For all purposes, this is probably one of the most important steps to complete. No customers = No money – so remember to thank your sales team for doing their jobs and bringing in customers. There are two ways to add a new customer. The first way is to create the customer from the sales lead and the second way is manually add a new customer.
1.1 Adding a customer: Process summary.
Go to the “Customers” drop-down list and click on the first option – “Add a Customer“.
1.1. Company vs. Individual customer.
Once you have done this, a pop-up screen will appear. On this screen, you can start filling in the details of the customer. Once the screen has popped up, you will have the option of choosing if it is a company or an individual customer. Obviously, there are differences between adding a new customer and adding a new company to the system. Adding a company has additional fields like Company Name, VAT number and contact name whereas adding a new individual customer has none of these.
Although it is important that all detail should be filled in, there are some compulsory fields that are non-negotiable. Should one of these fields not be filled in, the system will show you which fields are compulsory, highlighting it in red. When adding a new company, the
1.2 Adding all the details:
1.2.1 Customer Group & Billing Group:
|Pink:||These are groups like staff, highsite owners, names of estates, resellers etc.|
This is to define on which day the customers would like to have their Debit Order (DO) deducted. Please note that this differs from WISP to WISP. Please ensure that you know the date(s) on which your WISP runs DO batches and that you don’t make promises to customers that you can’t keep.
1.2.2 VIP Customer & Customer type.
|Blue:||This is to mark the customer as an Important customer – for example High paying customers will be marked as VIP.|
|Green:||Choose whether the new customer is an individual or a company.|
1.2.3 Filling in the customer details:
Let me start off by mentioning that you cannot generate a customer code if the customer’s details are not filled in. This means that you first need to fill in the Company Name or the contact name before you can generate a code. In the red section below you will see all the required fields that should be filled in for companies. In the blue section below, you will see all the required fields that should be filled in for normal home users and their families.
* Even though all these are not compulsory fields, please be diligent and try to fill in as many details as possible.
1.2.4 Accounting code – a.k.a customer code.
The good news is that you don’t have to figure out the customer code by yourself. The bad news is that the customer code is never allowed to change – even if the customer name/ business name might have changed. After you have filled in all the customer’s details, click on the “Generate” button and watch the system generate a code for the customer. It doesn’t matter how many times you push the generate button, you will get the same code every time.
1.2.5 Address Details:
Even though this is not a compulsory field when you are adding a customer, please remember to add this. Just click on the “Address Detail” tab and then fill in the physical or postal address.
1.2.6 Portal Login:
This is related to the login details for the customer portal. This is not something you have to worry about or work on. As soon as you generate the customer code, the “Customer Portal Username” will automatically be filled in with the “accounting code”.
If the customer has forgotten their password, then you can send them a “Reset Password” link. To do this, go to the customer profile, look for the account detail section, and then click on the Blue “Reset Password” button.
1.2.7 The SageOne ID:
This ID is related to the syncing functions with SageOne – the online accounting system we use for reporting functions. This ID will also automatically generate a number as soon as a new customer is created. This ID is never to be tampered with as this will ensure for lots of drama, syncing issues and a broken customer profile.
Even though it says “Be VERY careful when editing this ID”, please do not attempt to edit this without permission from the Systems Administrators.
1.2.8 Account Expiry:
This section is for the accounts department only. The accounts department will use this section for customer who need to be suspended due to non-payment as well as all customer who cancel their services with us. Remember to click the Save changes button before closing the screen.
|Pink:||Here you can see where to find the “Account Expiry” tab.|
|Blue:||This is the section you use when a customer cancel their services.|
|Green:||The big red button is the one you use when the customer doesn’t pay and they need to be suspended.|
1.3 Adding a customer from a sales lead.
“Sales leads” is a function that was built into DataTill for the purpose of following up with customers who have inquired about our services. After the sales person has followed up on the lead, a quote can be created and sent to the customer. One of the steps in the sales lead process is to create the customer. You can see the “Create” button in the orange section. Click on the button.
After clicking on the “Create” button, a pop-up screen will appear. On this screen, you will focus on the “Account Detail” tab and the “Address Detail“. Information like company name (if applicable), the contact name, the mobile number, email address and the address detail will already be filled in. All that’s left to do is adding the rest of the information: Is it a VIP customer or not? Generate the Accounting Code and add the primary telephone number. When all the fields are filled, check that the information is correct and then click on the add customer button.