Customers & Users Management
Structuring your customers
Before you start creating your customers and users you should understand the requirements of the finance team regarding how they wish to invoice or re-charge to that Customer.
...
To summarise: you should understand the financial and organizational requirements before you start creating the customer structure as it may be very difficult to change it at a later date, particularly if you have already begun processing orders for them.
Customers Listing
To view the list of customers:
...
The listing includes the following information:
Column | Description |
Customer | The customer name |
Account Manager | The default account manager for this customer. |
Sourcing | Whether the customer can place requests/orders for jobs using the system. |
Templates | Whether the customer can place orders for artwork templates. |
Stock Management | Whether the customer has a stock catalog. |
Matrix | Whether the customer has access to the simple pricing matrices module. |
Creating the customer
The customer details page consists of the following fields:
Field | Description |
Name | The customer name |
Tag Name | A simple 3 or 4 character reference that can be used in order references. |
Telephone | The main telephone number for the organization (if appropriate). |
Standard Markup | The markup % that should be applied to every RFx created for this customer. |
Account Manager | The Buyer/Manager to be automatically chosen for all requests raised directly by the customer. |
Sales Rep’ Code | A simple code that can help identify sales representatives during financial reporting. |
Address | The address (or multiple addresses) of the organization. |
Tax Number | The Tax number of the organization for invoicing purposes. |
IBAN | The IBAN number. |
External ID | Used when integrating with other systems. |
Invoice Terms | Used during invoicing. |
Users | The Buyers/Managers who have visibility of this customer. |
Order Reference Codes | The ordering codes required by this customer. |
Sourcing | Options relating to the management of jobs with this customer. |
Matrix | Whether the customer can use the simple matrix pricing system. |
Document Services | Whether document services is available to this customer or not. |
Stock Management | Whether the customer has a stock catalog or not plus configuration options for their use of the stock catalog. |
Profiles | The ‘profiling’ options that can be applied to users to control access rights to individual catalog items. |
To create the new customer:
- Go to Customers > Customers.
- Click the New customer at the top of the page.
Enter the key details for this customer.
Note: You do not need to set all of the details for this customer at this time, you can come back and add the information at a later date.
But at a minimum you should enter/select:- Name
- Standard Markup (if appropriate)
- Address (at least one)
- Tax Number
- Users
- Click Save at the bottom right of the page.
Creating the Cost Centers
Cost Centers are a way of ‘grouping’ the end users within a customer’s organization into sub-divisions to assist in reporting, invoicing and certain access rights within the system.
...
- Go to Customers Cost Centers
- Click the Add Cost Center button at the top of the page.
- Enter the cost center Name, Phone and Fax details.
Select the Address to use.
Note: This is the list of addresses you created when you set up the customer. If the address you require is not available in this list you can either add the address to the customer or select the ‘Other’ option and type the address details now.
- Select the Stationery Type (if appropriate).
- Click Save.
Creating the Users
End users on the system are known as ‘Contacts’.
The ‘contact’ details page contains the following fields:
Field | Description |
Salutation | How the user is greeted in documents addressed to them. |
Title | The ‘title’ of the user. |
First Name | The user’s first name. |
Last Name | The user’s last name. |
The user’s email address. | |
Telephone | The user’s telephone number. |
Fax | The user’s fax number. |
Group | For grouping user together (not to be confused with Cost Centers). |
Language | The preferred language of the user when using the system. |
Location | The user’s location. |
Notes | Private notes relating to this user. |
Cost Center | The cost center that this user is attached to. |
Set Password Re-type Password | The user’s password. When changing the user’s password you should put the new password into both fields. |
Send Packages To | The user’s default delivery address. |
Options | Please see the accompanying document ‘Explanation of User Configuration Switches’. If you do not have access to this document please contact Claritum Support for a copy. |
Profiling | The user’s ‘profile’ for controlling their access to individual catalog items. |
Creating a new user:
- Go to Customers > Members.
- Select the Customer from the Show Members for drop-down menu.
- Click the Add Member button at the top of the page.
Enter the user’s details.
Note: You do not need to set all of the details for this user at this time, you can come back and add the information at a later date.
But at a minimum you should enter/select:- First Name, Last Name
- Email (you must enter this and the email address must be unique on the system)
- Language & Location
- Password
- Click the Save button at the bottom right of the page.
Managing Customer Users by Spreadsheet
For large numbers of contacts within a Customer it is impractical to make changes by editing each contact's details individually, particular if the contact list changes frequently!
An alternative method is by uploading the contacts' details via spreadsheet. This must be formatted in very precise ways with exactly the right columns:
| Column | Description |
| Claritum ID | |
| External ID | |
| First Name | |
| Last Name | |
| Role | |
| Address: Company | |
| Address: Street | |
| Address: City | |
| Address: County | |
| Address: Country | |
| Address: Post Code | |
| Telephone | |
| Fax | |
| ISDN | |
| Mobile | |
| Website | |
| Cost Centre | |
| User flag 1 | |
| User flag 2 | |
| User flag 3 | |
| Orders For Other Users | |
| Receives Emails | |
| Cannot Log In | |
| Can Authorise Orders | |
| Authorisation Limit Does Not Apply | |
| Hide Stock | |
| Is Report Authority | |
| Cannot Change The Default Delivery Address | |
| Hide PDF Templates | |
| Hide Bespoke Items | |
| Approver | |
| Spend Limit | |
To make things a bit simpler, you can also Download the spreadsheet with all the current users already set. You can then simply make the changes to the spreadsheet and re-upload it.
| Note: The file you upload must be an Excel spreadsheet (.xls) so you will need to 'Save As...' and select the .xls (97-2004) format. |
Downloading the current users' spreadsheet
- Go to Customers
- Click the Customer you require
- Click Download Customer Members at the top of the page.
This will download a .csv file which you can now open in Excel or any other spreadsheet-editing program.
Updating users
Simply make whatever changes you require to the users in the spreadsheet.
Adding users
Add a new row to the spreadsheet and place the user's details in there. Do not put anything in the Claritum ID field - this must be left empty!
The new contact will be created and assigned a Claritum ID (which will appear when you next download the contact list).
Removing Users
To remove a user just delete the row from the spreadsheet. The user will be deleted when the file is uploaded.
Uploading the users' spreadsheet
When you are ready to upload your spreadsheet of changes/new contacts/removed contacts:
- Go to Customers
- Click the Customer you require
- Click Upload Customer Members at the top of the page
- Click the Choose File button and select your Excel file for uploading.
Click Send. The page will now show a long list of which spreadsheet column is selected for each of the possible Import Fields.
Note: the system will have auto-selected which spreadsheet column should be used to read into which system field and shows an example of the selected data in the Sample data section on the right. Note: If you are importing from a downloaded spreadsheet then you should select the Claritum ID as the Key Field option. - Check that the column selected for each field is correct (or select a more appropriate one from each pull-down menu).
- Click the Import button at the bottom of the page.
...