Customer

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Icon.Customer.png The Customer module, located in the Sales group, allows customer information, including addresses, groups, and details to be added and edited.

Module buttons

New Button.png New creates a new customer.

Save Button.png Save saves any changes made to the customer.

Delete Button.png Delete deletes a customer.

History Button.png History opens the Purchase History report for the customer.

Check Balance Button.png Check Balance Gets the customer's balance from the accounting system. This is also available on the sales order.

Email Button.png Email opens a window to compose an email. If the module's default report is specified, the PDF report will be attached. Email can be configured on the Email tab tab of the Small.Settings.png Settings module.

Print Button.png Print sends the default module report to the printer.

How To Button.png How To opens this article in a web browser.

Refresh Button.png Refresh reloads whatever is currently open in the module.

Create a new customer

The only required fields when creating a new customer are the name and the street address. Once a customer has been created, the information entered may be edited at any time. Follow these steps to create a new customer in the Fishbowl database.

  1. In the Sales module group, choose the Small.Customer.png Customer module. This will open the Customer Details window. All existing customers are listed on the left below the search pane.
  2. Click the New Icon Button.png New button on the module toolbar to launch the New Customer Wizard.
  3. Enter the customer's name and account number (optional) in the appropriate fields. To help with searching, Fishbowl requires that all customers have a unique identifier. No two customers can have the same name. This makes it possible to quickly distinguish between customers in the customer drop-down boxes found throughout Fishbowl. If the database already contains a customer with the name being added, add a unique identifier to the name using numbers, zip codes, area codes, or a business name.
  4. If desired, specify a Customer Job. This makes it possible to associate any number of sub-customers with an existing customer. Use the drop-down to choose the desired parent customer. Once the information on step 1 has been entered, click Next.
    Create new Customer.png
  5. Enter a Main Address for the customer and click Next. If a customer needs multiple addresses, for billing shipping, etc., these may be added via the Customers import or through the Address tab.
  6. Enter the customer's phone number, fax number, mobile number, other number, and e-mail address, and click Next.
  7. The Customer Details step displays some of the fields found on the Details tab of the Small.Customer.png Customer module.
    Customer Details step.png
  8. If desired, use the arrows in the center of the Customer Group window to add the new customer to any existing customer groups. If the desired group has not yet been created, create a customer group first and then add the customer to the group later using the Groups tab on the Customer Details screen.
    New Customer Add Group 2.png
  9. Use the Customer custom fields step for including any additional customer information. Custom field types can be modified in the Small.Custom Field.png Custom Field module.
  10. Click Finish to add the new customer to Fishbowl. It is possible to skip steps in the New Customer Wizard by clicking Finish any time after step 1. Customers can also be imported from a spreadsheet.

Modify an existing customer

Customer information may be modified at any time. To edit a customer, double click on the customer in the search pane. Changes may be made by clicking the various tabs. For an explanation of each tab, see the TABS section. Remember to click the Save Button.png Save button on the module toolbar after making any modifications.

Delete a customer

Delete a customer

A customer may only be deleted when new and unattached to any orders. Once an order has been made, a customer cannot be deleted and therefore should be set as inactive.

Inactivate a customer

Fishbowl will still store history and information about an inactive customer. However, making a customer inactive will hide that information from any list containing customer names. You may view an inactive customer by clicking the Advanced Search button and choosing the Show inactive only or Show all options at the bottom of the window. Follow these instructions to inactivate a customer.

  1. Double-click the customer in the search pane on the left.
  2. Under the Account Info tab, deselect the Active box located at the top right of the screen.
  3. Click the Save Button.png Save button on the module toolbar.

Inactive customer.png

Create customer groups

Customers can be organized into groups. These groups can then be used to create pricing rules. Follow the steps below to edit customer groups, or import data from a spreadsheet to assign many customers to a group.

  1. Open a customer in the Small.Customer.png Customer module and click the Groups tab.
    Customer groups subtab.png
  2. To add or remove a customer from a group, double-click the group name or use the on-screen arrow buttons.
  3. To create a new group, click the Manage Groups button. Groups can also be edited and deleted in this window.
    Customer Group Manager.png

Search

The Search Icon Button.png Search pane on the left can be used to filter by Name, City, or State. Records can also be found by typing in the table. Click the Advanced Search button to search the Custom Fields and the following search options.

Customer advanced search.png

Update a customer address

An address may be edited on the Address tab of the Small.Customer.png Customer module. Addresses can also be created or modified through the Customers import.

History button

To see a customer's purchase history, open the customer, and click the History Button.png History button. The same button is also found in the Small.Sales Order.png Sales Order module. To change the report that is loaded when clicking the History button, open the Small.Reports.png Reports module options and select a different report next to Customer Purchase History.

TABS

Account Info tab
Customer account info.png

The Account Info tab can be used to view and modify basic customer information.

  • Name - View and edit the customer name. Click the Save Button.png Save button after making any changes.
  • URL - A clickable URL for the customer. Clicking the link can open local files, websites, etc. Click the Edit Icon Button.png Edit button to modify the link.
  • Active - A setting that determines whether a customer is visible in the default search. Uncheck this box to make a customer inactive.
  • Address - A read-only field showing the customer's address. To edit this information, use the Address tab.
  • Change History - A read-only field showing the date the customer was created in the database and the date the customer's details were last changed.
  • Address Information - A read-only field showing additional contact information for the customer, such as email and telephone numbers. To edit this information, use the Address tab.
Details tab
Details subtab.png

The Details tab lists customer details. Many of the customer details will be pulled into the Details tab of the Small.Sales Order.png Sales Order module when the customer is selected on a sales order.

  • Currency - The default currency and rate specified for the customer. Check Use Currency Default to use the default rate set in the Small.Currency.png Currency module. This field is only visible if currency conversion is enabled.
  • Credit Limit - The credit limit set for the customer. A dialog box will display this limit whenever a new sales order is created for the customer.
  • Status - A customer's current status. Normal is the default, but it may also be set to Preferred, Hold Shipment, Hold Sales, and Hold All.
  • Issue Status - Allows a customer to have a different issue status from the Issue Sales Orders module option.
  • Default Terms - Default payment terms for the customer. Payment terms can be created and modified in the Small.Payment Terms.png Payment Terms module.
    • COD - Cash on delivery is used for customers who pay at the time of receipt.
    • CIA - Cash in advance is used for customers who must pay in advance.
    • CCD - Cash concentration and disbursement is a format for Automated Clearing House (ACH) payments, or payments dealing with electronic transactions.
    • Net 30 - Net terms specify the number of days a customer has to pay.
  • Default Carrier - The default shipping method for the customer.
  • Default Carrier Service - The default shipping service for the customer.
  • Shipping Terms - The default shipping terms for the customer. These include Prepaid & Billed, Prepaid, or Freight Collect.
  • Salesperson - This is the customer's default salesperson. The Salesperson field in a sales order will default to this person unless this option is disabled in Small.Sales Order.png Sales Order module options. A salesperson will only be able to view those sales orders under his or her name unless the See All Customers access right is enabled.
  • Class - The default class for the customer. The product class will take precedence over all other classes. If the product doesn't have a class, then the customer class will be used. If the customer doesn't have a class, then the location group class will be used.
  • Account Number - The number associated with the customer.
  • Default Priority - The customer's default priority will transfer to the Details tab of the Small.Sales Order.png Sales Order module when this customer is selected on the order.
  • To Be Emailed and To Be Printed - Searchable options that will transfer to the Details tab of the Small.Sales Order.png Sales Order module when this customer is selected on the order.
  • Tax Rate - The default tax rate for the customer. Tax rates available in the drop-down list have already been created in the Small.Tax Rate.png Tax Rate module.
  • Tax Exempt - A customer's tax-exemption status. If the customer is tax exempt, check the box and enter the tax number in the available field.
  • Alert Note - A field for recording important notes about the customer. Alert notes are displayed in a pop-up window when the customer is selected on a sales order.
Address tab
Customer Address subtab.png
  • The Address tab has a pane on the left showing all of a customer's saved addresses. To add a new address, click the New Icon Button.png New Address button on the top left and enter the desired information. Be sure to select an Address Type, enter an Address Name, and choose whether the address will be the default address for the selected type. Each address type may have a default. A unique address name tied to a specific address type will allow a user to create and update customers and their addresses through the Customers Import.
  • Click the Map Icon Button.png Map button to the right of the address type to view the address on Google Maps.
  • To edit an address, click on the desired address in the left column and modify the information shown on the right side of the screen. After any changes are made to an address, make sure to click the Save Button.png Save button located on the module toolbar.
  • To add contact information such as an email address or phone number, click the New Icon Button.png New button on the right of the Address Information section and enter a name, type, and the desired information.

  • Address precedence: Each Address has it's own address Information. Fishbowl looks for the default Information of the most applicable default Address.
Example: When a customer is exported to the accounting system, Fishbowl will try to export the default email of the default Ship To address. If there is no default Ship To email, Fishbowl will look for a default Bill To email. If the customer does not have a Ship To or Bill To address, then Fishbowl will use the default email of the default Main address. This same logic applies to the order's Email field.
Groups tab
Customer groups subtab.png

The Groups tab allows the customer to be organized into existing customer groups. These groups can then be used to create pricing rules. For more information, see Create Customer Groups.

Parts tab
Customer parts subtab.png

If a customer uses a different number than the Fishbowl product number, that information can be stored on the Parts tab.

  • Customer part numbers can be added by clicking the Add Icon Button.png Add button on the component toolbar to the right. Enter the existing product name or number for the desired item as well as the customer's new name or number to link to it.
  • Customer part numbers can also be set in the Small.Sales Order.png Sales Order module by clicking the Customer Number cell in the item table, or by double-clicking a line item and entering it into the Customer Part Number field. When an issued sales order is saved, the customer part number record will also be saved.
  • When an order is fulfilled, the Last Price will be updated automatically for parts that have a customer part number.
  • The Last Price can also be edited manually and used as a basis for pricing rules.
  • If a customer part number is linked to the product number in Fishbowl, that item can be added to a sales order by typing the customer part number into the Product field.
Memo tab
Customer memo subtab.png

The Memo tab is for internal use and allows users to enter notes regarding a specific product. The top portion of the screen displays the date a memo was created, by what user, as well as a preview of the memo. Click on the preview to view the entire message in the window below.

Use the component toolbar on the right to Add Icon Button.png Add a new memo, Edit Icon Button.png Edit an existing memo, or Delete Icon Button.png Delete a memo. To print all of the memos for a product, click the Print Icon Button.png Print button.

Custom tab
Customer custom subtab.png

The Custom tab stores additional fields for the order that can be customized to fit the needs of each company.

  • Custom fields can be created and modified by opening the Small.Custom Field.png Custom Field module and selecting Customer from the drop-down at the top of the module.
  • Custom fields with the same name and type will transfer from the customer to the sales order if the module option is enabled. For example, if a customer has a custom field that stores priority and there is a matching custom field for sales orders, the data in the custom field will transfer when creating a new order for the customer.
  • To search for customers using the custom fields, click the Advanced Search button in the search pane to the left and then click the Custom tab.
Wallet tab
Customer wallet tab.png
  • The Wallet tab displays stored payment methods. For more information, see Wallets.
  • To view the Wallet tab, a user must have the Customer-Wallet access right.
  • A payment method can be removed by clicking the Delete Icon Button.png Delete button.


MODULE OPTIONS

Some aspects of the Small.Customer.png Customer module can be customized by opening the module, clicking the Tools menu, and then selecting Module Options.

General tab
Customer module options.png
  • Add custom fields to SO
If this option is enabled, custom fields with the same name and type will transfer from the customer to the sales order. For example, if a customer has a custom field that stores priority and there is a matching custom field for sales orders, the data in the custom field will transfer when creating a new order for the customer.
  • Issue Sales Orders
To prevent a sales order from being issued before a payment has been received, select Paid in Full or Partially Paid. A customer's default issue status can also be set on the Details tab. If the Issue button is clicked before payment has been received, a warning will be displayed with the option for a manager override. To override, a user must have the Customer-Override Hold access right.
Issue override.png