Part 10 - Customers and User Management
- Kasia Czwarkiel (Unlicensed)
Customers & Customer 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:
- Go to Customers > 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.
Creating a new cost center:
- 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 Customer Users
End users on the system are known as ‘Customer Contacts’.
The ‘Customer User’ 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 Customer 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.
Importing New Customer Users / Updating Existing Customer Users for Existing Customer ( per Customer)
For large numbers of Customer Users within an existing Customer it is impractical to make changes by editing each Customer User's details individually, particular if the Custoemr User list changes frequently!
An alternative method is by Importing the Customer User's details via spreadsheet.
Importing New Customer Users for New Customers ( On-boarding data in bulk)
For large numbers of new Customers and new Customer Users the best way of on-boarding the data is by importing Customers and Customer Users details via spreadsheet.