Customer Record
From Tailwind Wiki
General | Contacts | Notes | Tasks | Invoice Codes
Customers represent companies that normally pay or owe you money. The Customer Form serves to capture an individual customer's information.
The following document describes all of the fields available on the Customer Form, and what purpose they serve.
General
| Field Name | Definition |
General | |
| Internal Name | Represents the informal name of this customer.
This is the name that will appear in the customer field names throughout the system. By appending a USA or CAN on the end of the Internal Name this field can be used for book keeping purposes to help distinguish between US and Canadian branches of a customer.
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| Legal Name | Represents the Legal Name of this customer.
This the Legal Name of the company that will be printed on reports that are generally used for external purposes, like the BOL and invoices.
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| Website | Represents the URL (or web address) that corresponds to the customers main page.
The Website button beside the free form field when clicked will open that webpage in your default internet browser.
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| Should be the e-mail address of the main contact for that customer.
The button beside this free form field when clicked will begin an untitled e-mail, through Outlook, to that contact.
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| Inv Transmit | Is a drop down box that gives four options for how you wish to have invoices sent to this customer.
These options include:
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| Branch | Indicates the branch that the personnel is a part of.
See the Branches article for a detailed description of Branches and their function.
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| Pref Currency | Is a drop down box for the preferred currency you want this customer to be billed in.
Options for this include USA and CAN.
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| Last Activity | Indicates the last time that the customer has been used.
This field is locked.
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| Parent | If another company in your system owns this company you can indicate this here.
To find the parent company in the system click the Image:BinocularFormIcon.png icon. This will bring up a list of current customers. Find the customer you want and click OK.
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| Acct Mgr | Drop down box containing all personnel that are indicated as Account Managers.
When this field is set in the Customer record it will automatically populate in the same field on any order that is associated with this customer.
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| Sales Rep | Drop down box containing all personnel that are indicated as Sales Representatives.
When this field is set in the Customer record it will automatically populate in the same field on any order that is associated with this customer.
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Company Address | |
| Address | Is the physical address of this company.
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Billing Address | |
| Address | Is the address to which billing information for this company should be sent.
This address will appear in the notes section of the Order Form. It will also be used on all reports that need to be sent to the customer, such as invoices.
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Type |
This drop down box indicates the several customer type options which are listed below.
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| Prospect | |
| Merchant, Wholesaler,
Importer, Exporter, Distributer | Operates in the chain between producer and retail merchant.
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| Broker (No tax) | Does not typically do the moving of freight, instead focuses on the organization of the movement.
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| Freight Forwarders (No tax), Carrier (No Tax) |
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Customer Requirements | |
| No POD required | No Flags will be set on the Order.
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| Original B/L Required | Will automatically set the B/L Required flag on any order with that customer.
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| Any POD Required | Will automatically set the POD Required flag on any order with that customer.
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| Reference #'s Required | When set requires the user to put information in the Cust Ref # field on any order that uses that customer.
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Contact Tab
| Field Name | Definition |
Create Contact | |
| Name | The name of the contact as you wish it to appear in the system.
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| Position | Job title of this person.
This field is for reference only.
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| Operations/Administration toggle | Select the department that this contact is in.
This is for reference only.
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| Phone | The phone number of this contact.
This is for reference only.
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| Ext | The extension of this contact if applicable.
This is for reference only.
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| Toll Free | The toll free number of this contact if they have one.
This is for reference only.
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| Fax | The fax number of this contact.
This is for reference only.
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| Pager | The pager number of this contact if they have one.
This is for reference only.
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| Cell Phone | The cell phone number of this contact
This is for reference number only.
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| The e-mail address that is applicable to this contact.
Pressing the E-mail button beside this free form field will start an untitled e-mail document to the e-mail address in the present.
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| Notes | Is a free form field that will accept any input of keyboard characters.
This field is for reference only
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| Allow to login in to website | This check box will allow this contact a login to your website with a specified user name and password.
Assign a specific user name and password to individual contacts to make access to your website safe and secure.
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| On Mailing List | This check box will put this contacts e-mail address onto your mailing list
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| Obsolete | This check box will allow you to make the contact inactive, but keep their information.
The contact will no longer be available for immediate use but can immediately become active again when the box is unchecked.
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Delete Contact | |
| Press Delete Contact Button | This will permanently delete this contact.
If this contact is currently in use in the system they will be deleted from those transactions as well.
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Print Contacts | |
| Press Print Contacts Button | This will print the list of active contacts for this customer.
This list will print in the order that it appears with the contact name, position, dept, phone fax, cell/pager and e-mail.
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Show Obsolete | |
| Check box | Will show all obsoleted customers.
This when checked will show, in addition to all the active contacts, all of the obsoleted contacts, for this customer.
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Notes Tab
| Field Name | Definition |
Create Note | |
| Note Type | Internal and Credit note types are available.
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| Created By | Is an locked field that shows the user who is creating the note.
This field will remain the same for its life time.
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| Date Created | Is an locked field that shows the date the user created the note.
This field will remain the same for its life time.
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| Subject | Free form field
Will show in the Subject column of the Notes tab.
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| Obsolete | Check box
When checked will obsolete this note from use.
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| Alerts | Three check box alerts are available and will display whenever the customer is being used on the following forms:
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| White Space | The white space in the middle of the form is where you type the body of your message.
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| Add Attachment | Will allow you to add any file you wish to the note.
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| Cancel Button | Press to cancel any changes to the note
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| Print Button | Will print only saved changes to note with the following information:
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| Save & Close Button | Will save the current changes and close the note.
Will only appear if changes have been been made to the note.
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| Save & Open Next | Will save the existing note and open the next note.
When on last note will close Note form.
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Print Notes | |
| Press Print Notes Button | Will print all of the notes showing the information in the following columns:
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Tasks Tab
| Field Name | Definition |
Create Task |
Pressing this button will open a new Task form.
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| Subject | Is a free form field that you can type any characters into.
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| Assigned to | Who the task is reserved for.
Name beside Assigned to is the person who is assigning the task. If a reminder is set this is the person that will receive it.
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| Due Date | The date at which you wish the task to be completed.
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| Reminder | Check box that will allow you to set a date and time for a reminder to pop up.
The reminder will appear at the desired time for personnel that it has been assigned to. If that personnel is not logged in at the time that the reminder is set for then it will appear the next time that person logs in.
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| Related To | Will default to the Customer that you are currently dealing with and will appear in the Tasks tab of the form that you choose to put it in.
You have the choice to relocate the task to any of the following forms. Please be advised that some of these forms do not contain a Tasks tab and therefore you will be unable to edit the task that you have set to those forms, These will be denoted by *.
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| Close | Changes will not be automatically saved.
You will be prompted asking if you want to save the changes that you have made. Yes to save and close, no to not save and close, cancel to keep working on the task.
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Will print the task that is open at the time, with the following information:
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| Save & Close | Will save and close the task that you are working on.
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| Open Next | Will open the next task.
When on the last task will close the Task form window
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Print Tasks |
Pressing this button will open a Print Setup dialog box.
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| Choose a destination | Will print all the tasks associated to this customer with the following information:
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Invoice Codes Tab
| Field Name | Definition |
Overview | |
| Default | Once you enter a batch invoice code for a customer you can select the default check box such that when you start a new order with this customer this batch code will automatically be entered.
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Create Code |
Pressing this button will open a new Customer Batch Code form.
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| Batch Code | Will be the character code that defines this customers batch invoices.
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| Unit Rate | Set this such that you can set a receivable charge based on this unit rate.
For more information on how to set receivable charges look at
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