The left sidebar in the Summary tab in a Customer Order is where you view and manage all customer related information including who the CO is assigned to, the notes on file for them, A/R balance, PO number, shipping address, and contact. This article covers how each element works and how to change the customer when needed.
Customer Assigned Orders
The first part of this Summary tab shows you general customer information such as address, phone and email, price level, tax exemption status, number of active orders, their current A/R balance when there is an accounting integration and any notes on file for them.
The Tools icon to the right of the customer name provides you with a number of different actions:
Change the customer assigned to the customer order
Create a new customer
View the customer which opens in a new browser tab
Convert the customer order to be a Cash Sale
The ability to change the customer may be restricted based on its contents or the current state of the customer order. Messaging will be provided to indicate what is preventing use of the action.
When the customer is changed on an order an internal comment is added to the order creating an audit trail of the reassignment. If the new customer has a different price level or tax exempts the values on the customer order will be recalculated.
You cannot change the customer on a customer order if:
It has a closed status
Invoices have been generated
Checkout contains active payments
It contains completed service jobs
It contains an approved deal
It contains a deal which has a trade that has been stocked in
It has used A/R credit payments or store credits in checkout or deposits
The Note on file field shows the notes recorded on that customer's record and is always visible and are directly editable in the sidebar.
Customer Assigned Orders - A/R Balance
When the customer assigned to the order has a balance owing in the A/R of the accounting application, this balance is also shown along with a Pay Account action.
The Pay Account action will navigate you to the Customer page where you can go to the A/R Activity section to process a payment on account.
Cash Sale Orders
When working with a Cash Sale customer order left sidebar in the Summary tab does not contain any customer information.
In the header of the customer order you are provided with an action which allows you to assign a customer to the order.
Internal Service Orders
The left sidebar of the summary tab indicates that the order is dealing with an Inventory Unit and cannot be changed. The header of the customer order shows the name of your store.
PO Number, Shipping Address and Contact
On customer assigned orders the left sidebar of the summary tab also provides you with the ability to enter a PO# and set the Shipping address and Contact.
Both the Shipping Address and Contact fields will allow you to either select one of these that are already on file for the customer or to create new ones.
