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.

For example, within a large customer organization, you could create a separate customer record for each operating division of that Customer. This would allow you to sub-divide each of those customer records into cost-centers and then users. This is useful if your financial reporting needs to consider each operating division as a completely separate entity. However, it may be difficult to produce reporting that analyzes the entire organization or you may have difficulties in ‘sharing’ stock catalogs across the divisions (because they are separate customers).

Alternatively you might wish to create the Customer under one single customer record. This gives you complete overall visibility and your catalogs can be available to all the organization’s users (as appropriate) but may also make it difficult to partition your financial reporting.

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:

1. Go to Customers >† Customers.

The listing includes the following information:

Creating the customer

The customer details page consists of the following fields:

To create the new customer:

1. Go to Customers >† Customers.
2. Click the New customer at the top of the page.

3. 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

4. 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.

Creating a new cost center:

1. Go to Customers † Cost Centers
2. Click the Add Cost Center button at the top of the page.
3. Enter the cost center Name, Phone and Fax details.

4. 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.

5. Select the Stationery Type (if appropriate).
6. Click Save.

Creating the Users

End users on the system are known as ‘Contacts’.

The ‘contact’ details page contains the following fields:

Creating a new user:

1. Go to Customers †> Members.
2. Select the Customer from the Show Members for drop-down menu.
3. Click the Add Member button at the top of the page.

4. 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

5. 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:

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.

Downloading the current users' spreadsheet

1. Go to Customers
2. Click the Customer you require
3. 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:

1.  Go to Customers
2. Click the Customer you require
3. Click Upload Customer Members at the top of the page
4. Click the Choose File button and select your Excel file for uploading.

5. 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.

6. Check that the column selected for each field is correct (or select a more appropriate one from each pull-down menu).
7. Click the Import button at the bottom of the page.