 | Another advantage to the Wizard is that it will allow addition of service records or transactions to the new customer at the end of the process. |
Setup Customers/Prospects |
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Setup ... Application ... Customers / Prospects
About Topic
Use this screen to set up customer and prospect information for your business. The Setup Customers/Prospects screen has been divided into several categories, each containing important settings. Select the category on the left side of the screen, and the settings for that section will appear on the right.
Keep in mind that not all sections may apply to your business. In addition, the sections in the setup list may be hidden based on the features included with your license and/or general options not chosen.
In this Topic
Field by Field Help - Setup Customers/Prospects screen
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3.22 Terms
5.1 Customers
Field by Field Help - Setup Customers/Prospects screen
Show the Prospect features of the application
When checked, the prospect features of the application will be enabled. Uncheck to hide these features and any others dependent upon prospect capabilites. You must close and re-open the software to have these changes take effect.
Next Account Number
The program will maintain the proper sequence of account numbers. The next available account number is shown in the space provided. This number will be assigned to the next customer or prospect created. You may change this value to start the sequence at another number. This value does not include a check digit, which can be added automatically (see setting below).
Referral Credit Option
The referral credit option allows you to apply a credit to a customer's account when a new customer is created which references the referring customer. You can choose from one of the following options:
| Always | ManageMore will always generate a credit to the account number specified in a new account as the Referred by account number. |
| Ask | The user will be prompted as to whether a referral credit should be generated. |
| Never | ManageMore will not generate referral credits. |
Referral Credit Amount
The amount to be used when posting referral credits.
Default Template
The customer template to be automatically chosen when adding a new customer record. The template is used to speed data entry, by providing default values for many fields.
Allow Customer Wizard Mode during data entry
This setting will cause ManageMore to enter new customers via the Customer Wizard. This screen will walk the user through customer entry in a step by step fashion.
| Another advantage to the Wizard is that it will allow addition of service records or transactions to the new customer at the end of the process. |
Allow automatic taxcode lookup by zipcode during data entry
Turning this switch on will allow the program remember the tax code used for a certain zip code, and enter it automatically when adding a customer.
Allow verification of all bank routing numbers via ACH rules
This will allow automatic verification of all bank routing numbers by comparing the number to Automated Clearing House standards, and reject the entry if an invalid number is used.
Allow activity on inactive customer accounts
When a customer is marked inactive, ManageMore will prevent any transactions from being entered relating to this customer, unless this switch is turned on.
Allow free form customer telephone number entry (for international use)
Choose this option to allow customer and prospect telephone numbers to be entered in formats other than the standard North American version of (###) #######.
Always attempt reverse phone lookup on new customer record
When checked, this setting requires a customer phone number be input so that customer data can be read by reverse phone lookup.
Require customer name to be entered with proper capitalization
If this option is checked, the customer's name will be required to be properly capitalized when entered. (i.e. John Doe, and not john doe, or JOHN DOE) This setting will facilitate more accurate searches, and follow proper U.S. Postal Service guidelines.
Add check digit to new account numbers for reduced data entry errors
Check this setting and ManageMore will automatically add a MOD10 check digit to the end of the account number when adding a new customer or prospect. This will allow only one in ten numbers to be used, therefore reducing the chance that an incorrect account number will inadvertently be typed.
Warn of possible customer duplication during data entry
This feature will display a warning message when entering similar names on two different customer records. The user can choose to continue adding, or cancel and use the existing record.
Default Incident Status
Select the status that an incident should have when it is first created. Select from Closed, Low, or High.
Allow the use of a promise date on new customer incidents
Check this box to allow a promise date field to appear on new incidents. This field is used to record a promise to pay note in the incident which can be used during billing processes to override an inactivation.
User Defined Fields
This section allows you to set up user-defined fields for use on customer incident records. These fields can be used for any purpose. The User Defined Fields table lists all 10 user-defined fields available. A detail tab will be visible for customer incident records only if a minimum of one of the UDF fields is filled out.
Screen Prompt
This column displays the name of the custom field. This is the field name that will appear on the record for input.
Field Type
This column determines the format of the custom field, as described below:
| Free Form | Prompts the user to type any value, letters or numbers. |
| Number | Prompts the user to type a numeric value. |
| Checkmark | Prompts the user to place a check mark in a provided box. |
| Date | Prompts the user to enter a date value. |
| Drop List | Prompts the user to select a value from a predefined list. Drop list choices are separated by a vertical bar (e.g. Choice 1|Choice 2|Choice 3 ) |
Characters
This column displays the length of the custom field (in characters).
Picture Format 
Displays the internal format of the field being created. This is displayed upon clicking the Edit button below.
Places
If the field format selected is "Number", this column displays the number of decimal places.
Default Value
This column will display the value that will be automatically filled into the user-defined field when entering a new record. This value is optional.
Required Value
Display whether this user defined field must be completed before the record can be saved. This is displayed upon clicking the Edit button below.
Edit
Click this button to edit the highlighted field.
Many of the data fields in the customer record form can be omitted, if desired. Check the boxes that correspond to the fields you want to display. This setting will also affect the New Customer Wizard entry method; the wizard will then skip questions that pertain to the fields you have chosen to omit. This way, you can customize the customer record form to suit the needs of your business, or to simply make data entry easier. In addition, hiding certain fields will also hide the corresponding data normally displayed on the Customer Care screen.
 | Hiding a field where you have previously made an entry does NOT delete any data. However, it will prevent you from entering data on future customer records. |
Show user defined fields on the customer and prospect records
Check this box to allow set up of user-defined fields for use on customer and prospect records. The fields will be found on a tab labeled "Detail."
Screen Prompt
This column displays the name of the custom field. This is the field name that will appear on the record for input.
Field Type
This column determines the format of the custom field, as described below:
| Free Form | Prompts the user to type any value, letters or numbers. |
| Number | Prompts the user to type a numeric value. |
| Checkmark | Prompts the user to place a check mark in a provided box. |
| Date | Prompts the user to enter a date value. |
| Drop List | Prompts the user to select a value from a predefined list. Drop list choices are separated by a vertical bar (e.g. Choice 1|Choice 2|Choice 3 ) |
Characters
This column displays the length of the custom field (in characters).
Picture Format
Displays the internal format of the field being created.
Places
If the field format selected is "Number", this column displays the number of decimal places.
Default Value
This column will display the value that will be automatically filled into the user-defined field when entering a new record. This value is optional.
Required Value
Display whether this user defined field must be completed before the record can be saved.
Edit
Click this button to edit the highlighted field.
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