Closing a Customer Account



Overview

You may need to close a customer’s account due to inactivity or for other reasons. This document will walk you through deactivating a customer's account. The words “close” and “deactivate” are interchangeable. It’s always recommended that you make a customer’s account inactive. This document will also explain the importance of deactivating an account rather than DELETING a customer record.

Topics included in this article
 

• Reasons to Close a Customer’s Account
• Closing vs Deleting Records
• How to Close a Customer’s Account
• Reactivating a Customer Account

Reasons to Close a Customer’s Account

Your company is requesting for a customer’s account to be closed. There are many reasons why companies would close a customer's account. Below are a few possible reasons why your company may want to close a customer’s account:
 

• Customer does not pay their bills
• Returns damaged equipment
• Owes the company money
• Inactivity on the account

Your customer is requesting for their account to be closed. There are also times a customer may decide to close their account. Below are a few examples:
 

• Poor customer service
• Fees, rates, or overall price
• Equipment condition

Closing vs Deleting a Customer Record

Point of Rental does not recommend deleting a customer's record. We strongly encourage you to only close the account. This is to preserve the history of the customer record. As a general rule, it’s best to avoid losing any historical data. This is done for a few reasons:
 

• Your customer may want to reopen their account
• Auditing Purposes
• Historical Data

 

6. Select OK. The following message will appear: 


 

When trying to create a contract, a message will appear that the customer's account status is CLOSED. You will be required to enter OK. This will take you back to the Counter System. The customer's account will need to be reactivated in order to create a contract.


Reactivating a Customer Account

Here's how to get there
Expert: Program Menu > File Maintenance > Customer File
Elite: Configuration Gear > File Maintenance > Customer File

 

1. Use the customer selection fields to search for the desired customer.
 

2. Select the customer. This will open the customer record. 
 

3. Select the Functions option.
 

4. Select Modify. 
 

5. From the Information Tab, change the selection from Closed on the Options dropdown. 
 

6. Select OK.
 

Note: Depending on your selection, a pop-up message will appear. Simply press OK. 

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