webBooks-Customer Accounts

Most, but not all, organizations will have customer accounts. As a result they will need a module that will manage the information of their clients. The 'Customer Accounts' module will accomplish that goal easily and efficiently. And not only does it allow the user to define names, phone numbers, and addresses, but also the ability to specify authorized contacts that can make adjustments to the account, set discounts that are only applicable on certain accounts, store associated notes, and more!

Tabs

Each module will contain several tabs that help group the various types of associated information. Below we will cover the details of each one currently available in the latest release of the module.

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This tab is found in each module as the way to access helpful documentation and, when clicked, will load this wiki page for the module. Of course you can always go directly to our wiki and read through the entire software documentation.

General

Also found in most of the available extensions, this tab provides the general information associated with the module. Below you will find the details of each field available on the form.

• Customer name As the name suggests, this is the name of the customer account. This textbox also doubles as a submission field where you can enter in the (partial) customer name and all matches will be shown in a selectable list which will populate the tab data upon clicking the desired item in the list.

• (coming soon) These options will become active within the next version or two.

• Contact number There are three of these fields so that a variety of contact information can be stored for the customer account. It should be noted that any of these numbers are considered main lines to the account and not individual numbers for the authorized account contacts (see 'Authorized contacts' below). Each of the values will explained below:

Home: this value represents the landline to a residential customer account.

Site (local): if the account is a business, this would be the landline number associated with their local area code.

Site (toll free): similar to the above value, but reflects the toll free line associated with the account.

Fax: as the name suggests, this is the fax line for the account.

Other: used for any other type of contact information.

• Website Obviously residential customer accounts will most likely not use this value, but for your customers that are some type of organization, this field will store the website associated with the account.

• Tax exempt no Again, this will most likely not apply to residential accounts, but for the customers that resell (some of) the products they purchase from your company, this value will define their tax exempt number to prevent sales tax from being charged on specific purchases.

• Terms & Balance A line that contains two values, the first sets the default sales terms of the account where the second displays the current outstanding balance for the customer. And although the set sales terms can be changed on a per invoice basis, the value here defines the default value that will be used when interacting with the account.

• Status A sub-field of 'Balance' from above, this field defines the status that the customer account current has. It will automatically change values based on the value of the 'Balance' field.

• Current sales rep A list of all the current employees, this field represents the current sales representative for the customer account.

• Username

• Password

• Physical Address

• Billing Address

• Account number

• Type & ID

• Acquisition type

• Source

• Created by

• Updated by

• Authorized contacts

• Discounts

• Freight accounts

Notes

Also found in many of the modules for webBooks, this tab allows co-workers to add notes to your account. Most likely the ones adding information here will be managers, but for flexibility anyone can add notes (access should be defined by company policy). There are only three fields on this page with the 'Creator' and 'Note' values being self explainatory. The first field, however, may need more details. This listbox is used to define who has access to the note being entered and contains two fixed values along with any number of dynamic values. The two fixed are '_EVERYONE_' and '_MANAGERS_', meaning that either everyone can see the note being entered, or only employees who have the 'Manager' flag set for their account. Any other value in the list will be a dynamic value that corresponds to each department you have entered on the 'Business Configuration' module. This in turn will restrict access to the note being entered to all employees that work in the selected department.

Data

Another tab found in many of the modules in webBooks, this page allows you to upload various data that you feel are important (or necessary) to keep on file for a particular record. You may see several default items that you can use, but you also have the ability to dynamically add any number of additional fields by clicking the 'Add new Entry' button. This gives you a way to name and select each added entry.

There are two different ways that you can upload your files. The first way is by simply clicking on the upload box itself. Please note that if you are using this way, you can click the checkbox in the lower right-hand corner to select multiple files at once. Contrarily you can also use a file manager to drag-n-drop file(s) onto the upload box. Either way will create an icon (with progress meter) for every file you are currently uploading. After you have uploaded at least one file, you will be able to select the file from any of the listbox entries. And after performing those steps, click the associated 'Update' button.

You may notice two addtional buttons next to the 'Update' buttons. These remove the entry and encrypt the file respectively. Currently the encryption button is disabled as this feature will come online in a future version.

Buttons

The buttons located in the header of each form will be covered below (see the respective sections above for inline buttons).

Clear (General)

Clicking this button will clear all the tabs loaded data so that you can create (see the 'Save' button below) or load another record (see the 'General' tab above).

Save (General)

One of two buttons available in the header of the 'General' tab, click this button once you have filled out all available fields to save or update a new or existing customer account. It is important to note that this ONLY saves information listed on this tab - no others!

Save (Notes)

The 'Save' button on this page will add the note to the list.