Add/Change Customer window
This topic is under construction. It may be incomplete and is subject to change.
Purpose
Use this window to add and modify customer records.
To access this window
Complete one of the following to access this window.
- On the Modules menu, point to Customer and click Add/Change Customers.
- Use the keyboard shortcut Alt, M, C, A.
Diagram
The following thumbnail illustrates the Add/Change Customer window. Click it to view a full-size image.
Item descriptions
Fields and boxes - General use
| Item | Description |
|---|---|
| (name) | If a customer is currently selected, his or her name displays here. If you are adding a new customer, this box is blank. |
| (account) | If a customer is currently selected, his or her account number displays here. If you are adding a new customer, this box is blank. |
| Balance |
If a customer is currently selected, his or her open account balance (the total of all outstanding invoices associated with this customer) displays here. This box is display-only. If you are adding a new customer who already has an outstanding account balance, follow the steps in Create a beginning balance on the customer account |
| Navigation Order | Select an option to navigate through customer records (using the Next, Previous, Top, and Bottom buttons) in account number order or last name order. |
Fields and boxes - Tab 1 Name
| Item | Description | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Cust Type |
Select the type of customer you are adding. Information tied to the selected customer type is automatically added to the appropriate boxes on the various tabs of this window. Customer types and related information are maintained on the Customer Defaults window. |
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| Enter the customer's email address. | |||||||||
| Email Method |
Select the preferred email method of email correspondence for the customer.
Right-click and select Clear Email Method to clear your selection. |
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| Acct# |
The customer account number is automatically assigned and incremented according to the last account number used and system variable NextAcct. This number may be changed, but must not duplicate any other customer number. Note: Tri-Tech does not recommend changing this number. Customer account numbers should never be less than 201 as those are reserved for store accounts and will not be recognized as customers. |
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| Last |
Displays the calculated last name of the customer or business short name based on what you enter in the Name box*. This is the value used when searching for customers throughout AIMsi. Update it as necessary. *If the customer type is set up to stop at last when entering new customers, you will enter a value here before entering the Name. |
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| Name | Enter the first followed by last name, or the business name, of the customer. | ||||||||
| Address |
Enter the customer's street address in line 1 and if necessary, secondary address information in line 2 (often a PO box, suite, or apartment number). This is the primary address to use when mailing invoices, letters, sale notices, etc. Alternate addresses may be added for shipping on the Customer Defaults window or during a POS transaction. |
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| City |
Enter the city in which the customer is located. This value may be entered automatically based on ZIP code. |
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| St/Province |
Enter the state or province abbreviation in which this customer is located. This value may be entered automatically based on ZIP code. |
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| Zip |
Enter the ZIP code in which this customer is located. If this ZIP code was entered on a previous customer record, the City, State and Country will automatically populated. |
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| Country |
Enter the country in which this customer is located. This value may be entered automatically based on ZIP code. |
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| Hm Phone/Ext | Enter the customer's home or primary business phone number and extension as appropriate. | ||||||||
| Cell Phone | Enter the customer's mobile phone number. | ||||||||
| Loyalty |
Use the table below to determine the actions to take in this box.
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| Location | Select a primary location to assign to this customer, if different from the default. | ||||||||
| Tax Auth |
Select a tax authority to assign to this customer, if different from the default. This box supports F6 functionality; the Pick Tax Authority window opens. |
Fields and boxes - Tab 2 Personal
| Item | Description |
|---|---|
| Attn | To address correspondence to the attention of a specific person, such as for a business customer, enter that name here. |
| Empl | Enter the name of the customer's employer, if applicable. |
| SS# |
Enter the customer's Social Security number, if necessary. The Social Security number is encrypted for staff members without permission to see Social Security numbers. (The employee does not have permission to the View/Change Customer Social Security Number secured item.) If this is true, click SS# to assign or change the customer's Social Security number. |
| Web | Enter the Internet address of the customer's website, if applicable. |
| FFL | Enter the customer's Federal Firearms License (FFL) number. This number will automatically populate in your bound book, if set up to do so, when you purchase, sell, transfer, or otherwise receive or release a firearm. For more information, refer to Getting started with your firearms setup. |
| FFL Exp | Enter the expiration date of the Federal Firearms License (FFL) number. |
| Legacy | If the customer previously used a software application other than AIMsi, enter the customer account number or other searchable field from that software. This allows you to use that number to search for the customer in various areas of AIMsi, such as using the Legacy Acct# box during an advanced customer search from the Pick Customer window. |
| Do Not Call | Select this check box if you are using the phone or SMS notification system in AIMsi and Active-e, and you do not want this customer to be called by the system. |
| DL No |
Enter the customer's driver's license number. This is automatically entered if you swipe or scan the driver's license on the DL Info window. |
| Height | Enter the customer's height, as it appears on his or her driver's license. This is automatically entered if you swipe or scan the driver's license on the DL Info window. |
| Eyes | Enter the customer's eye color, as it appears on his or her driver's license. This is automatically entered if you swipe or scan the driver's license on the DL Info window. |
| Hair | Enter the customer's hair color, as it appears on his or her driver's license. This is automatically entered if you swipe or scan the driver's license on the DL Info window. |
| Expire |
Enter the expiration date on the customer's driver's license. This is automatically entered if you swipe or scan the driver's license on the DL Info window. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. This box supports F6 functionality; the Choose Date window opens. |
| Ethnicity | Enter the customer's ethnicity, as it appears on his or her driver's license. This is automatically entered if you swipe or scan the driver's license on the DL Info window. |
| Gender | Enter the customer's gender, as it appears on his or her driver's license. This is automatically entered if you swipe or scan the driver's license on the DL Info window. |
| Birth Date |
Enter the customer's date of birth, as it appears on his or her driver's license. This is automatically entered if you swipe or scan the driver's license on the DL Info window. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. This box supports F6 functionality; the Choose Date window opens. |
| State | Enter the state where the customer's driver's license was issued. This is automatically entered if you swipe or scan the driver's license on the DL Info window. |
| Weight | Enter the customer's weight, as it appears on his or her driver's license. This is automatically entered if you swipe or scan the driver's license on the DL Info window. |
| Entry Date | Enter the date the customer record is being added, if different from the default. |
| Wk Phn/Ext | Enter the customer's work phone number and direct extension, or a secondary phone number if this is a customer record for a business. |
| Fax | Enter the customer's fax number, if applicable. |
| Int. Phone | Enter the customer's international phone number, if applicable. |
| Mail Merge Notes |
Enter any notes that you want to include when sending emails/letters to the customer. Right-click in this box for a variety of options allowing you to format and preview these mail merge notes. The tag index that would be used in your Microsoft Word document is <<CUS_MAILMERGE>>. The mail/merge function and letters are sent/printed from the Mailing/Letters window. |
| Credit Card/Type/Exp (1 and 2) |
Enter or scan the customer's credit card information (card number, type, and expiration date) for automatic payments. You may also enter secondary credit card information. The credit card number will be saved and displayed with only the last 4 digits. For example, ***1234. AIMsi provides the ability to record up to two credit cards on the customer account. If the customer has rentals and/or lessons set up on automatic payments with a credit card, credit cards can also be entered on the rental and/or lesson account. To transfer credit card information from one of the credit card fields to another, or to/from a rental or lesson account, click the CC Mgmt button. Transferring the number saves you from entering the card more than once. Note: These boxes only display if the workstation is set up to use OpenEdge or Vantiv Integrated Payments on the Workstation window - CC tab. It is also important to note that AIMsi does not store full credit card numbers, only the last 4 digits. Instead, AIMsi creates and stores a "token" in the database that is sent to OpenEdge or Vantiv Integrated Payments. OpenEdge/Vantiv Integrated Payments receives the token and matches it to a credit card in their database, then returns an approved or denied status to AIMsi. |
| Rout# |
Enter the customer's bank routing number. This field is used for customers who wish to make automatic payments, such as for lessons. This information is sent to and processed by your processing company. |
| Acct# |
Enter the customer's bank account number. This field is used for customers who wish to make automatic payments, such as for lessons. The account number is encrypted for staff members without permission to view and change bank numbers. (The employee does not have permission to the View/Change Customer Bank Number secured item.) If this is true, click Bank to assign or change the customer's account number. |
| Type | Enter the type of bank account, such as CHK (checking) or SAV (savings). This field is used for customers who wish to make automatic payments, such as for lessons. |
Fields and boxes - Tab 3 Billing
| Item | Description |
|---|---|
| Bill Type | This box determines how outstanding invoices display on statements for this customer and is automatically entered based on the customer type you selected on the Name tab. If necessary, select a different value. |
| Cycle | This box determines which billing cycle is used when you mail statements to this customer and is automatically entered based on the customer type you selected on the Name tab. If necessary, select a different value. |
| Employee |
Select the employee who should be assigned to this customer account. This employee will be automatically assigned to any new invoices for this customer. Right-click and select Clear Sales Person to clear your selection. |
| Acc Disc | This determines the automatic discount amount this customer receives for all accessory inventory purchases and is automatically entered based on the customer type you selected on the Name tab. If necessary, enter a different value. You can override this value during point of sale if needed. |
| Serial Disc | This determines the automatic discount amount this customer receives for all serialized inventory purchases and is automatically entered based on the customer type you selected on the Name tab. If necessary, enter a different value. You can override this value during point of sale if needed. |
| Titles Disc | This determines the automatic discount amount this customer receives for all titles inventory purchases and is automatically entered based on the customer type you selected on the Name tab. If necessary, enter a different value. You can override this value during point of sale if needed. |
| Non-Inv Disc | This determines the automatic discount this customer receives for all non-inventory category purchases and is automatically entered based on the customer type you selected on the Name tab. If necessary, enter a different value. You can override this value during point of sale if needed. |
| STR Disc | This determines the automatic discount this customer receives for all short-term rentals and is automatically entered based on the customer type you selected on the Name tab. If necessary, enter a different value. You can override this value on the short-term rental if needed. |
| Labor Disc | This determines the automatic discount this customer receives for all labor costs and is automatically entered based on the customer type you selected on the Name tab. If necessary, enter a different value. You can override this value on the service ticket if needed. |
| Price Level |
This determines the inventory pricing level that is automatically assigned to this customer during a point of sale transaction and is automatically entered based on the customer type you selected on the Name tab. If necessary, select a different price level. Right-click and select Clear Price Level to clear your selection. |
| Last Charge |
The last date the customer charged a sale on an open account. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. This box supports F6 functionality; the Choose Date window opens. |
| Last Paid |
The last date the customer made a payment against an open account. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. This box supports F6 functionality; the Choose Date window opens. |
| Pay Amt | The amount paid against the open account the last time the customer made a payment. |
| Collections |
The date the account was sent to collections. Entering a date will prevent late charges and finance charges from continuing to accrue. The customer will also stop receiving statements and late notices. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. This box supports F6 functionality; the Choose Date window opens. |
| Terms | This is the number of days the customer has before outstanding invoices must be paid. If the customer is charged interest on unpaid invoices, this is the number of days of "free" interest. This value is automatically entered based on the customer type you selected on the Name tab. Enter different terms if necessary. |
| APR | This is the annual percentage rate to charge on any outstanding balances for this customer and is automatically entered based on the customer type you selected on the Name tab. Enter a percentage, as a decimal, if necessary. |
| Credit Limit | This is the maximum amount the customer can charge to an account and is automatically entered based on the customer type you selected on the Name tab. A password must be entered to override any charges exceeding this amount during point of sale. Enter a new value here if necessary. |
| Bill Acct |
If a different customer account should be billed for this customer's charges, enter the account number here. This box supports F6 functionality; the Pick Customer window opens. |
| Tax Exempt | Select this check box to indicate that the customer is tax exempt and should not be charged sales tax. |
| (exemption type) | Select the type of tax exemption that applies to this customer, if applicable. |
| Tax ID | Enter a tax ID number if this customer is tax exempt. |
| UPS Ship # | Enter the customer's UPS account number, if applicable. This is an informational field only. |
| Fedex Ship # | Enter the customer's FedEx account number, if applicable. This is an informational field only. |
| Print Invoices with Statements | Select this check box to print all outstanding invoices for this account when you print statements. This is common for school and church accounts as they often like to verify the merchandise purchased on the unpaid invoices. |
| Hold | Select this check box to display the customer's name in red on the Pick Customer window. This can be used as an indicator to the sales person that the account is delinquent due to unpaid balances, bad checks, suspected stealing, or other similar reasons. |
| Consign Rtn Code |
Select the default return code to use when this customer's consigned items expire. If one is not selected for the customer, the default value set up for system variable ConsignmentDefaultReturnCode is used. Consignment return codes are set up on the Consignment Return Codes window. Right-click and select Clear Return code to clear your selection. |
| Consign Payment |
Select the default method of settlement for this customer's sold consigned items. If one is not selected for the customer, the default value set up for system variable ConsignmentDefaultPayment is used. Right-click and select Clear Payment to clear your selection. |
| Consign Percent |
Enter the amount owed to the customer for sold consigned items. If an amount is not entered here for the customer, the default value set up for system variable ConsignmentPrcAmt is used. AIMsi assumes any value less than 1 (such as 0.99 or 0.30) is a percent and any value that equals 1 or greater is a dollar amount.
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| Consign Exp Days | Enter the number of days after which the customer's consigned item(s) is considered expired. For example, if you enter 30, consigned items expire 30 days after they are received and entered into inventory. Enter 0 to prevent this customer's consigned items from ever expiring. If a value is not entered here, the default value for system variable ConsignmentDefaultExpireDays is used. |
| Consign User |
Displays the customer's myconsignorlogin user ID. Provide this information to your customer. The customer's user ID is automatically generated when you click Web Id and is your store's myconsignorlogin user ID plus the customer account number. For example, if your myconsignorlogin user ID is VT 1234 (from system variable ConsignmentWebsiteUserIDs), when you click Web Id for customer 2572, their user ID would be 1234-2572. |
| Consign Pass | Enter the customer's myconsignorlogin password, up to 20 characters. Provide this information to your customer. |
| Cash Paidout % | Enter the amount owed to the customer for sold consigned items if the payout is in cash. Enter this value as a decimal (such as 0.50 for 50%). For 100% payout, enter a 1. Enter a 0 if you do not want to establish a default percentage (this is the default value). If a percentage is not entered here for the customer, the default value set up for system variable ConsignmentDefaultPaidoutPrc is used. |
| Current/+30/+60/+90 | These fields display the portion of the customer's outstanding balance that is current, 31-60 days past due, 61-90 days past due, or over 90 days past due. |
Fields and boxes - Tab 4 - Notes
| Item | Description |
|---|---|
| Customer Notes |
Enter any notes regarding this customer. For example, if you have a salon, you might enter notes about the customer's preferred hair color. Press F4 on your keyboard to automatically add the date, time, and your user name to the note. Right-click for a variety of options allowing you to format and preview these mail merge notes. |
| Popup Notes |
Enter any notes regarding the customer that should automatically pop up for the sales person when this customer is selected. For example, if the customer promised a payment, entering a note here will remind the sales staff that the customer should make a payment against his or her account. Press F4 on your keyboard to automatically add the date, time, and your user name to the note. Right-click for a variety of options allowing you to format and preview the mail merge notes. |
Fields and boxes - Tab 5 - Mailing
| Item | Description |
|---|---|
| Customer Mailing Codes |
Mailing codes are used to group customers for mailings. If you would like to include this customer in a mailing group(s), click Add and select the appropriate mailing code(s). |
Fields and boxes - Tab 7 - Image
| Item | Description |
|---|---|
| (image grid) | Displays the current image used for this customer in either customer history or touchscreen. |
Fields and boxes - Tab 8 - Emails
| Item | Description |
|---|---|
| Click Add, then enter an email address for this customer (in addition to the email on the Name tab). You may choose do this for secondary email addresses or multiple contacts within a single business. | |
| Email Method |
Select the preferred method of email correspondence for this email address.
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| Description | Enter a description for this email address, such as business or personal. |
Buttons
| Item | Description |
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General use buttons |
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Find |
Click to display the Pick Customer window and select a different customer. |
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Next |
Displays the next customer record. |
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Previous |
Displays the previous customer record. |
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Top |
Displays the first customer record. |
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Bottom |
Displays the last customer record. |
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Save |
Saves any changes you've made to the customer record. This button only displays if you've added or edited a customer. |
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Cancel |
Cancels any changes you've made to the customer record. This button only displays if you've added or edited a customer. |
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Delete |
Deletes the customer record. |
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Add |
Clears the window so you can add a new customer window. |
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Exit |
Closes the window. |
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Tab 1 - Name |
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Loy |
Click to assign a unique loyalty number to this customer so that he or she can accrue loyalty points. The starting loyalty number is determined based on the value assigned to system variable NextLoyalty. |
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Attach |
Opens the File Attachments window where you can add documents for this customer. Examples of files you may want to associate with a customer are: scanned and signed waivers, copies of licenses and permits, and contracts. You must create a storage folder in Windows Explorer and assign it to the Customer Attachment Storage Folder file on the Work Station window before you can attach files for this customer. A great place to create your folder is in the same location where AIMsi is installed. For example, C:\AIMSI\CustomerAttachments. |
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Tab 2 - Personal |
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SS# |
Click to display the Change Social Security pop-up window where you can enter or edit the customer's Social Security number. |
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DL |
Click to display the DL Info window where you can swipe the customer's driver's license and automatically add the information to the related DL fields on this window. |
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Edit (credit card 1 and 2) |
Click to display the Edit Credit Card Info window where you can enter or edit credit card information for the customer. |
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CC Mgmt |
Click to display the Credit Card Management window where you can transfer credit card information from one position to another, to or from one rental or lesson account to another. Transferring the information from one record to another saves time by eliminating the need to reenter information. You may choose to remove a primary card and transfer the second when, for example, a customer notifies you that the primary credit card on their account has been stolen and would like to use the secondary card on their account as the primary card. |
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Bank |
Click to display the Change Bank Account Number pop-up window where you can enter or edit a banking account number. |
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Tab 3 - Billing |
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Web Id |
Click to automatically assign a myconsingorlogin user ID for this customer. The customer's user ID is your store's myconsignorlogin user ID plus their account number. For example, if your myconsignorlogin user ID is VT 1234 (from system variable ConsignmentWebsiteUserIDs) their account number is 2572, their user ID is 1234-2572. |
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Buttons on Tab 5 - Mailing |
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Add |
Click to add a mailing code for this customer. Mailing codes must be established on the Add/Change Customer Mailing Codes window before they can be added to a customer record. |
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Delete |
Removes the selected mailing code from the customer record. |
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Tab 7 - Image |
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Get Image |
Click to open the Customer Image window and add or change the image you have stored for this customer. Only one image is stored at a time. If the customer already has an image and you click this button and continue, the existing image is deleted and replaced with a new image. |
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Delete Image |
Deletes the customer image. |
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Print Image |
Click to display the Select Output Destination window where you can view, print, save, or email the image. |
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Tab 8 - Emails |
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Add |
Adds a new row to the grid for additional customer email addresses. Enter the email address, select a preferred method of contact, and if desired, enter a description such as personal. |
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Delete |
Deletes the selected row. |
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Primary |
Marks the selected email address as this customer's preferred, or primary, email address. If you mark an address as primary here, it replaces the address you may have entered on the Name tab. |
