Additional Customer Information

Additional customizable customer parameters and information can be maintained for each customer in this window as follows:

NAME CHECK LIST

Window to access the check list as outlined in Name Check List.
Any entries made into the Name Check List for this customer, will appear in a selection list during document entry at the counter, providing the ability to confirm that these people have been authorized by this company to rent.

If a name from this list is selected on a Contract, or Worksheet, a comment line prints on the document PICKUP BY: ..name.., and on a Reservation or Quote as "REQUESTED BY: name".

For standard documents and Crystal Forms this verbiage can be customized for two languages in the Document Field Labels table.
For Jasper documents refer to Jasper Appearance and Formatting window of Customer Forms for the language and label controls.

FOB ID's can also be assigned to records in the Name Check List that can then be entered or scanned in the rental document entry screen to identify the customer number for the document, or can be used to select a customer in the Document Customer Search and Accounting Customer Search windows.

DRIVER'S LICENSES

Window to access the list of Driver's licenses for this customer as outlined in Driver's License Search.
A license can also be captured if the customer was added on-the-fly.

Note: The feature to prompt for the Driver's license information to be entered either manually or using a scanner for Cash Customers, can be activated in the Divisional Contract Parameters.

For information on driver's licenses scanning options, refer to Driver's License Scanners.

CREDIT CARDS

Window to view any credit card information for the customer as outlined in Customer Credit Cards.

INSURANCE INFORMATION

Some firms require their customers to either take the Damage Waiver, or provide information on their insurance coverage to ensure that equipment and staff using the equipment will be covered against damage or loss.
Window to access the Insurance Information.

A flag in the Company Security Parameters can be set to display the customer's insurance information on the screen when entering Counter Worksheet, Contracts, Reservations, Quotations, Convert Reservation To Contract, and Convert Quotations To Contracts.

DATE OF BIRTH

Enter the customer's date of birth.

ALTERNATE LANGUAGE

Check this field to always print the documents such as Contract, Invoice, Quotation or Reservation for this customer, in an alternate language.
The alternate language processing can be activated from the Company Miscellaneous Parameters.

• For standard documents and Crystal Forms the wording of the alternate language fields is setup in Document Field Labels, and in Company Default Rates, and in the window on the description field of each product in Sales Inventory and in Rental Inventory.
• For Jasper documents refer to Jasper Appearance and Formatting window of Customer Forms for the language and label controls.

Uncheck this box to always print these documents in the standard language for this customer.
The standard language verbiage can also be customized in Document Field Labels and in the Jasper labels file.

AUTO BANK DEPOSIT

Uncheck this box if the auto bank deposit information is not relevant to this customer.

Check this box to indicate that this customer uses an auto bank deposit utility.
These are information fields only.

Click the icon to access the following bank deposit information:

BANK #

Enter the bank number for the automatic deposit.

BRANCH #

Enter the bank branch for the automatic deposit.

ACCOUNT #

Enter the account number, or select it from the window, searching by account number or account description.

Finished?

Click OK to accept and close the window.

INTERNAL/EXTERNAL

This is an information field only. Select one of:

• Select Internal to indicate that this is an Internal customer or employee.
• Select External to indicate that this is an External customer.
• Select Does Not Apply if this is not relevant to this customer.

Delivery/ Pickup Settings:
A Rewards Program can not be assigned to a customer if the customer has already been assigned any rental or sale discount percents, trade discount percents, special pricing, special rates codes, tiered prices or rates, loyalty plan or delivery/pickup billing code.
These fields are disabled if a customer has already been assigned a Rewards Code in the Customer Codes window.

DEFAULT DELIVERY

When entering reservations, rental quotations, or contracts, the prompt for DELIVERYis triggered with the default code.

Enter the default delivery Service Code for this customer when delivery is used, or select from the service code from the Service Search window.
If no service code is entered for the customer, the default service code for the document division assigned in the Divisional Delivery/Pickup Parameters will apply.

DEFAULT PICKUP

When entering reservations, rental quotations, or contracts, the prompt for PICKUP is triggered with the default code.

Enter the default pickup Service Code for this customer when pickup is used, or select from the service code from the Service Search window.
If no service code is selected, the division default in the Divisional Delivery/Pickup Parameters will apply.

DELIVERY/PICKUP CODE

The Delivery/Pickup Code can be used to assign special Delivery/Pickup rates to charge, for this customer.

This field can be left blank to use standard Delivery/Pickup rates or to use the Group Delivery/Pickup Rates, or select a Delivery/Pickup Code from the drop-down list, as setup in the Delivery and Pickup Pricing Codes.

Click on the icon to view the rates defined for this Delivery/Pickup code, as outlined in Delivery and Pickup Charges.

Note: When Delivery/Pickup Codes are assigned to a customer, the Group Delivery/Pickup Rates processing by Groups is disabled.

GROUP DELIVERY/PICKUP RATES

This option is disable if a Delivery/Pickup Code has been assigned to the customer.

Service charges for Delivery/Pickup can be determined by Equipment Groups.
This field provides the ability to flag specific customer exceptions and to enter special rates that over-ride the Group charges, as defined in the Group Delivery/Pickup Rates window.

PRINT OFF RENTAL ON INVOICE

This print setting only applies if the Enhanced Off Rental processing has been activated in the Support Application Parameters, where a default print flag for Off Rental information on the invoice can be set for the company.
This company default is over-ridden for a specific customer according to the following print flag.

Select one of the following for the default:

• Select Yes if the complete Off Rental information should be printed on the invoice for this customer.
• Select No if the Off Rentals should NOT print on the invoice for this customer.
• Select Company to default to the flag in the Support Application Parameters.

PRINT SAFETY NOTES ON INVOICE

A default value for this print option can be set in the Company Invoice Parameters and this company default can be over-ridden for a specific customer according to the following print flag:

Select one of the following for this customer:

• Select Yes if the Safety Notes should always be printed on the associated Invoice detail lines for this customer.
• Select No if the Safety Notes should NOT print on the Invoices for this customer.
• Select Company to default to the flag set in the Company Invoice Parameters.

SEND LIEN NOTICE

This flag defaults to any new sites setup for this customer in Customer Site Information but can be over-typed on the site record as required.
Select one of the following for the default:

• Select Yes to activate the lien notice feature on sites for this customer.
• Select No to default the lien flag on sites for this customer to no.
• Select Does Not Apply if the lien information is not relevant for sites for this customer.

MAXIMUM CYLINDERS PER YEAR

This parameter only applies if the Cylinder Billing feature is activated in the Company Rate Parameters.

Enter the maximum yearly number of containers allowed for cylinder billing for this customer if applicable.
A warning will be triggered in Cylinder Entry for the customer if the count is exceeded.
It is display only and will not actually restrict the number of cylinders leased during the year.

EDI CAPABLE

Check this box to permit invoices for this customer to be exported to a text file using the utility Export Customer Invoices To Text File.
Uncheck this box if this customer's invoices should not be exported to a text file.

BILLING SETTINGS

Billing parameters unique to this customer can be defined in the Billing Settings window.

ID

This field can be used to capture additional identification information for the customer such as a driver's licenses or other ID.
When ID information is entered on a document, it automatically updates this field, unless this is the blank customer number or is configured as a clone customer in the Divisional Contract Parameters.

The ID field can be set as a mandatory field on documents, in the Divisional Miscellaneous Parameters.
The ID prints on the invoice when flagged in the Divisional Invoice Parameters

Note: The ID field should be unique (though this is not forced) for each customer, as it is one of the fields that is checked when identifying customers with a risk status, in Bad Risk Customers.

REFERENCE

This is similar to the ID field and is useful for storing further identification on the customer.
When Reference information is entered on a document, it automatically updates this field, unless this is the blank customer number or is configured as a clone customer in the Divisional Contract Parameters.

The Reference field can be set as a mandatory field on documents, in the Divisional Miscellaneous Parameters.
The Reference prints on the invoice when flagged in the Divisional Invoice Parameters

This field also should be unique (though again not forced to be unique) for each customer, as it is one of the fields that is checked when identifying customers with a risk status, in Bad Risk Customers.

Use the Comments field for other useful information, such as expiry dates, etc.

EUROPEAN VAT CODE

Enter the "Value Added Tax" number if relevant for this customer.

GOVERNMENT ID CODE

Enter the optional Government ID for your firm.
Generally these are unique codes, so a warning is generated if a duplicate code is entered, however duplicates are allowed. Any customers having the same Government ID are displayed in the Government ID Search window.

The Government ID can be used to search for customers in the Accounting Customer Search window.

AUSTRALIAN BUSINESS NUMBER

When the currency is defined for an Australian company in the Company Information this prompt becomes the "Australian Business Number" (ABN) field instead of the Government ID.
The ABN is displayed in the Contract Detail Additional Options window and is printed on the Contract Report spreadsheet when the PPSR details are included.
The ABN is mandatory by Australian law and not having the ABN recorded can result in PPSR registration being void.

AUSTRALIAN COMPANY NUMBER

Enter the optional Australian Company Number (ACN) if relevant for this customer with a maximum of 60 characters.

The ACN is displayed in the Contract Detail Additional Options window and is printed on the Contract Report spreadsheet when the PPSR details are included.
The ACN is mandatory by Australian law and not having the ACN recorded can result in PPSR registration being void.

SEND SURVEY

The Customer Satisfaction Survey can be setup by Division in the Customer Survey Configuration window of the Divisional Miscellaneous Parameters.

Check this box to default the "Email Survey" flag on the Contract and Worksheet header to YES in the Document Additional Information window, that will cause the Satisfaction Survey email to be triggered Rental Return.
Also by checking this Send Survey box for the customer, any new contacts added for this customer in the Contact Information window will be checked to receive the Survey Email.

Uncheck this box if the default on documents should be NO to send the survey, if new Contacts for this customer should not be automatically flagged to receive the Satisfaction Survey email.

This email default can always be changed manually in document entry in the Document Additional Information window, and in the Contact Information window, or can be cancelled when the Compose Email pop-up is generated in Rental Return.

DOCUMENT SITE# MUST BE VALID

This option controls whether defining a Site on each document for this customer is mandatory information.
Select one of the following:

• Select Yes if all documents for this customer require a Customer Site to be assigned.
  This required field applies only to documents and does not apply to Customer Information, Customer Site Information, or Point Of Sale Invoices.

• Select No if sites are optional on any documents for this customer.

• Select Respect Company to cause sites to be mandatory or optional on documents for this customer depending on the company wide "Document Site Number Must Be Valid" flag set in the Company Contract Parameters.
  This is the default setting.

Finished?

Click OK to accept the information and close this window.