Minimum Version Required: 26.01
Pre-Conditions
Required permission - CustomerMobileEdit
Steps
Overview:
Due to regulations at difference levels (local, regional, and state), managing Customer liquor licenses in Encompass helps to prevent sales to Customers with expired licenses and promps your team to collect updated license info.
Updating Licenses On the Server
Navigate to the Customer record
Edit the State License Num field
Enter the updated Expiration Date
Click Save Changes
Encompass Mobile users will need to sync their device for the updated license information to pull through
Updating Licenses On Encompass Mobile
Open the Customer account either from the Customer button or My Day
Select the Customer Information button in the menu
Tap the edit pencil icon in the top right corner
Enter the updated Expiration Date in the License Exp Date field
Tap the check mark in the top right corner to save
The updated license information automatically syncs with the server upon saving
Expired License Alert Mobile Alert
Users on Encompass Mobile will automatically be notified when a Customer's license is about to expire or is already expired when entering an Event on My Day for that Customer. While this alert will not prevent them from selling or delivering, it will help to prompt them to collect updated licensing information on their regularly scheduled Customer stops.
From this prompt, users can either tap the back arrow to continue their stop or tap the edit pencil to update the license information.
How To Automatically Manage Expired Licenses
If a Customer License Expiration Date has passed, the Track and Manage: Expired Liquor Licenses App finds those Customers with expired licenses and moves them into a specified Customer Product Group (often “None”) until the license is updated. See the Help Resource below for more information on this App.
Help Resource: Track and Manage: Expired Liquor Licenses
Best Practices
Do not continue selling/delivering to customers with an expired license. A core best practice is to prevent alcohol sales when a customer’s license is expired, so you’re not taking on unnecessary compliance/liability.
Install and use the Track and Manage: Expired Liquor Licenses app to automatically identify expired licenses and take action (commonly moving the customer to a restrictive Product Group, often “None”) to prevent accidental alcohol sales until the license is renewed.
When a license is expired or within 30 days of expiring, Encompass will prompt users that the license has expired or will expire soon on Encompass Mobile. Treat these prompts as a trigger to immediately request updated license information and update the customer record.