Company Records

The Company Details (n) form enables you to create a company record via Point-of-Sale.

Creating a Company Record

If, at any step in this procedure, an info box containing the message Starting postcode daemon is displayed, it eventually closes automatically and you can then continue with the procedure.

To create a company record:

  1. Select the required company in the right New product box on the Service Point Of Sale form and click the Customer ellipsis button [...].

    Note: If you return to the Point Of Sale form from another form, you must reselect the required company because it reverts to a default.

    The Customer Word Search form is displayed.

  2. Enter the company name in the Text to locate customer box and press the TAB key.

    The buttons in the Create options group become active.

    Tip: If the buttons in the Create options group remain dimmed, click Search to display the Customer Search form and click Cancel to return to the Customer Word Search form. The buttons in the Create options group then become active.

  3. Click Company.

    One of the following happens:

    1. The Company Details (n) form is displayed.

    2. A Confirm input dialog box displays the prompt, Postcode not entered, continue creating company record?

      1. Click Yes.

        A Select Item From List (Available branch defaults) menu is displayed.

      2. Select a branch.

        The Company Details (n) form is displayed.

    3. The Postcode lookup form is displayed.

      1. Enter a Postcode and click OK.

        A Select Item From List (Which building) menu is displayed.

      2. Select the required building and click OK.

        You are returned to the Postcode Lookup form with Address populated.

      3. Click OK.

        If another address has the same postcode, a Companies with the same Postcode form is displayed, in which case either click Re-Enter to return to the Postcode lookup form and repeat the preceding step—but select a different building—or click Customer not in the list to proceed.

        A Confirm input dialog box prompts you to confirm that you want to use the selected address as the company name.

      4. Assuming you have the correct address, click Yes.

        The Company Details (n) form is displayed.

  4. Enter the required details and click Save.

    A Confirm input dialog box displays the following message:

    Overwrite customer details with account name and address

  5. Do one of the following:

    1. If you want to preserve the original details, click No.

      A [Company] form is displayed containing a tree of the company details.

    2. If you want to replace the original details with the new details, click Yes.

      An untitled form is displayed containing a tree of the company details.

  6. Do one of the following:

    1. If the tree box contains a warning symbol and text such as Missing customer information, carry out the following steps:

      1. Expand the node and click the offending leaf.

        The [User] system's CRM form is displayed.

      2. Add or correct the missing or erroneous information and click Save.

        You are returned to the untitled form.

      3. Click Continue.

        The Extended Vehicle Details form is displayed.

    2. To proceed direct to the next step, click Continue.

      The Extended Vehicle Details form is displayed.

  7. Enter the vehicle details and click New vehicle.

    You are returned to the Point Of Sale form and the new customer details populate the Customer group.

Company Details (n) Form

This form is displayed when you click Company on the Customer Word Search form. It enables you to create a company record in Point-of-Sale.

Menu Bar and Toolbar:

Menu bar Toolbar Action
View > Cancel Previous.gif Operates in the same way as the Cancel button
View > Save Next.gif Operates in the same way as the Save button
Help > Help Help2.gif Displays this help topic in a web browser

Company:

Name: Name by which the company is normally known.

Address: Main office address of the company.

Postcode: Postal area code associated with Address.

Country: Country in which the main office of the company is situated.

Website: URL of the company web site.

Note: Do not confuse a web site address with an email address. An example web site address is http://www.adp.com/ whereas an example email address (fictional) is fred_bloggs@adp.com

Phone - main: Principal phone number of the company.

FAX: Fax number of the company.

Phone - other: Secondary phone number of the company.

Source of business: How the customer has heard about your dealership, for example Existing Customer.

Type of business: Type of business the company is engaged in, for example Motor dealer.

Status: Classification of the company, for example Supplier.

Account code: Customer sales ledger account.

Customer:

Title: Salutation normally used in correspondence with the customer. One of:

Initials: First letter of the customer's first name and, if applicable, the first letters of any middle names. For example, if the customer is named Fred Bloggs, Initials would contain F.

Surname: Customer's family name. For example, if the customer is named Fred Bloggs, Surname would contain Bloggs.

First name: Customer's first name. For example, if the customer is named Fred Bloggs, First name would contain Fred.

E-mail: Customer's email address.

Note: Do not confuse an email address with a web site address. An example email address (fictional) is fred_bloggs@adp.com whereas an example web site address is http://www.adp.com/

Mobile phone: Customer's mobile phone number.

Preferred number: Customer's preferred method of contact. One of:

Note: The Work and Mobile options of Preferred number are available only if Phone - main and Mobile phone are populated.

Buttons:

Cancel: One of two things happens:

  1. If you have made changes (after you last clicked Save) a Cancel requested dialog box displays the message Changes have been made, which will be lost. Are you sure? If you click Cancel (on the dialog box), you are returned to the Customer Word Search form, enabling you to continue editing. If you click Continue, you are returned to the Customer Word Search form and any changes (after you last clicked Save) are lost.

  2. If you have made no changes (after you last clicked Save) you are returned to the Customer Word Search form.

Save: A Confirm input dialog box displays the message Overwrite customer details with account name and address. To update the customer record, click Yes otherwise click No. One of two things then happens:

  1. If there are any inconsistencies in the saved details, an untitled form is displayed containing the details and you click Continue to display the Extended Vehicle Details form, enabling you to create the vehicle record linked to the customer.

  2. If there are no inconsistencies, you are returned to the Point Of Sale form with the Customer group populated with the new details. However, if you have entered several phone numbers, a Select Item From List (Service Retail Cash Sales) menu displays them and you need to select one to display the Extended Vehicle Details form, enabling you to create the vehicle record linked to the customer.

Help: Displays this help topic in a web browser.