Accounts

Purpose

The Customer Accounts Window is used to establish and maintain Customer Accounts.

Restrictions

The user must have the Job Right ‘Office - Accounts’ to access the Customer Accounts Window. Only Customers with the “Allow Charge” option are displayed in the Customer Accounts Window. The Customer Module must be purchased to create more than 25 Customer Accounts.

Accessing the Accounts Window

While in Focus Setup, select Customers > Accounts.

Figure 3.2 Customer Accounts Window

Figure 3.3 Customer Accounts Window Fields

Field	Description
Accounts	The list of existing Customer Accounts sorted alphabetically by Last Name or Account Number as setup in Miscellaneous > General > Customer > Customer Account Options > Account Order. The number of Customer Accounts will be displayed at the top of the Customer Accounts list box in parentheses.
First Name	Required - The Customer’s First Name, up to 20 alphanumeric characters.
Last Name	The Customer’s Last Name, up to 20 alphanumeric characters.
Phone #	The Customer’s Phone number, up to 10 numeric characters.
Account #	The Customer’s Account Number, up to 20 alphanumeric characters. If the Miscellaneous > General > Customers > Customer Options > Unique Account # option is set, a unique account # is required. Note: The Account # may be captured by swiping a Track 2 encoded Magnetic Card.
Picture File Name	An image that represents the Customer. The Customer’s picture will be displayed in the upper right corner of the Customer Found Window.
Address	The Customer’s Address, up to 30 alphanumeric characters.
Apt./Suite	The Customer’s Apartment or Suite Number, up to 5 alphanumeric characters.
City	The Customer’s City, select from the list of pre-configured Cities. Note: If the ‘Miscellaneous > General > Customers > Customer Options > Enter City Name Not in List option is on then the city name may be entered.
State	The Customer’s State, select from the list of pre-configured States.
Zip Code	The Customer’s Zip Code, up to 5 numeric characters.
Delivery Zone	The Customer’s Delivery Zone, select from the list of pre-configured Delivery Zones.
Delivery Instructions	Special Delivery Instructions for the Customer Account, up to 3 lines with 35 alphanumeric characters.
Phone #2	Displays the Customer’s Phone #2 (typically a mobile phone number), up to 10 numeric characters.
Fax #	Displays the Customer’s Fax Number, up to 10 numeric characters.
Comments	Any other information regarding the Customer, up to 60 alphanumeric characters.
Do Not Deliver	Delivery is not allowed for the Customer. Note: The warning “Do Not Deliver” will flash on the Customer Window in Focus Order Entry.
Bad Check	The Customer has previously written a bad check. Note: The warning “Bad Check” will flash on the Customer Window in Focus Order Entry.
Allow Charge	The Customer is allowed to charge. Note: This option controls whether the Customer will be displayed in the Customer Accounts Window. The warning “Do Not Allow Charge” will flash on the Customer Window in Focus Order Entry.
VIP	The Customer will be noted as a VIP on the Customer Window in Focus Order Entry.
Returned Mail	Alerts the user that a new Address is needed the next time the Customer Account places an order. Note: The warning message “Returned Mail” will flash on the Customer Window in Focus Order Entry.
Require Approval	Approval will be required before an order may be placed for the Customer Account. The Job Right 'Customer – Approve' is required.
E-mail Address	The E-mail Address, up to 30 alphanumeric characters.
Company	The Company name, up to 25 alphanumeric characters.
Birth Date	The Customer’s Birth Date (mm/dd/yyyy).
Anniv. Date	The Customer’s Anniversary Date (mm/dd/yyyy).
Charge Limit	The Customer Account balance may not exceed this amount. There is no preset limit if the Charge Limit is not specified.
Balance	The Customer Account’s current Balance. Customer Accounts with a credit balance will be displayed with a negative sign (–). The Balance cannot be modified after the Customer Account is added.
Loyalty Plan 1-4	The Loyalty Plans the Customer Account has membership.
Discount (Instant)	Discount (Instant) allows unique Discounts to be applied to individual Customers that are members of an Instant Discount Loyalty Plan. Simply leave the Discount field blank for the Loyalty Plan and select a Discount (Instant) for each Customer. The selected Discount will then be applied to each qualifying Customer check automatically.

Figure 3.4 Customer Accounts Window Commands

Close	Closes the Customer Accounts Window.
Save	Saves current changes.
Add	Allows a new Customer Account to be added to the Customer Account list. The Phone Prefix (Area Code and Prefix), City, State, Zip Code and Delivery Zone default to the settings in Miscellaneous > General > Customer > Customer Options > Default Phone Prefix.
Delete	Deletes the selected Customer Account. Note: A Customer Account may not be deleted if the balance is not zero.
Tools	Print	Prints a list of Customer Accounts.
	Print Labels	Print Customer Account mailing labels.
	Quick Set	Allows the user to set configuration options for multiple Customer Accounts at the same time.
	Import	Allows the user to Import Customer Accounts.
	Export	Allows the user to Export Customer Accounts.
	Close	Closes the Tools Window.
Find	Allows the user to access the Customer Filter Window. Note: Pre-configured filters can be used for searches on the Customer Accounts database.
Loyalty Detail	Displays sales and Loyalty information for the Customer Account.
Cancel	Cancels changes made prior to saving.

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