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The Maintain Customers window can be accessed in the following 2 ways: 

  1. Using the main menu bar: Rate & Pay -> Customers
  2. Clicking the Customers icon located on the quick-access panel

Click here for information on how to use a data entry window.

Customer Id: Customer Id can be up to 25 characters in length and should be unique within the system. If you enter an Id that already exists in the system, the customer record will be pulled from the system and can be edited. Otherwise, a new customer record can be created.

Company Information/Bill To

Field

Description

Company name

Enter the Company's Name.

Website

The company website must be in a http://www.site.com format.

Contact (First/Middle/Last)

Enter Primary Contact Name.

Address

Enter Address.

Country/Zip/State/City

Enter the Zip to fill in all fields.

Phone 1

Enter the Phone number for the company.

Copy to Bill To

Use this if the Billing Info is the same as the Company Information.

Information

Field

Description

RatingChoose the customer rating for this customer.
CargoEnter the Cargo Insurance amount this customer requires.
Auto liabilityEnter the Auto Liability Insurance amount this customer requires.
General liabilityEnter the General Liability Insurance amount this customer requires.
Portal login instructionsEnter the login instructions needed for this Customers Portal.


Company Identification

Field

Description

DUNS Number

Enter the company's Data Universal Numbering System number.

Type

Select the type of customer this is.

FF/MC Id

Enter the company's Motor Carrier Identification number, or Freight Forwarder number.

Accounting

Field

Description

Accounting system idThis is the Id that will be used for an Integration with an Accounting system. The Accounting system Id must start with a C unless changed in the Rate and Pay settings.
Payment termsSelect the payment terms for this customer.
Rate planSelect a rate plan to use for this customer if you have predefined lanes.
Credit limitEnter the Credit limit for this Customer.
On credit holdCheck this box to place the Customer on a Credit Hold. Shipments will not be able to save any new shipments for a Customer on credit hold.


Defaults

Field

Description

EquipmentHere you can select default equipment that would be used for all new shipments for this customer.
GoodsHere you can select default goods that would be used for all new shipments for this customer.
Email check calls

Check this box to email check calls to this customer.

Booked byHere you can select a default user that booked with this customer.

 

Additional Contacts

It is possible to add additional contacts to the customer information by clicking the Add button. This opens a window, seen below, which allows you to enter the contact information.  

Additional contact types

Any additional contacts that are added to the accounting type will be emailed invoices if the billing type is set to Bill via email. Additional contacts that are set to the type of Dispatch will be used on shipments as the contact. Additional Contacts that are set to the type of Check calls will be emailed check calls once they are added in the system.

 

Billing

The billing section is for special billing info that is unique to this customer, so if they need a unique invoice, or to send emails from a different account, or would like to add attachments differently than the default is set up that can be set here.

Field

Description

Bill by companyChoose which of your companies you will Bill this customer from. This will be automatically selected from the Primary Company set in the System/Set up options.
Billing notesThese are internal notes that will be entered on all loads created for this customer. This Can be used to give notes of requirements this customer might have for billing.
Invoice notesThe notes will show on the bottom of the Invoice for this customer.
Bill via emailClick the box to Bill this customer via email.
Bill via mailClick the box to Bill this customer via mail.
Bill via FaxClick the box to Bill this customer via fax.

Bill via EDI

Click the box to Bill this customer via EDI.
Bill via websiteClick the box to Bill this customer via a website.
Bill via factoringClick the box to Bill this customer via factoring. If you use an Integrated factoring Company make sure to select them in the drop-down next to this box.
Invoice report formIf this customer requires a different report form you can select it here. If blank the system will use the default that is set in the Rate and Pay System options.
Invoice email accountIf this customer requires emails sent from a different email account you can select it here. If blank the system will use the default that is set in the Rate and Pay System options.
Invoice mail templateIf this customer requires a different email template form you can select it here. If blank the system will use the default that is set in the Rate and Pay System options.
Invoice attachments formatIf this customer requires invoices to be attached in a different format you can select it here. If blank the system will use the default that is set in the Rate and Pay System options.
Document sort orderIf this customer requires documents to be sorted in a different order you can select it here. If blank the system will use the default that is set in the Rate and Pay System options.
Proof of delivery requirementYou can choose the Proof of delivery requirement for this Customer.
Factoring company customerIf you are integrating with a Factoring Company and this customer has a factoring name that needs to be used you can enter it here.
Invoicing rulesYou can add rules that would be checked during the invoicing process.

 

Invoicing rules

Invoicing Rules

Invoicing Rules can be added when the company requires special info on invoices examples are specific numbering schemes on PO Numbers, or weights are required to receive payment.


Patterns for Rules can contain

# - stands for any number, _ - stands for any letter, % - stands for anything

You could use this to create rules like.

8 digit starting with 2 – you set: 2#######

8 digit starting with letter: _#######

8 digit starting with “M”: M#######

Anything ending with “M”: %M

Anything ending with number: %#

Groups

Here you can select any Custom groups this customer should be in.  For details on Custom Groups click here.

Custom groups

Here you can add any Customer portal users.

 


 

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