Adding and Editing Customers (Detailed) [with video]

On the main menu, navigate to Setup > Customers.

This will take you to a list of all your existing customers, allowing you to select and edit them in detail. Additionally, you can create new customers from this screen.

To edit a customer, simply select them from the list. If you have a large customer database, you can use the search and filter options at the top of the screen to narrow the results shown.

To add a new customer, simply press the New Customer button.

In many cases, the billable customer will be a business entity, with one or more people acting as your point of contact for that entity. In this case, ONE customer is set up for the business, and one or more contacts are created for that customer.

When editing or adding a new customer, there is a large range of optional places to store information. Following is a summary of some of the data that can be stored against a customer.

“Customer Details” Tab:

Company / First / Last Name: Either the Company or First / Last Name are required at a minimum to save a customer file.

Code: A requirement of many external accounting and bookkeeping solutions (such as MYOB or Xero), you can record a customer specific identifier here. (Tip: HirePOS can be set to automatically increment the customer code for new customers via Setup > Preferences > Misc > “Automatically Increment Customer Code”).

Email: The customers default email address. This will be the address that is used by default when sending emails to the customer from HirePOS.

ABN: You may optionally record your customers ABN.

Address: The billing address for the customer. This can also be easily used as the delivery address when creating sales.

Zone: This is a Delivery / Pickup related setting, it can be used help sort and plan delivery runs, and even automate your delivery charges. For more information on Zones, please read the related help doc.

Phone: You can store up to 3 phone numbers directly against a customer. You can also set these numbers as “mobile” numbers, allowing you to send SMS messages to your customer directly out of HirePOS.

Website: A place to store a link to your customers website.

Referral Source: A handy way to categorise where your customers have come from. You can select from previously used sources via the drop-down list, or alternatively freely type in to this field to add a new source. HirePOS will let you report on sales by referral sources, which can be a very handy tool in the development of any business. (Tip: Selecting a Referral Source when creating a new customer can be made mandatory via a popup in Setup > Preferences > Checklist & Referral Sources)

Summary Notes: A handy place to put customer specific notes. These are visible only from within HirePOS and are specifically for internal use only.

“Other” Tab:

Licence No: Can be used to store the driver’s licence or similar identification number of your customer.

Licence State: The issuing state of the customers identification document.

Licence Class: In the case of a Drivers Licence, this is the vehicle types a driver can drive.

Licence Expiry Date: The expiry date of the identification document. (Tip: HirePOS will alert you if a licence has expired when loading the customer file or sale via the sales screen).

Expired Drivers Licence HirePOS

Vehicle Rego: The registration number of the customers vehicle.

Date of Birth: The customers date of birth.

Sales Representative: You may select any of the staff members set up in your system to be the primary “Sales Rep” or “Account Manager” for the customer. Doing this will give you access to reports like the “Sales by Sales Representative”, which can be very helpful in working out things like commissions, bonuses, and the related. 

Credit Limit: This is a useful tool that will let you set a maximum value that a customer’s account can add up to before HirePOS will start to alert you. A Setting of ‘0’ will define the customer as a “cash only” customer. This will cause a prompt to show on the sales screens, alerting you that this is a cash only customer, and that payment is required upfront. It will also show any monies owed by the customer as “overdue”, regardless of the due dates on the invoice. 

Credit Limit Exceeded

Stop Credit: The “Stop Credit” setting will place an alert on the customer’s page, and in any invoices billed to the customer. Additionally, it will prevent any new invoices from being created for the customer. Primarily used in a “bad debtor” situation. 

Payment Terms: You are able to select customer specific payment terms for individual customers. For example, your company may normally expect invoices to be paid with in 14 days after they are issued, but you may have one customer that you allow 60 days to make payment. In this case, assuming your global default is 14 days, you could select a “60 day after invoice date” for this customer. (Tip: Your system wide payments terms can be set up in Setup > Preferences > Payment Terms. Additionally, a global default payment term can be selected in Setup > Preferences > Sales.)

Sales Prompt: Lets you input a short message that will appear onscreen when opening the customers file on the sales screen, or when working with a sales record for that customer.

Returns Prompt: Similar to the Sales Prompt, but appears on the Returns Screen

PO Number Required: This checkbox will force users to enter a PO number for this customer before being able to save a sales record.

Cloud Drive Link: A quick way to link to an internet location of your choice. This might be a document, image, of folder. Just paste in the hyperlink from your desired cloud storage location.

“Discounts” Tab:

It is possible in HirePOS to define customer-specific pricing and discounts in a number of ways.

The 4 “Discount %” fields on this screen allow you to define a percentage that will autofill to particular line items on quotes and invoices generated for this customer.

General Discount %: Affects ALL line items on an invoice. (use with caution)

Hire Discount %: Affects all items that are of a “Hire” Item Type

Sales Discount %: Affects all items that are NOT of a “Hire” Item Type, and are also not set as “Non-Stock”

Non-Stock Discount %: Affects all items that are set as “Non-Stock” in their item setup. 

No Damage Waiver: Prevents damage waiver auto-add if one has been set up in Setup > Preferences > Sales.

Specific Item Discounts: This section allows you to define specific prices or percentage discounts on a per-item basis for this customer. Please reference the HirePOS Help Centre for more information on this tool. 

“Custom Fields” Tab:

HirePOS understands that every business is different, and the information each business needs to record can vary. For this, we have Custom Fields. You can define the names of these fields in Setup > Customers, and then add information at the customer level to populate these fields. For example, you could call Custom Field 1 “Favourite Colour” and then proceed to record the favourite colour of all your customers. 

Category: Like items, you can categorise your customers. Often this is used to separate customers by industry, or entity type, or payment method. The customer category can be used to filter lists of customers on several key areas of the software including the Batch Email screens, EOM Rollover, and many reports.

Invoice Message: If you wish to define a customer-specific invoice message for all sales generated against customer, you can do so here. This will pre-fill on any new records and be visible on your invoice documents. This will override your default invoice message if one is set in Setup > Preferences > Sales.

Docket Message: Like Invoice Message, this will override any global defaults, and populate the docket message for any new records created for the customer. 

“Images” Tab:

You can store images against a Customers. This is most frequently used to store images of a driver’s licence or other identification document.

You can take photos directly from the application if you have a webcam attached to your computer, or if you are using a tablet or laptop with an integrated camera.

Alternatively, you are free to drag and drop any image file from your computer directly into the marked area. 

“Contacts” Tab:

Customers might be a person, OR it might be a company for which you have multiple contacts. In the case of the latter, you can use the contacts tab to add and edit contact records for the customer.

A contact can hold most of the same basic ID and communication info that we can assign to a customer.

Press “New Contact”

Contact Name: The full name of the contact

Position: Optional. The contacts role in their company

Email: The contacts email address. This will be selectable when emailing out documents.

“Include” checkboxes: These allow you to have certain contacts included as recipients when emailing specific documents out to this customer.

Address: The address of the contact. This can also be easily used as the delivery address when creating sales and will be available as a top suggestion when using the drop-down menu in the Delivery/Pickup Details screen.

Phone: You can store up to 3 phone numbers directly against a contact. You can also set these numbers as “mobile” numbers, allowing you to send SMS messages to your contact directly out of HirePOS.

Licence and Rego: In the same manner that we can store this information for the customer, we can also store it for individual contacts. 

Notes: A place for internal use notes relating to the contact.

Images Tab: Like customers, you can store images against a contact. This is most frequently used to store images of a driver’s licence or other identification document.

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