The Service Provider can create new Customers and update existing ones on the Claritum system. The Customers will then be available for selection in Project workflows.



  1. From the main menu, select Customers.

    The Customers page opens.


  2. On the Customers page, click the New Customer button.
    The New Customer > Details page opens.


Details

On the Details page, complete the required fields and click Save.

The only mandatory field is Name. The other fields are to be completed at the discretion of the Service Provider. Some fields will be useful to one Service Provider, but not another. Fields can be easily edited after a Customer is created.



Addresses

  1. On the Addresses tab, click the Add address button.


  2. Enter the address details and click Save.
    The saved address(es) display.


Users 

This is where the Service Provider can add, edit and delete Customer Users, that is, Claritum system users within the Customer organisation.

  1. On the Users tab, click the New User button.

    The Details page displays.

  2. On the Details page, complete the required fields and click Save.

    The only mandatory fields are Email and Address. The other fields are to be completed at the discretion of the Service Provider. Some fields will be useful to one Service Provider, but not another. Fields can be easily edited after a Customer is created.


  3. On the Notes page enter any additional information about the Customer User that isn't captured in the Details and Permissions fields.

  4. On the Permissions page set the users permissions.


    Projects

    Hide PDF TemplatesCustomer User is not allowed to view PDF Templates.
    Hide Quote RequestsCustomer User is not allowed to view Quote Requests.

    Misc

    Orders for Other UsersCustomer User can place order on behalf of another Customer User in their Group.
    Receives EmailsCustomer User will receive emails generated by the system.
    Is Report AuthorityCustomer User can view reports on the Customer Catalogue.
    Cannot change the Default Delivery AddressCustomer User will not be able to change the the Delivery Address on the Customer Catalogue.
    Cannot Log InCustomer User will not be able to log in to the Customer Catalogue.
    Browse OnlyCustomer User will not be able to place an order from the Customer Catalogue.




Administrators

This page lists the Service Provider Administrators allocated to the Customer. Administrators can be added or removed.

Depending on their permissions, an Administrator allocated to a Customer can view, create and edit their details and Projects.

For information about how to create and edit Administrators see Administrators.


Suppliers

This page allows you to select which Suppliers are linked to a Customer, and that can therefore be selected to deliver to them.

Clicking the User link (e.g. PP1 Operator 1 in the screenshot above) takes you to the Supplier User details that can be edited.
Clicking the Supplier link (e.g. Print and Paper Co in the screenshot above) takes you to the Supplier details that can be edited.


OptionDescription
All suppliersAll Suppliers on the system are displayed and can be linked to the Customer (by clicking Save).
No suppliersNo Suppliers are displayed and none can be linked to the Customer (by clicking Save).
Tip > This might be needed if a Customer has been set up on the system, but not 'gone live' yet.
Selected suppliers

Selected Suppliers are displayed and linked to the Customer (by clicking Save).
Use the Add functionality to add Suppliers to the Customer.
Use the delete functionality -  - to remove Suppliers from the Customer.



Contract

This page allows the Service Provider to configure the following Customer contract details:


These are the terms you can select when issuing a Customer Invoice. 

To create an invoice term, click the Add invoice term button and complete the fields.

FieldDescription
CodeUsed when integrating with 3rd-party accounting packages. It shows on invoice exports and reporting.
DescriptionA free text field, but usually used for the number of days the Customer has to pay the invoice, e.g. "30 days".
Terms

Enter terms and conditions. These will appear on the invoice sent to the Customer. Example terms include:

  • Please ensure delivery is addressed to contact name, department and address as per delivery instructions. 
  • Ensure that all boxes are identified with delivery contact name, department and address plus qty, description of content and box (x) of (y). 
  • A delivery note with the same information should be provided with all deliveries.


Only text in the Description and Terms fields will appear on the Customer invoice.



Here you can create Order Reference Code fields that will display on the Sales Order page when you place an order.


  1. To add a new order reference, click the Add order reference button:
    A new order reference box will display.
  2. Select options as required.
OptionDescription
MandatoryIf checked, the administrator cannot place the order if an order reference hasn't been entered. 
Customer FacingIf checked, the order reference appears on the Customer's Delivery Note, Customer Order Confirmation and Customer Invoice PDF documents. Also, the Customer User will be able to enter the Order Reference number on the Customer Catalogue on the Order Confirmation screen ( applicable only if the Customer Portal is configured). 
Supplier FacingIf checked, the order reference appears on the Supplier Purchase Order and Supplier Invoice PDF documents.
Show on stock orderIf checked, the order reference appears on the Stock Order
Show on project (part)If not checked, the order reference input field will not appear on the Sales Order page.
Selectable pre-orderIf checked, the Service Provider can enter an Order Reference Code before the order has been placed on the Project.
Can be editedIf checked, the Service Provider can edit the Order Reference Code at any point after it was entered in the system. If unchecked, it cannot be changed after it's entered.

Allows you to add pre-set values that display when you type the first letter.

Adding these values:

means they appear as options you can select in the order reference field:




Here you can enter tax numbers that can be selected and included on Customer invoices.

Each Customer organisation will have one or more tax numbers.

If more than one tax number is created, they will be available to choose when creating the Customer Invoice.

If only one tax number is created, it will be automatically set as the Tax Number and will not be editable.

The Tax Number is shown on the Customer Invoice:


Here you can prevent any orders being taken for this Customer. 
Tip > This could be selected when a new Customer has been set up on the system, but before they have 'gone live'.


Here you can set your desired sales invoicing settings. 

OptionDescription
Use default policyThe default sales invoicing policy is that there are no restrictions on when a Customer invoice can be issued.
All line items must be deliveredAll Project Parts must be delivered before the Customer invoice can be issued.
All supplier invoices must be receivedAll Supplier invoices must be received before the Customer invoice can be issued.




Customisation

This page allows the Service Provider to configure the following Customer stationery and system variables:


Here you can customise the Customer Quote headers and footers.

Here is how they display on the Customer Quote:


OptionDescription
EnabledUse of Projects in the system is enabled by default.
Prompt to capture variance between
selected supplier and lowest cost supplier

When a Service Provider user approves a Supplier PO, and it's not the
cheapest of the available scenarios, the user will be asked to justify this choice.



Here is where you can select the stationery type you want for the Customer. 

A stationery type is specific formatting and branding for a system-generated PDF document, such as a Customer Quote. You can create different stationery types for different document types and different Customers.

For more information see Stationery.




Groups

Create / Edit a Group

  1. Click the New Group button.
    The New Group form displays.

  2. Complete all required fields.
    Only Group Name is mandatory to create a Group.

    FieldDescription
    Group NameThe name you want to use for the group.
    PhoneGroup point-of-contact phone number.
    FaxGroup point-of-contact fax.
    AddressGroup point-of-contact address
    External IDUsed for integrating with the Claritum system.
    Sage RefIf you export approved sales transactions (i.e. invoices) to an external Sage system, this field is used to identify the matching Customer record on that system.
    Nominal Ledger CodeThis may be used during reporting and exporting to external financial packages to assist in classifying Customer orders.


  3. Click the Save button