Customers and Locations

After migrating data from Business Central to WennSoft Service, where customers from Business Central are added to WennSoft Service, create any new customers in WennSoft Service. Those records will automatically generate in Business Central.

Viewing the Customer Dashboard

1. In the Service Operations sitemap, select Customers.

2. The Customers dashboard displays the existing customers and customer locations.
   Select the Active Customers view drop-down to select Inactive Customers to see the customers/locations that have been marked inactive.

3. The columns display the following information:

   • Account Name

   • Customer Name

   • Main Phone

   • Address 1: City

   • Primary Contact

4. Select a customer to view their record or select New to create a new customer or location record.

Creating/Editing a Customer or Location Record

1. In the Service Operations sitemap, select Customers.

2. Select a customer to view their record or select New to create a new customer or location record.

Summary Tab

1. In the Account Information section, enter the following information.

   • Account Number: This is an auto-generated account number.

   • Account Name (required): Enter the customer or location name.
     The account name field displays a credit icon. The icon is green when Credit Hold (in the Billing section on this tab) is set to No. The icon is red when Credit Hold is set to Yes.

   • Relationship Type (required): Select Customer.

   • Phone/Fax/Website: Enter the phone, fax, and website information.

   • Parent Account: If you are creating a location, select the customer name associated with it.

   • Fax: Enter the fax machine number.

   • Website: Enter the website address.

   • Phone: Enter the phone number.

2. In the Address section, enter the physical location for the customer or location.

3. In the Billing section, enter the following information:

   • Price List: Sets the price list for this account. If a billing account is specified, when service call invoices are generated, we use the price list to determine the billing amounts. If the selected price list doesn't contain products or services, the list price on the product record is used.

   • Billing Account: Sets the billing account on the service call when this account is selected as the service account. If no billing account is specified, the service account acts as both the service account and the billing account.

   • Currency: This field uses the local currency setup in Business Central.

   • Credit Limit: Enter a dollar amount.

   • Credit Hold: To place a customer on hold, select Yes. This field defaults to No. Note: The credit hold status is only in WennSoft Service.

     • Yes: A green icon displays in the Account Name field.

     • No: A red icon displays in the Account Name field.

   • Payment Terms (required): Select the payment terms.

   • Email: Enter the email address where invoices will be sent.

   • Tax Liable: Determines whether sales tax is added to the price of service calls. This defaults to Yes.

   • Tax Area Code (required): Select the tax area code.

4. In the Accounting section, enter the following information:

   • Gen. Bus. Posting Group: Select the general business posting group.

   • Customer Posting Group: Select the customer posting group.

   • Division: Select the division dimension value that will default on service calls created for this customer.

5. In the Timeline section, after saving the new record, you can add notes and attachments.

6. Select the Primary Contact for the customer.

Details Tab

1. In the Company Profile section, enter the following information, as needed.

   • Industry

   • SIC Code

   • Ownership

2. In the Description section, enter a brief description of the customer’s business.

3. In the Contact Preferences section, select the Primary Time Zone and how the customer prefers to be contacted.

4. In the Child Accounts section, if the customer is a parent customer, its child accounts will display here. Mark the checkbox next to the location record and then select the ellipsis to perform actions on the selected locations.

Servicing Tab

1. In the Service Calls section, you can view associated service calls. You can also create a new service call from this view by selecting New Service Call. See Quick Create: Service Calls for more information.

2. In the Service section, enter the following information as needed.

   • Service Territory: Sets the geographical regions for accounts, service calls, and resources, which are used in service calls and resource scheduling. Currently not in use.

   • Travel Charge Type: Determines pricing and billing for travel cost charged for a field technician as a service call product.

   • Work Hour Template: Work template to use for this account. See Work Hours Template.

   • Travel Charge: Enter the travel charge amount.

3. In the Coordinates section, the Latitude and Longitude default from the service address entered on the summary tab for the record. In some instances, you may need to enter this information.

Service Invoices tab

Select the Service Invoices tab to view the associated service invoices. You can view the following information:

• Invoice Number: Select the invoice to view invoice information.

• Billing Customer

• Service Call: Select the service call to view the service call information.

• Process Status

• Sent to Customer

• Created On

Equipment Tab

Select the Equipment tab to view the customer's equipment. You can add existing or new equipment by selecting the ellipsis. See Equipment.

Functional Locations Tab

Functional locations create a location hierarchy, placing equipment within specific locations, such as buildings or rooms. You can view the equipment associated with each location.

See Functional Locations.

Quick Create a Customer Account

When creating a service call, you can use the Quick Create: Account window to create a new customer record.

1. On the New Service Call window, in the Service Account field lookup, select New Account.

2. In the Quick Create: Account window, complete the following fields as needed:

   • Account Name (required)

   • Relationship Type (required): Select Customer.

   • Purchase Order Required

   • Primary Contact

   • Main Phone

   • Parent Account

   • Billing Account

   • Address

   • Payment Terms

   • Gen. Bus. Posting Group

   • Customer Posting Group

   • Tax Liable

   • Tax Area Code

   • Division

3. Select Save & Close.

Deactivating a Customer or Location

Deactivating a customer or location means the record will be marked as inactive and will no longer appear in active lists or views. You can reactivate it later if needed. There may be records in the system that continue to reference these inactive records. A deactivated customer or location can be reactivated. This will only deactivate the record in WennSoft Service.

The ability to deactivate or delete a customer or location depends on your assigned security role.

1. In the Service Operations sitemap, select Customers.

2. Select the customer or location you want to deactivate.

3. In the command bar, select Deactivate and confirm the deactivation. The account is deactivated and listed under the Inactive Customers view.

Deleting a Customer or Location

IMPORTANT: Do not delete a customer record in WennSoft Service or Business Central.