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Customers Table Management

Distributor decision tree for managing Encompass customer records: duplicates, out-of-business or new-owner accounts, and Active vs Inactive vs Out of Business status. Requires v21.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 21.01

Steps

Use this decision tree to help determine the proper steps to take when managing your customer records. These are common reasons to use this decision tree:


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​Customers Table Decision Tree
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These are common reasons to use the decision tree:
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  • A duplicate Customer exists ("CustomerName_2")
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  • A Customer is no longer in business
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  • A Customer is under new ownership
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  • A Customer is no longer being sold to

Best Practices

  • Maintain Customers Users
    *Inactivate Customers Users who no longer work there
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  • No Underscores - Any Customers that have a "_" in their name is likely a duplicate or needs further clarification in the name
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  • Maintain Customer Account Statuses - Do not leave customers in the Active status if you are not selling to them. Use the automated apps in the App Library to help maintain Account Status.
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    ​Active - allows for full use of the customer across Encompass.
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    ​Inactive - Removes the Customer from default view and cannot be sold to. Use this status if you may sell to the Customer in the future.
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    ​Out of Business - Removes from default view. Not coming back, but historical data is saved.


*Note: There is no functional difference between the Inactive and Out of Business statuses. They are for better categorization and record keeping. When using Seasonal Start and End Dates on the Customer record, the customer will be set to Inactive when out of Season.

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