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Setting Up a New Customer

Distributor steps for setting up a new customer in Encompass by copying a similar one, then checking AR account, chain, promo zone, charge area, license, stops and split invoices. Requires v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Pre-Conditions

  • This guide assumes that the user already has a similar customer set up in their system and has all necessary permissions for customer setup.

Steps

  1. Identify a similar customer to the one you are setting up. This customer might be part of the same chain or a customer of the same type located nearby.
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  2. Create a new customer by following the Customer Copy help resource. Note: By default, the following associated tables are copied to the new record unless they are unselected during the copy process: Customer Notes, Customers Promotions Zones, Promotions Customers, Service Windows, Store Locations. If you unselect any of these fields, you will need to go back and add the correct records for the newly created customer.


Once the new customer record is created, edit it and confirm the following fields:

  1. AR Account - if the AR Account should be the same as the original record (the same financial entity is responsible for paying invoices for both customers) then it does not need to be updated. If it is independent and should have its own AR Account, you will need to create a new AR Account and set it on the record.
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  2. Chain - Is the new customer part of the same chain as the one that as copied? If not update the chain to the correct record.
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  3. Product Group - Does the new customer qualify to purchase the same group of products as the original? If not, update the Product Group to the correct record.
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  4. Distribution Area - Does the customer belong to the same distribution area as the original? Typically this means that they are serviced by the same location and that their accounting should flow to the same company as the original customer record.
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  5. Promo Zone - Should the customer qualify for the same group of promotions as the original? If not, update this to the correct Promo Zone.
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  6. Charge Area - Does the same set of Invoice Charges apply to this customer as the original? If not, select the correct Charge Area.
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  7. Jurisdiction - Is this customer physically in the same Jurisdiction as the original? Typically, Jurisdictions are used to calculate depletions taxes.
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  8. Deposit Area - Should this customer be charged the same amount for deposits as the original? If not, update its Deposit Area
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  9. State License Num and License Expiration Date will need to be updated to reflect the accurate licensing information for the new customer.
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  10. Save Changes
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Next, add routing:

  1. From the subtables menu, select Stops.
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  2. Select Add Stops
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  3. Select the current route version, Activity and Route for the new customer according to your configuration. You might add a Delivery and Presell stop or a Peddle Sell stop depending on your organization's configuration.
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Check Split Invoicing:

If a customer should have different invoices for different product groups, add split invoice records using the Split Invoices subtable. Note: Split Invoicing can also be set at the Chain and AR Account level. If you are not sure, make sure that there are not any conflicting split invoice records set on the chain.

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