Contacts - Customer Records

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

Details | Accounts

This must be unique and may contain alpha-numeric characters

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)

• 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)

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)

If using a third party accounts package then this will be the name of this client as it appears in your accounts package

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.

Only used for Sage account packages to determine the department to which you will be uploading invoice data.

The required payment term for this customer

Details | Pricing | Customer Rates | Accounts | Additional Contacts | Messages | Web Access

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

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

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

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

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

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

This is where you can enter Price Matrices specific to this customer irrespective of Vehicle Type (see Pricing Hierarchy)

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.

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

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

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

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

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.

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)

Use these columns to set a minimum price and price per mile if Matrices are NOIT being used

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

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

If using a 3rd party accounts package then this must match the what the customer is known as in your chosen accounts package

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

This can be used to record the customers VAT Number and will display on the relevant invoices.

The default terms of payment for this customer, this will appear at the bottom of the invoice

If you are set up for Multi-Currency use then you can select which currency applies to this customer when Jobs are created

If you Factor invoices for this customer then you can put their Factoring Number here, this will appear on the relevant invoices

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.

Only used for Sage account packages to determine the department to which you will be uploading invoice data.

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

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

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

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

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

If this is ticked then the invoice will show the customers Address WITHOUT the customer Name

If this is ticked then the invoice will display the FULL ADDRESS for collection and delivery

Unticked it will just show the POSTCODE

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

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.

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

1. Click on the green + button to create a new line

2. The contact Name and Postcode are required fields, even if the Postcode is the same as the main contact

3. Enter other relevant information for this contact

1. Select the contact that you wish to remove

2. Click on the red - button to delete the contact

Make sure to remember to click the Save button in the top left to save any changes

Having this ticked will automatically send an email to the customer or contact used on the job when a new Job is saved

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

Having this ticked will automatically send an ‘arrival’ email when the driver arrives at the Collection or Delivery address.

NOTE: this is triggered by adding the arrival time to the job address, this can be done via the Live Console, Job Screen or automatically via Journease Mobile or Courier Exchange if you have them set up

Having this ticked will automatically send a GOB email when the driver has signified Goods On Board.

NOTE: this is triggered by adding the Goods On Board time to the job address, this can be done via the Live Console, Job Screen or automatically via Journease Mobile or Courier Exchange if you have them set up

Having this ticked will automatically send a POD email when the driver has signified that the goods have been delivered.

NOTE: this is triggered by adding the POD time to the job address, this can be done via the Live Console, Job Screen or automatically via Journease Mobile or Courier Exchange if you have them set up

Having this ticked will automatically send a Falure email when the driver has signified a delivery could not be made.

NOTE: this is triggered by adding a Failure time to the job address, this can be done via the Live Console, Job Screen or automatically via Journease Mobile or Courier Exchange if you have them set up

Used if CRM is switched on to signify that Marketing Emails can be sent to this customer

Used if CRM is switched on to signify that Marketing SMS messages can be sent to this customer

NOTE: this will require an Esendex account for sending SMS messages through Journease

Used if CRM is switched on to signify that Marketing Phone Calls can be made to this customer

Enter a minimum of Web Username, Email address and Password for your customer:-

NOTE: these items cannot be changed once created

This must be unique throughout your database (i.e. it cannot match a username used by a different customer or Journease user)

The default email address that this user will use, this can be changed on a job by job basis when booking jobs via Delivery Booker

Select a password for this customer, the customer will be able to reset this if you have the password reset function turned on for Deliver Booker

Free text field to record any comments against this user

When ticked these credentials can be used to log into Delivery Booker

Unticked will block access for this user

When ticked this will allow the user to use the Postcode Lookup function when booking a Job

When ticked any Jobs entered via Delivery Booker by this user will automatically add your depot as the start address

When ticked this user will be able to save Jobs as quotations for later

When ticked this user will be able to see the Price of a Job before confirming

When ticked this user will be required to pay upfront before a Job can be confirmed

Once the required information has been added click on the green [+] button to add the user to the table

Select the row in the table and click the red [-] button to remove the user

Clicking on the yellow Clear Entry button will clear the boxes allowing for entry of another user

Clicking the blue Refresh button will update the table

Automatic Pricing can be actioned using a Minimum Charge / Mile rate or by utilising Price Matrices

Price Matrices is the preferred method as it allows for more choice on how Jobs are priced

Automatic Pricing can be added to the following and are based on a combination of Customer, Vehicle and Service set against the Job

• Customer

  • Customer Rates

  • Customer Fixed

• A Service Type

  • Service Rates

• A Vehicle Type

  • Vehicle Rates

The order in which Prices are calculated:-