FAQs for "Adding a New Customer"
1. What is the purpose of adding a new customer in the Isolocity system?
A: Adding a new customer in the Isolocity system allows you to manage and maintain an up-to-date customer database. This includes storing contact information, tracking orders, and associating relevant documents, which is essential for efficient customer relationship management.
2. How do I begin adding a new customer in the Isolocity system?
A: Log in to the Isolocity system, navigate to the Supply Chain section, and click on Customer. This opens the customer creation form where you can enter the necessary details.
3. What information is required to add a new customer?
A: The required information includes:
Customer Name: The official name of the customer.
Status: Indicates whether the customer is active or inactive.
Address: Street, city, province/state, and country.
Type of Sale: The nature of the sales relationship (e.g., retail, wholesale).
Primary Contact: Name, email, phone, and position.
Secondary Contact (Optional): Additional contact information if available.
4. How do I enter the customer’s address in the system?
A: Enter the customer's street address, city, province/state, and country in the respective fields during the creation process. This is crucial for order shipments, billing, and record-keeping.
5. Why is it important to select the correct status for a customer?
A: Selecting the correct status (Active or Inactive) ensures the system accurately reflects the current business relationship. Active customers have ongoing business, while inactive customers may no longer be engaged.
6. What is the significance of the "Type of Sale" field when adding a customer?
A: The Type of Sale categorizes the customer based on the nature of your business relationship (e.g., retail, wholesale, distributor), which is useful for sales tracking, reporting, and marketing.
7. How do I add a primary contact for the customer?
A: Enter the primary contact's name, email, phone number, and position in the designated fields. The primary contact is the main point of communication for business dealings.
8. What should I do if the customer has additional contacts?
A: Additional contacts can be added in the Secondary Contact section. This is optional but ensures all relevant personnel are included in communications.
9. Can I upload documents related to the customer during the creation process?
A: Yes, you can upload relevant documents (contracts, agreements, reference files) using the Upload Documents option to keep all customer information centralized.
10. How do I finalize the creation of a new customer in the system?
A: After entering all required information, review for accuracy, then click Create Customer to save the customer in the system.
11. What happens if I need to edit customer information after creation?
A: Navigate to the Customers section, select the customer, update the necessary fields, and save the changes to ensure they are recorded.
12. How do I manage action items associated with a customer?
A: Add and manage action items using the Add Action Item option during or after customer creation to track tasks, follow-ups, and other activities.
13. Why might I need to enter a secondary contact for a customer?
A: A secondary contact ensures uninterrupted communication if the primary contact is unavailable or if multiple departments are involved.
14. Can I deactivate a customer after they have been created?
A: Yes, change the status to Inactive in the customer profile to retain historical records while marking the customer as no longer active.
15. How do I associate multiple documents with a customer profile?
A: Use the Upload Documents feature during creation or editing to keep all relevant documentation organized and accessible.
16. What should I consider when entering the primary contact’s position?
A: Enter the position to provide context for their role, helping to understand decision-making authority and responsibilities.
17. How do I enter and save a secondary contact’s information?
A: Enter name, email, phone, and position in the appropriate fields, then save the changes to record the secondary contact.
18. Is it possible to create a customer profile without adding a secondary contact?
A: Yes, a secondary contact is optional; a profile can be created with only the primary contact.
19. How do I review customer profiles for accuracy?
A: Navigate to the Customers section, select the customer, and verify all fields, including contact info, address, and documents.
20. How can I search for a specific customer in the system?
A: Use the search bar in the Customers section to enter the customer’s name or other identifiers for quick retrieval.
21. What should I do if a customer’s address changes?
A: Update the address in their profile and save changes to ensure future communications and shipments use the correct address.
22. How do I track orders and shipments associated with a customer?
A: Link orders and shipments to the customer profile to maintain a comprehensive view of transaction history.
23. What is the significance of the "Create Date" for a customer profile?
A: The Create Date records when the profile was created, useful for tracking the business relationship and auditing purposes.
24. How do I handle duplicate customer entries in the system?
A: Merge duplicates or delete one entry while preserving relevant information to maintain a clean, accurate database.
25. How do I ensure that customer data is kept up-to-date?
A: Regularly review and update profiles after interactions, new orders, contact changes, or address updates to keep the database current.