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Jan 10, 2025

Customer File

 

You can access the Customer File from File Maintenance. From here, you can add new customer records or make changes to existing ones.

     

Topics included in this article 

     

Here's how to get there

Expert: Program Menu > File Maintenance > Customer File
Elite: Gear Icon> File Maintenance > Customer File

 

Searching for Customer Accounts
  

  1. Enter the customer’s name to list the customer.

  2. If this is a new customer, select the add button to create the customer.
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  3. If the customer already exists, you can look up the customer by Name, Customer Key, Driver’s License, or Customer Number. You can also look up a customer by the following criteria:
       
    • Field Search - Allows you to select certain search fields from the drop-down menu to look up a customer. You can also enter a name into the Containing field to search for any customer that may contain any part of the name either in the beginning, middle, or end of the description.
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    • Account Customers - Checking this box will allow you to search only for account customers. Unchecking the box will list both Cash and Account customers.
    • Closed Accounts - Checking this box will display all customers whose accounts are closed. Unchecking this box will list all open and closed customers.
    • All Types - From the drop-down box, you can select the customer type. The customer type (Homeowner, Church) can be set up through your Program Menu > Configuration > Customer Configuration > Customer Type.
    • All Customers - This allows you to search for customers by aging (30, 60, 90, and 120 overdue).

 

Customer File Tabs

There are six tabs in every customer file.  

     

  1. Information tab - In this tab, you can set the customer as cash or an account, define a type, sales rep, commission, and credit limit. You'll also be able to see accounting information like YTD and aging balance.  For more information, see the article Customer File | Information tab. 

  2. Account tab - In the Account tab, you can view and enter billing information, set the customer's preferred method for billing (invoices and statements) as well as their language (for contracts, statements, and invoices) For more information, see the article Customer File - Account Tab.  

  3. Pricing tab - In this tab, you can set a price level, enter their tax information, and set contract terms and damage waiver percentages. For more information, see the article Customer File - Pricing Tab.

  4. Contacts tab - In this tab, you can create customer contacts. For more information, see the article Customer File - Contacts Tab.

  5. Calls tab - In the Calls tab, you can record call logs. For more information, see the article Customer File - Calls Tab.

  6. Tasks tab - In this tab, you can view tasks associated to the customer account. For more information, see the article Customer File - Tasks Tab.

 

Creating a Default Customer Account

 
You can create a default customer account as a template for creating new customer accounts. You can configure the template account to pre-set settings and information for when new accounts are created.
 
To create a default template account, follow the below instructions: 
    
  1. Open File Maintenance and select Customer File. To get there, follow the path for your product.
    • Expert: Program Menu > File Maintenance > Customer File
    • Elite: Gear icon > File Maintenance > Customer File
        
  2. Press Add Customer, which is located in the bottom left corner.

  3. In the Key field, enter "DEFAULT".

  4. Configure your template.

    • All fields on the Customer File are copied except for Id, Key, OpenDate, DriversLicense, IncomeYear, IncomeLife, Name, FirstName, LastName, CityState, and Zip.

      • CityState and Zip use the values from the store instead of being blank

    • Status is always set to Lead regardless of whether a default customer exists or not.

  5. When you're finished, press OK to save.

 

 


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