined on the Terms screen.

Default terms available include:

• Abnormal Sales—a one time sale, it does not record transactions as a bin trip or update the parts sales buckets.

• Normal Sales—an open account where charges are allowed.

• Parts at Cos:—parts invoicing and parts requisition systems record the sales at cost. The sale price maybe overridden at the time of invoicing.

• Transfer—parts invoicing and parts requisition systems record the transactions at cost. However, the parts transfers never updates the parts sales buckets or bin trips.

• C.O.D:—prohibits the invoicing application from processing charges to this customer with an internal charge account. They can still charge to Farmplan or other charge accounts.

The normal Tax 1 code applicable to the customer. For example, code 1 may represent 6% federal tax.

Valid Tax 1 codes are listed and configured on the Tax 1 screen.

The normal Tax 2 code applicable to the customer. For example, code 2 may represent 7% provincial or state tax.

Valid Tax 2 codes are listed and configured on the Tax 2 screen.

The normal Tax 3 code applicable to the customer.

Valid Tax 3 codes are listed and configured on the Tax 3 screen.

The normal Tax 4 code applicable to the customer.

Valid Tax 4 codes are listed and configured on the Tax 4 screen.

The default Tax 1 and Tax 2 codes that are applied to any labor posted to work orders created for the selected customer, as specified on the Customer - Work Order Header tab.

Note:  If the selected customer also has an alternate Ship To address configured on the Ship To tab and default Labor Tax 1 and Tax 2 codes have been assigned to that address (as specified on the Edit Alternate Ship to screen), the default tax codes assigned to the Ship To address will tax precedence over the default tax codes assigned to the Customer Profile if the alternate Ship To address is selected for the work order.

The customer's discount code can be one of:

• An alphanumeric code specifying the discount given, as set up on the Discount screen. Each part sale is reduced to the maximum discount allowed for the part as recorded on the part record.

• X—the customer never receives a discount.

• if blank, then no discount rate has been assigned for this customer.

Apply a pricing group to this customer, as specified on the Customer Pricing screen.

The pricing level assigned to this customer profile. Available options include:

• No Level Assigned—normal pricing

• Level 1-4—pricing level 1-4

• List Price Before Price Increase—the list price before a pricing increase percentage has been applied.

• List Price After Increase—the list price after a pricing increase percentage has been applied.

• Cost—the cost of the part.

• Average Cost:—the Average Cost The average cost is automatically updated whenever parts are receipted in the system (either through inventory adjustments or parts orders). When a part is returned, the system uses the Average cost to return that part to Inventory. To calculate Average Cost, assume a part is added to the system with a cost of $10.00 and 2 parts are receipted. The average cost is $10.00 for each of these 2 parts. Now assume the cost increases to $12.00 later in the year and 1 additional part is receipted after that cost has increased. The new average cost is calculated as follows: (Old Avg Cost x Old on Hand) + (New Cost x Number of Parts Receipted at New Cost) / Old on Hand + Number of Parts Receipted OR (10.00 x 2) + (12.00 x 1) / (2 + 1) = $10.66of the part.

• Landed Cost:—the Landed Cost The Landed Cost of a part is the final cost of the part on an order after all applicable Order Creation and Order Update cost code factors have been applied to the Current Cost of the part. Cost factors are applied when the part is ordered and receipted into the system based on the order Type (eg. SO: Stock Order, MD: Machine Down, FI: Fill In, etc.) The Landed Cost of a part will, in turn, be factored into the Average Cost of a part (as specified in the Average Cost field of the Parts Profile tab.) For details regarding cost code logic, please see the Cost Code Logic topic in the FAQs and Troubleshooting section of the online help. For details regarding the Average Cost of a part, please see the Average Cost definition in the Glossary section of the online help. of the part.

If selected, the system automatically prints A/R statements generated for the selected customer.

Specifies the method of printing customer statements and the internal handling of outstanding invoices and non-applied credits.

Can be one of:

• Open Item—payments are matched to bills and statements are printed in an open item format. This format provides the most detail, but requires the most maintenance.

• Balance Forward—payments are matched to bills, but statements are printed in balance forward format.

• True Balance Forward—payments relieve the oldest debt, and statements are printed in balance forward format.

See: A/R Type Overview

Use this field to move A/R transactions from one or more source customers to a destination customer. The transactions will show up on the destination customer's A/R statement and the destination customer's Customer Number is loaded on the source customer's Statement Combination field.

When invoices are processed by a billing run for any source customer, they are transferred as outstanding A/R transactions for the destination customer. All other historical information (Invoice History, billing details, etc.) remains with the source customer.

An A/R statement may still print for the source customer if there was outstanding A/R prior to loading the statement combination customer number.

The customer-supplied purchase order number.

A Y in the PO Number field indicates that IntelliDealer users must enter a PO Number when creating an invoice, quote, work order, or rental contract for the corresponding customer. It also indicates that when the same customer is using MyDealer they must enter a PO number on the Shop for Parts screen.

Note:  If this profile's Customer Number begins with the word STOCK and the PO Number field is set as $STOCK$, then the customer profile is designated for placing machine down/stocked parts orders.

If selected, the system automatically prints parts invoices generated for the selected customer.

The Customer sales territory set up on the Territories screen.

Only territory codes set up on the Territories screen can be used within the Territory field. If no territory codes are set up then no Search icon appears next to the field and you can enter any text in this field.

The abbreviation of the township where the customer resides.

Only township codes set up on the Township Codes screen can be used within the Township field. If no township codes are set up then no Search icon appears next to the field and you can enter any text in this field.

The customer's lot number.

Only lot codes set up on the Lot Codes screen can be used within the Lot field. If no lot codes are set up then no Search icon appears next to the field and you can enter any text in this field.

The customer's concession number.

Only concession codes set up on the Concession Codes screen can be used within the Concession field. If no concession codes are set up then no Search icon appears next to the field and you can enter any text in this field.

The customer's business classification, assigned by your dealership.

Only business class codes set up on the Business Class Codes screen can be used within the Business Class field. If no business codes are set up then no Search icon appears next to the field and you can enter any text in this field.

The customer size classification, assigned by your dealership.

The customer's business type, used for classification purposes.

Only type codes set up on the Type Codes screen can be used within the Type field. If no type codes are set up then no Search icon appears next to the field and you can enter any text in this field.

Indicates whether the equipment is operated by the owner. Other dealer-defined codes can be used.

Only owner codes set up on the Owner Codes screen can be used within the Owner field. If no owner codes are set up then no Search icon appears next to the field and you can enter any text in this field.

Used to indicate a rating code for the Equipment Profile tab, as defined by your dealership.

Only equipment codes set up on the Equipment Codes screen can be used within the Equipment field. If no equipment codes are set up then no Search icon appears next to the field and you can enter any text in this field.

The number of calls to store on the system. Once the number of calls exceed this number, the oldest calls are purged at the end of the month provided that they are 2 years and older. If set to zero, calls are removed as soon as they are two years old.

If checked, then Personal Information cannot be disclosed for monetary or non-monetary consideration, to any third party who will use such personal information for their own purpose.

The category the call falls under.

The type of call.