Adding New Customers

From FloristWiki

To add a customer to your customer database:

1. On the File menu, click New Customer. In Order Entry or Point of Sale, when you enter a name in the Customer field, if the customer does not already exist in your database, you are prompted to add the new customer from the Customer Search window. The Customer Detail Information window opens with the General tab displayed.
2. In the Customer area of the General tab, type the customer’s name. For a non-house account, this is the name of the person or business that is placing the order. If this is a house account, this should be the name of the person or company who is responsible for payment on the account. The name should be entered in a consistent format among all customers. For example, you may want to enter individuals in a “first name last name” format and enter businesses by their official names.
3. In the Sort Name Key field, enter the name by which FTD Mercury will sort this customer’s name for reports and statements. By default, this field sorts according to the “last name, first name” format, but you may enter a different sort name if you prefer.
4. In the Address Information area, click the arrow and select an address type and type the customer’s address in the large text box. If the customer is opening up a house account, be sure to record the address where the customer’s bills are sent. Statements print with the billing address. If this is the customer’s billing address, make sure the Billing Address check box is checked.
   

   The address types are maintained in Mercury Administration.

5. In the Contact Information area, click the arrow and select a phone number type and type the phone number of the customer in the text box (you can use punctuation such as parenthesis or dashes in the phone number). If this is the primary number where the customer may be reached, make sure Primary Phone is checked.
   

   The phone number types are maintained in Mercury Administration.

6. In the Tax Details area, if the customer is a non-profit organization and/or you want to designate this customer as tax exempt, click the Tax Exempt check box so a check mark appears and type the exemption code in the Exempt Code field. Refer to the valid tax codes for your store.
7. If this customer is receiving a discount on purchases, type the discount percentage in the Discount Percent field. Type the percentage number without the percent sign. The percentage entered here is deducted automatically from the PRODUCT total each time the customer places an order (discounts are not applied automatically to fees, etc. but you can enter manual discounts in Order Entry and Point of Sale). Setting the percentage to zero indicates that no automatic discounts apply. Discounts can always be overridden when a transaction is entered.
   Discounts only apply to the product amount; they do not apply to fees (such a delivery, relay, and service fees). To apply a discount to a fee in Order Entry or Point of Sale, you must add the discount manually.
8. In the Referral Code field, click the arrow and select the way in which this customer learned about your store.
9. Check any of the following check boxes to make them true:
   • Include in Direct Mail Marketing - When checked, this indicates that you want to send marketing letters or postcards to this customer. Clearing this option excludes this customer from all of your direct mail marketing campaigns in the Mercury Marketing application AND from any marketing letters that you print from the Mercury Forms templates folder.
   • Include in E-mail Marketing - When checked, this indicates that you want to send marketing email messages to this customer. Clearing this option excludes this customer from all of your email marketing campaigns in the Mercury Marketing application.
   • Active Status - makes this customer available for customer searches. Customers can be deleted from the database as long as they have not placed any orders. You can make a customer inactive by clicking the Active Status check box so that a check mark does not appear. The customer will remain in the database for lookups, but that account cannot charge orders in Order Entry or Point of Sale. You will be informed the customer is not active if you try to select this customer in either the Order Entry or Point of Sale window.
   • Do not Purge - protects the customer from being deleted when you purge customers.
10. In the email area, select the type of email messages you want to send to the customer. For each of the following options, first select whether you want to email that type of message, and pick the address to use for that message type (if the email address you want to use is not available, you can click on the Email Addresses button to open the Customer Email Addresses window to add it):
    • E-Mail Messages
    • Invoices
    • Order Confirmations
    • Delivery Confirmations
    • Statements
11. If you have multiple stores, the Store of Origin field allows you to specify where the customer originated. By default the logged in store is highlighted. To select a different store, highlight the store name.
12. Click Notes to enter any additional customer information to the account. When information is saved in this area, a red check mark appears over the Notes button.
13. Click the Batch Mode check box so a check mark appears if you wish to add several new customers.
14. Click Save.
15. If required, enter your employee name, password, and optionally any notes in the Audit Trail window and click OK.

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