- Created by Mark Jason Brumpton, last modified on May 03, 2023
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Add new / Open existing Customer record
To add a new customer click on the Add Customer button in the top right of the screen.
Note: the new customer name MUST BE UNIQUE
To open an existing record simply click on the customer name in the customer name column of the grid
![](https://journeasesoftware.atlassian.net/wiki/download/attachments/2757165069/image-20230502-094747.png?version=1&modificationDate=1683020859589&cacheVersion=1&api=v2)
Entering a new customer
Minimum Requirements
Details TAB
Customer Name
This must be unique and may contain alpha-numeric characters
Account Type
Use the Account Cust checkbox to select:-
Ticked = Account Customer (will do the Job then bill at a later date via invoice)
Unticked = Non Account Customer (Will be expected to receive payment upfront and will be prompted to do so)
Main Address
Contact Name
Address Line 1
Postcode - Once geocoded will automatically fill in the City (NOTE: If postcode cannot be Geocoded then you will not be able to route to/from this address)
Invoice Address
If this is the same as the Main Address the simply tick the Use main contact checkbox and this will fill automatically
Contact Name
Address Line 1
Postcode - Once geocoded will automatically fill in the City (NOTE: If postcode cannot be Geocoded then you will not be able to route to/from this address)
Accounts TAB
Accounts Ref
If using a third party accounts package then this will be the name of this client as it appears in your accounts package
Cost Center
Also known as nominal code in some accounts packages
This is the folder in your accounts package to which you will be uploading invoice data.
Department Code
Only used for Sage account packages to determine the department to which you will be uploading invoice data.
Terms Of Payment
The required payment term for this customer
Advanced
Details | Pricing | Customer Rates | Accounts | Additional Contacts | Messages | Web Access
Details TAB
Non-Approved customer Type
These are generated automatically by Journease when creating a quote for a new customer.
Before proceeding with any work for this customer you will need to re-assign them to either an Account Customer or a Non-Account Customer depending on the required Account Type
Depot Code
If you have multiple Depots then you can select which Depot will apply to this customer
The Booking Depot can be changed on a Job by Job Basis but will default to the Depot set here.
NOTE: If you have Depot Security switched on then this customer will only be visible to users assigned to that Depot and the Booking Depot in the Job Screen will be locked
Override Depot Defaults (Checkbox)
Add Start (Checkbox)
Add End (Checkbox)
In Global Settings you can set the system to add your Depot address as the Start Address and/or End Address when creating a Job.
In the customer screen this will set the Default for this customer and override those set in Global Settings
These can also be set on a Job by Job basis
Other Comments
This is a ‘Free Text’ field where you can add comments regarding this customer.
If there is ANY text entered here then this will show as a pop-up message at the top of the Job Entry screen when the customer is selected.
This would generally be used to let the operator know of any requirements for this customer prior to booking a Job
Pricing TAB
Surcharge ( % )
This is where you can add a Default percentage surcharge that will be applied to all jobs created for this customer
This will override any surcharge set in the Global Settings, but can be overridden on a Job by Job basis
Surcharge Reason
This is where you can enter the reason for the above surcharge
NOTE: Both percentage and reason must be present for it to apply the surcharge to the Job price
Main Price Matrix (1 - 3)
This is where you can enter Price Matrices specific to this customer irrespective of Vehicle Type (see Pricing Hierarchy)
Include Product Matrix in Price (Checkbox)
Tick this if you have Pricing Matrices set to price against the products for this customer which you wish to be included in the overall price when calculated.
Waiting Time
Use the drop down box here to select the Waiting Time which will apply to this customers Jobs.
The Waiting Time itself will need to be set up in Settings - Additional Prices/Costs before it will appear as an option in the drop down list
Failed Delivery
Use the drop down box here to select the Failed Delivery Charge which will apply to this customers Failed Jobs.
The Failed Delivery Charge itself will need to be set up in Settings - Additional Prices/Costs before it will appear as an option in the drop down list
Pickup Charge
Pickup Admin Charge
Use the drop down box here to select the Pickup Charge or Pickup Admin Charge which will apply to this customers Pickup Jobs.
The Pickup Charges themselves will need to be set up in Settings - Additional Prices/Costs and marked as a Pickup Charge before it will appear as an option in the drop down list
Trunking Charge
Use the drop down box here to select the Trunking Charge which will apply to this customers Trunks (Warehouse Only).
The Pickup Charges themselves will need to be set up in Settings - Additional Prices/Costs and marked as a Pickup Charge before it will appear as an option in the drop down list
Customer Rates TAB
Vehicle Types and Services applicable to the Customer
Use this Grid to add Vehicle Types and Services from your Vehicles/Services lists to the customer when a Customer Specific Price is required.
If you have the same vehicle against different services then a line will need to be created for each Vehicle Type / Service Type combination that requires a customer specific price.
![](https://journeasesoftware.atlassian.net/wiki/download/thumbnails/2757165069/image-20230502-144648.png?version=1&modificationDate=1683038802117&cacheVersion=1&api=v2&width=374&height=166)
Delivery Booker Users
If this customer has been set up to allow job input through delivery booker then ALL combinations of Vehicle Type / Service Type that they are able to use on delivery booker MUST be listed here.
Delivery Booker will ONLY display these combinations and will not drop to the default values for other Vehicle Types that are set for Web Booking (see Vehicle Types/ Services)
Minimum Price
Price per Mile
Use these columns to set a minimum price and price per mile if Matrices are NOIT being used
![](https://journeasesoftware.atlassian.net/wiki/download/thumbnails/2757165069/image-20230502-145623.png?version=1&modificationDate=1683039376437&cacheVersion=1&api=v2&width=280&height=112)
Price Matrix (1 - 3)
Cost Matrix (1 - 3)
Select the relevant Price/Cost Matrix from the Drop Down Box
NOTE: the Matrix must first e set up in Settings - Matrices before it will appear as an option in the Drop Down
Waiting Time
Select the relevant Waiting Time that will apply for this particular Vehicle for this customer
If left blank then it will use the default set in the Customer Pricing TAB, and if not there it will use the default set against the vehicle in Vehicles/Services
Accounts TAB
Accounts Ref
If using a 3rd party accounts package then this must match the what the customer is known as in your chosen accounts package
VAT Code
Select the relevant VAT code that this customer will use by default
Additional VAT Codes can be set in Settings - % Vat Rates, they must be set up there before they will appear as an option in the drop down
VAT Number
This can be used to record the customers VAT Number and will display on the relevant invoices.
Terms Of Payment
The default terms of payment for this customer, this will appear at the bottom of the invoice
Currency
If you are set up for Multi-Currency use then you can select which currency applies to this customer when Jobs are created
Factoring No.
If you Factor invoices for this customer then you can put their Factoring Number here, this will appear on the relevant invoices
![](https://journeasesoftware.atlassian.net/wiki/download/thumbnails/2757165069/InvoiceTopFactoring.jpg?version=1&modificationDate=1683044167370&cacheVersion=1&api=v2&width=612&height=191)
Cost Center
Also known as nominal code in some accounts packages
This is the folder in your accounts package to which you will be uploading invoice data.
Department Code
Only used for Sage account packages to determine the department to which you will be uploading invoice data.
Inv. Freq
Here you can set the frequency that this customer will be invoiced.
This will allow you to filter by Invoice Frequency on the Sales Invoices page
Customer Group
If you have customer grouping set up then you can select to which group this customer will be part of using the drop down
NOTE: Customer Groups will need to be set up first by Journease Support
Sales Rep
Commission Start Date
If you have Sales Reps set up in Journease you can use this drop down to select the Sales Rep applied to this customer.
The Commission Start Date is when you started paying commission to the Sales Rep for this customer
Commissions and Sales reps are set up in the Sales Rep Screen which will only be available on request to Journease Support if you wish to employ this action
Invoice Text
This is a ‘Free Text’ field and will apply the given text to every invoice created for this customer, this will appear at the top of the invoice below the Invoice Details
![](https://journeasesoftware.atlassian.net/wiki/download/thumbnails/2757165069/InvoiceTopInvoiceText.jpg?version=1&modificationDate=1683044144188&cacheVersion=1&api=v2&width=612&height=191)
Customer Invoice Template
If you have had a custom Invoice created specifically for this customer then you can select that template here, when creating invoices you can have the Use Customer Invoice Template if available checkbox ticked in the invoice screen and it will use this for this customer only
![](https://journeasesoftware.atlassian.net/wiki/download/thumbnails/2757165069/image-20230502-154531.png?version=1&modificationDate=1683042324561&cacheVersion=1&api=v2&width=510&height=92)
Hide Company Name (Checkbox)
If this is ticked then the invoice will show the customers Address WITHOUT the customer Name
![](https://journeasesoftware.atlassian.net/wiki/download/thumbnails/2757165069/InvoiceTopCustomerName.jpg?version=1&modificationDate=1683044116833&cacheVersion=1&api=v2&width=612&height=191)
Show Addresses (Checkbox)
If this is ticked then the invoice will display the FULL ADDRESS for collection and delivery
Unticked it will just show the POSTCODE
![](https://journeasesoftware.atlassian.net/wiki/download/thumbnails/2757165069/Invoice%20FullAddressShown.jpg?version=1&modificationDate=1683043567780&cacheVersion=1&api=v2&width=612&height=246)
Show Add. Prices (Checkbox)
If this is ticked then the invoice will itemise surcharges and additional prices
Unticked it will roll all the prices up into the main price
![](https://journeasesoftware.atlassian.net/wiki/download/thumbnails/2757165069/Invoice%20AddPriceShown.jpg?version=1&modificationDate=1683043548196&cacheVersion=1&api=v2&width=612&height=246)
Require HC PODs
Require PO Numbers
If these are ticked then you can still complete a Job for this customer but you will not be able to generate an invoice unless you have signalled receipt of a Hard Copy POD and/or a PO Number
If you have not signalled receipt, when you come to tick the Jobs for invoicing a red warning will appear above the Job to let you know that it is missing an item.
![](https://journeasesoftware.atlassian.net/wiki/download/thumbnails/2757165069/image-20230502-155944.png?version=1&modificationDate=1683043176974&cacheVersion=1&api=v2&width=680&height=82)
Group by PO Number
If this is ticked then a separate invoice will be created for each PO Number when using Combined Invoicing.
Unticked, the Jobs will appear on a single Combined invoice but will be ordered by PO Number
Additional Contacts TAB
Add new contact
Click on the green + button to create a new line
The contact Name and Postcode are required fields, even if the Postcode is the same as the main contact
Enter other relevant information for this contact
![](https://journeasesoftware.atlassian.net/wiki/download/attachments/2757165069/image-20230503-102023.png?version=1&modificationDate=1683109215056&cacheVersion=1&api=v2)
Remove a contact
Select the contact that you wish to remove
Click on the red - button to delete the contact
![](https://journeasesoftware.atlassian.net/wiki/download/attachments/2757165069/image-20230503-102046.png?version=1&modificationDate=1683109238299&cacheVersion=1&api=v2)
Remember to SAVE
Make sure to remember to click the Save button in the top left to save any changes
![](https://journeasesoftware.atlassian.net/wiki/download/attachments/2757165069/image-20230503-102232.png?version=1&modificationDate=1683109343680&cacheVersion=1&api=v2)
Messages TAB
Job Creation Emails
Send on Book Job (Checkbox)
Having this ticked will automatically send an email to the customer or contact used on the job when a new Job is saved
Send on Book Job Confirmation (Checkbox)
Having this ticked will automatically send an email, with an attached pdf confirmation report, to the customer or contact used on the job when a new Job is saved
![](https://journeasesoftware.atlassian.net/wiki/download/thumbnails/2757165069/image-20230503-103536.png?version=1&modificationDate=1683110128788&cacheVersion=1&api=v2&width=453&height=480)
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