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.

Contents

Module buttons
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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.Setup.png Setup 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
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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
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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
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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
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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
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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
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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
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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
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Customer account info.png

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

Details tab
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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.

Address tab
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Customer Address subtab.png

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
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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
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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.

Memo tab
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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
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Customer custom subtab.png

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

Wallet tab
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Customer wallet tab.png

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
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Customer module options.png
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.
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
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