Navigating the Customer List

The Customer List, which can be described as the list of Active, Prospective, and Inactive Customers in the Visual Dispatch System, can be found and managed in both the Desktop Application and the Web Portal.

Managing the Customer List:

Desktop:

You can access the list of Customers by navigating to the "List" Tab, then selecting "Customers", or by clicking the Handshake Icon on the Menu Bar

This page will display the entire list of Customers that have been added to the system. To view an existing Customer, double-click any selection the list, or click and highlight a selection; then click "Edit" at the bottom right corner of the page.

At the bottom of the Page are two Radio buttons which filters the Customer Types of "Prospects" and "Established". This can be updated by de-selecting the "Prospect" Checkbox on a Customer page. Then selecting whether this customer should receive Invoices via email or Printing.

Note the four Tabs at the top which describe the information available on that page. All of these fields should be editable. Please note that the dropdown fields that are also there must be configured beforehand to be selected.

For example, the Address fields will need to be added in the Address setup, which can be found by navigating to List -> Other List ->  City, State, Zip Form. Other dropdown field options can also be found in List -> Other List -> Customers Form

If a new Customer needs to be created, click on the "New" button at the bottom right corner of the page. This will open up a blank Customer Page. The only required fields needed to create a new customer are the "Name" and "Branch" fields. Other information can be left blank and filled in at a later time if needed.

Important Fields

Certain fields on a Customer Profile page have higher importance than others. because they are used in conjunction with other functionality of the software. Below are a few examples of important fields to fill out and their associated functionality

Field: Billing Email

Use Case: For emailing Invoices or Quotes

Field: Pay Terms

Use Case:  Determines Invoice Due Date

Field: Taxes

Use Case: Used in Invoicing 

Field: Overtime

Use Case: Determines the Overtime Rate that a Customer defaults to.

Fields like these can be set at the customer level to be a default when a new Job is started for this customer. However, these can be changed on a Job by Job basis to accommodate specific situations

Web Portal

The customer list is also available in the Web Portal, however there are more restrictions here. You can access the Customer List by clicking on the "List" Tab, then "Customer".

The full list of Customers won't show up on this page. Instead, there is a search bar at the top of the page which used to pull up the requested customer.

Once a Customer is found, double click on that customer to pull up their information. The customer information here is view only, except the ability to add new Contacts.

When a new Customer is added from the Web Portal, they are set to "Prospect" in the system. Once they are no longer a Prospective customer, the system locks them down, and prevents editing from the Web Portal. If a client is still marked as a Prospect, they can still be edited from the Web Portal.

New Customers can be added from the Customer List, or from creating a new Quote. 

From the Customer List Page, click on the "New" Icon at the bottom of the page. Again, only the "Name and "Branch" fields are required. From the New Quote Page, make sure a Branch is select, then click "Add Prospect".