BASIC OVERVIEW - Customer Update

Pear Tree
2016-11-10 15:47

Contents

Logging In

Navigating Menus

Top Menu Items

Side Menu Items

Help:

Features

Common Buttons

Adobe Features:

CUSTOMER UPDATE

Contacts

 

Logging In

 

1.      Double click on the Peartree Icon on your desktop,

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2.     A pop up box will appear.

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-        Type in your Login Name used when logging into your computer.

-        Type in your Password used when logging into your computer.

-        Do not check Remember my credentials.

Navigating Menus

 

Different Users will have Menu items on the top and side of the screen, depending on what Permissions have been allowed for your login.

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Top Menu Items

 

1.      To use the Menu items on the top of the Window, simply put your cursor on the Title.  Do not click on the Mouse.  The different Menu items will appear.

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2.     If the Menu item has a sub-menu, you will see a white arrow to the right of the item.  Once again place your cursor on the title and more window options will show.

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-        The menu item with the cursor will show in white.

-        If there are more menus, you will see arrows to the right of the window title.

-        If there are no more menus for a section, there will not be an arrow to the right.

 

3.      To go further, place your cursor again over the menu item with an arrow to see the next set of options.

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4.      Keep selecting submenus until you have reached the menu you wish to open.  This menu will not have an arrow to the right of the title.

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-        Left-click on this submenu to open the window.

 

Side Menu Items

 

-        To use the Menu items on the side of the Window, simply put your cursor on the Title.  

-        The Menu title will be highlighted in Green.

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-        Left-clicking on the highlighted title will open the window.

 

Help:

 

Contents:

 

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-        On Line Help Menu.

-        Multiple levels.

-        Modules are the same as the Top and Side Menu Items, though not in the same order.

-        Alphabetical Order by Top and then by Side Menu.

-        Keep clicking on the Blue Book until you reach the window desired.

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-        Blue Book: image011.png

o   Has Sub-menus.

-        Open Book: image012.png

o   Menu opened to sub-menus.

-        Question Mark: image013.png

o   Link at bottom level of menu.

o   Information for the window now displayed.

Index:

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-        List of Links in Alphabetical Order.

 

Search:

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-        Type in Key Words for Link for which you are looking.

New Tab for Multiple Window sessions

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-        Clicking on the New Tab Button will open another Window.

 

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-        Type in the Domain Name.

-        You can have one screen open for data entry and another to look up information.

-        Should not be entering data into multiple windows at once.

 

Features

 

There are a number of components in the system that will repeat, no matter what window you are in.

1.     Underlined titles:  

-        Clicking on any Underlined title will bring up a Table, from which you can choose.  

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2.     Dropdown arrow:

-        Some fields use a dropdown to see all choices that are available for that field. 

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-        New options can be added from another screen.

 

3.     Tables with  +, > and x symbols.

-        Add, Insert or Delete a row.

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-        +:  Add a row to the Table.

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-        >:  Insert a row between two rows on the Table.

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-        X:  Delete that row from the Table.

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-        Tabbing through the bottom row will also add a new row below it.

 

Common Buttons

 

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Submit:

-        Submits and saves any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        If any new information has not been submitted it will be lost.

 

Delete:

-        Deletes all entered information from the system.

-        System will check to see if there is any open history.

-        Will not Delete if anything is open.

-        Can make the Customer Inactive instead of Deleting.

-        A warning will appear if this is the case.

 

Print:

-        Always Previews before Printing.

-        Uses Adobe Reader (pdf).

-        For a Report, leave all fields Blank in order to pull all data from the system.

Adobe Features:

 

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image030.png Save

-        Save the Report/Window to a pdf file.

-        Can be attached to an e-mail.

 

image031.png Print:

-        Prints the page(s).

-        Can select the Printer, if it’s not the Default.

 

image032.png Scroll Buttons:

-        If more than one page, can scroll up and down.

 

image033.png Zoom Out:

-        Makes Preview smaller so more information can be seen.

 

image034.png Zoom In:

-        Enlarges the page on the screen.

 

image035.png Adobe Toolbar:

-        Adds the Adobe Toolbar to the screen.

-        Buttons vary depending on what the User has specified.

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CUSTOMER UPDATE

 

Customer Update allows you to enter a new customer’s information into the system, or make changes to an existing customer.  A customer is any individual or business to whom Units and Parts are sold, or for whom services are provided.

 

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Any field with an asterisk (*) is mandatory.

 

Customer ID:  (If the Customer ID is not known, the User can click on the Underlined title and bring up a list of Customers already added to the system.)

-        Cannot be changed once Submitted.

-        Field is alphanumeric.

-        There is no limit on the number of characters.

-        Hyphens and spaces are not allowed.

-        Clicking New will create a system generated ID.

-        Submit creates the ID.

 

Surname:  Mandatory

-        Some form of ID MUST be used.

-        If it is a business, the business name can be put here.

-        Alphanumeric.

-        No limit on characters.

First Name:

-        Alphanumeric.

-        No limit on characters.

 

Middle Name:

-                 Alphanumeric.

-                 No limit on characters.

Title:

-                 Alphanumeric.

-                 No limit on characters.

 

Address:

-        Alphanumeric.

-        No limit on characters.

-        Can be a PO Box or a Street address.

 

City:

-        Alphanumeric.

-        Unlimited characters.

 

State/Province:

-                 Alphanumeric.

-                 Two characters.

-                 Enter the Code manually or click the Underlined link to choose from the Table.

-             Codes found in State Code Table.

-             If a Code is not entered for the Province/State, one must be entered in the Province/State Table before it can be used (System Admin – Configuration – Location – State/Province).

 

Country:

-        Select from dropdown.

-        If the Country is not showing, one must be entered in the Country Table before it can be used (System Admin – Configuration – Location – Country).

 

Home Phone:

-        Numeric

-        Enter the ten digit number with or without dashes.  The system will automatically reconfigure.

-        If incorrect format is used, an Error Message will appear.

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Zip/Postal:  

-        Alphanumeric.

-        For Canada, MUST be entered in the Canadian Format:  X9X 9X9.

-        If entered incorrectly, the following Error Message will appear.

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        -         For US, MUST be entered in the US Format:  99999 or 99999-9999.

        -         If entered incorrectly, the following Error Message will appear.

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**** State/Province, Country and Zip/Postal must match.  If a State Code is used, the Country must be US and a Zip used.  If a Province Code, the Country must be Canada and a Postal Code used.  If they do not match, a warning Error will appear.  ********

 

Business Phone:

-                 Numeric

-                 Enter the ten digit number with or without dashes.  The system will automatically reconfigure.

-             If incorrect format is used, an Error Message will appear.

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Extension:

-        Numeric.

-        Unlimited numbers.

-        After three digits are entered, a comma will appear after the first digit.

-        If anything other than a number is entered, an Error message will appear.

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Fax Number:

-                 Numeric

-                 Enter the ten digit number with or without dashes.  The system will automatically reconfigure.

-                 If incorrect format is used, an Error Message will appear.image043.png

Email:

-        No set format.

-        Alphanumeric.

-        Unlimited filed.

 

Charge To ID:

-        Links to another Customer Profile.

-        Customer to be linked to must already be entered in the system.

-        If Customer not entered, an Error message will appear.

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-        Used to link different Profiles together if charging to one Customer only.

-        Used if you wish to bill purchases to someone other than the customer.

-        The Charged To Name will automatically appear in the space below.

-        May also be used to link Profiles if different Customer ID Codes are entered for one Customer.

 

Account Customer:

-        The Option is Yes or No.

-        Defaults to No.

-        If this customer is going to have credit with your dealership, and will be able to charge his/her purchases to an account, choose Yes.

o   This will change the Mandatory fields needed.

-        If Yes is chosen, a new field will appear next to it:  Require PO?.

o   The Option is Yes or No.

o   Defaults to No.

 

Require PO?: (Added in Version 6)

-        The Parts Sales window has a PO No. field.  

-        If Yes is chosen AND the customer is charging the sale On Account, a PO number must be entered before any information can be submitted.    

 

Customer Type:

-        Four Options: Business, Dealer, Manufacturer, and Retail.

-        Default is Retail.

-        Retail is used for a walk in customer..

-        Business and Dealer are used if selling to another Business or Dealer.

-        Manufacturer is a customer/vendor and will be discussed later.

o   If chosen, will create a new field – MFG Labour Rates – above Comments field.

Comments:

-        Any further information about this customer can be entered here.

 

Entry Date:

-        Defaults to Today’s Date.

-        Will appear as set up on the Computer (D/M/Y, M/D/Y, etc).

-        The format MM/dd/yyyy is recommended.

 

Language:

-        Choose from dropdown.

 

Standing PO No:

-        Alphanumeric.

-        Unlimited characters.

-        Not mandatory, even if Require PO? is set to Yes.

-        If a PO No is entered, will print on an Invoice for this Customer.

 

Sales ID:

-        Choose from the dropdown.

-        Populated in a Table (System Admin – Configurations – Tables – Salesperson – Update).

-        Only Salespeople added in the Table will appear in dropdown.

 

Discount %:

-        Numeric only.

-        Applied to Parts and Services only, not to Units.

-        If anything else is entered an Error message will appear.

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-        Must be less than 100 or an Error message will appear.

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-        Must not be negative or an Error message will appear.

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Days Allowed:

-        If allowed to charge parts, how long the Customer has to pay.

-        Numeric only or an Error message appears.

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-        Must not be a negative number or an Error message appears.

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Terms Desc.: 

-        Reference field.

-        Alphanumeric.

-        Unlimited space.

-        Payment Terms description.

 

Prospect ID:

-        Prospect ID from CRM (Customer Relationship Management) module.

-        Can link the Customer to the Prospect.

-        Clicking on the link shows a list of all the Prospects in the system.

 

Credit Amount:

-        If a Customer has Yes showing On Account, a credit limit can be set.

-        Nothing entered means Unlimited Credit, not Zero Credit.

-        Numeric only or an Error message appears.

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-         Unlimited field.

Blacklisted:

-        Used for customers with whom you do not wish to do business.

-        Choosing Yes from the dropdown prevents any further transactions with this Customer.

-        Default is No.

 

Tax Code: Mandatory

-        Select the appropriate sales tax from the dropdown to apply to this customer’s orders.

-        If the appropriate Sales Tax is not showing, it can be added to the associated Table (System Admin – Configuration – Tables – Tax – Codes).

-        System automatically calculates the Customer’s tax amount.

-        For Default purposes only.  Can be changed in other windows.

 

Tax Exempt No.:

-        If a Customer is exempted from Sales Tax, the Tax Exempt number can be entered here.

-        Alphanumeric.

-        Unlimited space.

 

Wholesale:

-        FYI only.

-        Defaults to No.

 

Price Code:

-        Shows options for part prices (not applicable to units)

-        Used in conjunction with Price Grids.  If the desired price level is not showing, it can be added to the Price Grid table (Inventory – Parts – Administration – Price Grid – Price Grid Update).

-        Defaults to Retail.

    

A/R Code: Mandatory

-        Defaults from the Store Profile (System Admin – Parameters – Store – Cust Tab). 

-        Can be changed from the default showing using the dropdown.

-        If the proper A/R Code is not showing, it can be added to the applicable Table (Finance – Receivables – Administration – A/R Code Update).

-        Cannot be changed after entering sales or work orders for the customer.

 

Funds Code:

-        Automatically defaults from the A/R Code chosen.

-        Field cannot be edited.

 

Comments:

-        Freeform.

-        Alphanumeric.

-        Can manually enter comments about the Customer.

-        Unlimited space.

 

Activity Log:

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-        Can communicate between different departments about a Customer.

-        Clicking on the light green in the # column allows the User to Delete the Comment.

-        Clicking on the light green Activity Field shows the Comment in a pop up window.

Contacts

 

Contact:

-        Alphanumeric.

-        Unlimited space.

-        Type in Contact Name.

 

Contact Phone:                   

-        Freeform.

-        Alphanumeric.

-        Unlimited space.

-        Type in Contact Number.

 

Contact Cell:

-        Formatted.

-        Numeric

-        Enter the ten digit number with or without dashes.  The system will automatically reconfigure.

-        If incorrect format is used, an Error Message will appear.

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Contact Email:

-        Freeform.

-        Alphanumeric.

-        Unlimited space.

 

Submit:

-        Submits any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        Any new information added that has not been submitted will not be Saved.

 

Delete:

-        Deletes the Customer from the system.

-        System will check to see if there are any open Work Orders, Invoices or Parts Sales.

-        Will not Delete if any of the above is open.

-        Can make the Customer Inactive instead of Deleting.

 

 

 

 

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