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{{#ev:youtube|Ybxk061nD60}}
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<videoflash>Ybxk061nD60</videoflash>
  
 
<br>There are a couple ways to create a new customer.
 
<br>There are a couple ways to create a new customer.
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# Fill out the '''Site''' tab with the company and address information.
 
# Fill out the '''Site''' tab with the company and address information.
 
# Select the '''Billing''' tab.
 
# Select the '''Billing''' tab.
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# Click '''Set From Site''' (arrow in image below)
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# Click '''Set From Site''' (circled in image below).
 
# The address from the Site tab will populate the Billing tab.
 
# The address from the Site tab will populate the Billing tab.
 
# Select the '''Mailing''' tab.
 
# Select the '''Mailing''' tab.
 
# Click '''Set From Site'''.
 
# Click '''Set From Site'''.
 
# The address from the Site tab will populate the Mailing tab.
 
# The address from the Site tab will populate the Mailing tab.
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<br>[[File:BillingSetFromSite.png]]
 
  
 
In some cases you may have one customer you are working with and you have multiple job sites for them. You can create a parent child relationship.  If you do this, you could look up the parent company and find all of the related “child” companies.
 
In some cases you may have one customer you are working with and you have multiple job sites for them. You can create a parent child relationship.  If you do this, you could look up the parent company and find all of the related “child” companies.
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# Click your cursor in the '''Contact''' field.
 
# Click your cursor in the '''Contact''' field.
 
# Type the contact name.
 
# Type the contact name.
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# Tab to the next field and the '''Contact Editor''' will display. (image below)
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# Tab to the next field and the '''Contact Editor''' will display. (image on the right)
 
# Fill out the contact information.
 
# Fill out the contact information.
 
# Click '''OK'''.
 
# Click '''OK'''.
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<br>[[File:ContactEditor23.png]]
 
  
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<h3>Syncing Customer to QB</h3>
 
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Review the '''[[SQLink]]''' page to determine the best settings for syncing customer names from SME to QB Company and Customer name fields.
 
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<br>http://high5software.com/mediawiki/index.php?title=SQLink#Billing_Name_Options
 
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<h4>Phone Number syncing to QB Company</h4>
 
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When entering a new customer in SME, the first and third phone number fields sync to QuickBooks Phone and FAX phone numbers as shown in the image below. Even if you change the phone label in SME, it still will sync the first and third phone number fields.
 
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<br>[[File:CustomerPhoneNumberSync.png]]
 
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<h4>Leaving Site Address Blank</h4>
 
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If you leave the Site Address blank in SME, after your sync with QuickBooks, the billing address will populate the site tab. To keep the billing address out of the site tab, put a "." in the address1 field on the site tab.
 
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<br>click here for screenshots: http://high5software.com/mediawiki/index.php?title=SQLink_FAQ#Customer_Site_Address_is_populating_with_Billing_Address_After_Sync
 
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<h4>Edits to SME Customers syncing to QB</h4>
 
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If you edit a customer in SME, the customer will be set to sync to QB on the next sync. You will see the Export to QB flag checked. Once synced, the flag will be cleared.
 
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<h3>Updating Site and Billing Address in SME</h3>
 
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To update existing open orders and open invoices with the new address, all other users must be logged out of SME. Then you can check Propagate and save the customer.
 
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<br>[[File:PropagateToOrders.png]]
 
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<br>If other users aren't logged out of SME, the you will get this message:
 
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<br>[[File:Propagate_SingleUserMode.png]]
 
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<h3>Mailing Tab</h3>
 
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If you fill out an address on the '''Mailing''' tab and check '''Use on Invoices''', then on any invoice created for that customer, the mailing address will populate the Site tab.
 
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<br>[[File:MailingTab_UseOnInvoices.png]]
 
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<br>When a work order is invoiced, the Site tab shows the info from the Mailing tab because '''use on invoice''' is checked.
 
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<br>[[File:MailingTab_showOnInvoiceSiteTab.png]]
 
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<h3>Fields in the Customer Record - Details and Settings tab</h3>
 
 
    
 
    
 
'''Account #''' - Based on the settings your SME Administrator setup, this field is auto populated when you save the company record.
 
'''Account #''' - Based on the settings your SME Administrator setup, this field is auto populated when you save the company record.
  
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'''Balance''' - Displays the amount due for all open invoices for the customer. This is a calculation and it is not an editable field. If you have parent/child customer structure, the child/site customer balance is added to the parent balance and the child balance is 0.00
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'''Balance''' - Displays the amount due for all open invoices for the customer. This is a calculation and it is not an editable field.
  
 
'''Salesperson''' - Select from the salesperson in the Salesperson drop down. The names in this drop down are determined by your SME Administrator.
 
'''Salesperson''' - Select from the salesperson in the Salesperson drop down. The names in this drop down are determined by your SME Administrator.
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'''URL''' - Type the customers website address
 
'''URL''' - Type the customers website address
  
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'''Location''' - Warehouse location for customer equipment in your warehouse.
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'''Location''' - Warehouse location for customer equipment in your warehouse
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<br> - Here is information about Customer Warhouses: http://high5software.com/mediawiki/index.php?title=Warehouses#Customer_Warehouses
 
  
 
'''Messages''' - The messages box contains a list of emailed notifications, as well as calculated data based on current information. For example if account is past due, if maintenance/warranty has expired, when the next activity is scheduled for the customer, etc.  Clearing the message clears the notification messages, but the calculated messages are always there.
 
'''Messages''' - The messages box contains a list of emailed notifications, as well as calculated data based on current information. For example if account is past due, if maintenance/warranty has expired, when the next activity is scheduled for the customer, etc.  Clearing the message clears the notification messages, but the calculated messages are always there.
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On this tab you will find your customer’s account information. Depending on the permissions set by your SME Administrator, this tab may be hidden from view. At the bottom of the tab, find the customer’s balance due.
 
On this tab you will find your customer’s account information. Depending on the permissions set by your SME Administrator, this tab may be hidden from view. At the bottom of the tab, find the customer’s balance due.
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<br>[[File:Customer_AccountsTab.png]]
 
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{| class="MsoTableGrid" style="border-collapse: collapse; border: none; mso-yfti-tbllook: 1184; mso-padding-alt: 0in 5.4pt 0in 5.4pt; mso-border-insidev: none"
 
{| class="MsoTableGrid" style="border-collapse: collapse; border: none; mso-yfti-tbllook: 1184; mso-padding-alt: 0in 5.4pt 0in 5.4pt; mso-border-insidev: none"
 
|- style="mso-yfti-irow: 0; mso-yfti-firstrow: yes"
 
|- style="mso-yfti-irow: 0; mso-yfti-firstrow: yes"
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'''Finance Charge'''
 
'''Finance Charge'''
 
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
 
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
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Enter the finance charge. Click''' [[Late Fees / Finance Charges]]''' for more information
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Enter the finance charge
 
|- style="mso-yfti-irow: 4"
 
|- style="mso-yfti-irow: 4"
 
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
 
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
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|- style="mso-yfti-irow: 12"
 
|- style="mso-yfti-irow: 12"
 
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
 
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
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'''Add Customer Message on Past Due'''
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'''Warn on Past Due'''
 
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
 
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
 
The following message will populate the message field on Details and Settings tab: “Account is past due”
 
The following message will populate the message field on Details and Settings tab: “Account is past due”
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'''Class'''
 
'''Class'''
 
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
 
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
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If you are syncing SME with QuickBooks, this drop down should match your Class list in QuickBooks.
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If you are syncing SME with QuickBooks, this drop down should match your Class list is QuickBooks.
 
|- style="mso-yfti-irow: 14; mso-yfti-lastrow: yes"
 
|- style="mso-yfti-irow: 14; mso-yfti-lastrow: yes"
 
| style="width: 126.9pt; border: none; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
 
| style="width: 126.9pt; border: none; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
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|}
 
|}
  
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<br>At the bottom of the Account tab, you will see balance information. If you don't see this, then it was hidden based on your User Group settings.
 
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<br>[[File:AccountCurrent.png]]
 
  
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<br>'''Net 30''', '''Net 60''', '''Net 90''' - These field shows balances that are 30, 60 or 90 days past the due date
 
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<br>The due date for account calculations can be based on the Invoice Due Date or on the Invoice Date. This is determined by your setting in '''Setup''' > '''Company''' > '''System'''. The setting is '''Base Past Due on Invoice Date, not Due Date'''.
 
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<br>'''Deposit on Account''' - This shows the total deposits entered for a customer in SME. SME Deposits stay in SME and do not sync to QuickBooks.
 
  
 
== Rates Tab ==
 
== Rates Tab ==
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Select the appropriate tax group for the customer. Your SME Administrator will set these up based on your needs.
 
Select the appropriate tax group for the customer. Your SME Administrator will set these up based on your needs.
 
|-
 
|-
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| style="width: 1.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="139" valign="top" |
 
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'''Tax Exempt'''
 
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| style="width: 7.7in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="739" valign="top" |
 
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Check for your tax exempt customers.
 
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|-
 
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| style="width: 1.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="139" valign="top" |
 
| style="width: 1.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="139" valign="top" |
 
'''Excise Tax Rate'''
 
'''Excise Tax Rate'''
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The Customer Lists tab provides access to more tabs. Here you can access all contacts related to the customer and a list of the customer equipment.
 
The Customer Lists tab provides access to more tabs. Here you can access all contacts related to the customer and a list of the customer equipment.
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<br> If you aren't seeing all these tabs under Customer Lists, check your User group settings on the Tab Settings tab. (http://high5software.com/mediawiki/index.php?title=User_Groups#Tab_Settings_Tab)
 
  
 
[[File:CustomerListsTAb.jpg]]
 
[[File:CustomerListsTAb.jpg]]
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'''Web Access Password''' - If you are using WebConnect with SME, this is where you would assign the contact a login to WebConnect.
 
'''Web Access Password''' - If you are using WebConnect with SME, this is where you would assign the contact a login to WebConnect.
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== Customer History Tab ==
 
== Customer History Tab ==
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In the Customer Activity tab, you can access all order history, invoice history, payment history and more. Depending on the permissions set by your SME Administrator, you may not see all the tabs shown in the screenshot below. (Hiding and showing tabs in User Groups: http://high5software.com/mediawiki/index.php?title=User_Groups#Tab_Settings_Tab)
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In the Customer Activity tab, you can access all order history, invoice history, payment history and more. Depending on the permissions set by your SME Administrator, you may not see all the tabs shown in the screenshot below.
 
[[File:CustomerHIstoryTab.png]]<br>
 
[[File:CustomerHIstoryTab.png]]<br>
 
<span style="color: rgb(227, 108, 10);">'''Service'''</span>
 
<span style="color: rgb(227, 108, 10);">'''Service'''</span>
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<br>[[File:DepositApply.jpg]]
 
<br>[[File:DepositApply.jpg]]
  
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<span style="color: rgb(227, 108, 10);">'''Prepaid Hours'''</span>
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Enter any hours here pre-paid by your customer
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#  '''Date''' and '''Taken By''' will be auto-populated. Change as necessary.
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# '''Quantity''' – hours of labor pre-paid for
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# '''Rate'''- hourly rate
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# '''Total''' – this field calculates the total amount paid.
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If a customer has prepaid hours available, when adding labor to a work order, the prepaid balance will display (circled in the image below).  Fill out the Labor Editor as you normally would, but make sure you update the hours used in the circled field. This will reduce the prepaid hours balance.
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[[File:PrepaidHours.jpg]]
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<span style="color: rgb(227, 108, 10);">'''Prepaid Services'''
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You can add Prepaid Services and view all purchased or used prepaid services in this tab.
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# '''Date''' and '''Taken By''' will be auto-populated. Change as necessary.
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# '''Quantity''' – hours of service
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# '''Rate'''- hourly rate
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# '''Total''' – this field calculates the total amount paid.
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Next time you add a service to an order for this company, there will be an additional field (circled below) showing Prepaid Items in the '''Service Item Editor'''.
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<br>[[File:PrepaidItems.jpg]]
  
 
<span style="color: rgb(227, 108, 10);">'''Item Repair'''
 
<span style="color: rgb(227, 108, 10);">'''Item Repair'''
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If a work order was created for the customer to repair some of their equipment, this tab will list the equipment to repair. Double click on the item and you can see what which equipment, the repair requested and repair performed.
 
If a work order was created for the customer to repair some of their equipment, this tab will list the equipment to repair. Double click on the item and you can see what which equipment, the repair requested and repair performed.
  
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<h3>Adding Columns to the tabs</h3>
 
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If you want to add additional columns to the grids on the tabs under Customer History, you can right click in the grid on the tab and select '''Add Columns to Grid'''. In the window that opens, check the fields you want to view and click OK.
 
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<br>[[File:AddColumnsToCustomerHistoryTabGrids.png]]
 
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<br>To go back to the original columns, right click in the grid and select '''Reset Grid'''.
 
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<br>If you select '''Clear Grid''' from the menu, all the columns will be hidden. You can click in the upper left corner of the grid to choose which individual columns to add back in (image below)
 
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<br>[[File:AddColumnsBackIn.png]]
 
  
 
== Associated Companies Tab ==
 
== Associated Companies Tab ==
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<p class="MsoListParagraphCxSpLast" style="margin-left: 0.25in; text-indent: -0.25in;"><b style=""><span style="font-size: 11pt; line-height: 115%; font-family: &quot;Calibri&quot;,&quot;sans-serif&quot;; color: rgb(227, 108, 10);">**NOTE**</span></b><span style="font-size: 11pt; line-height: 115%; font-family: &quot;Calibri&quot;,&quot;sans-serif&quot;;"> if you don’t see the Notifications tab, then it was hidden from your view based on your user group permissions.</span></p>
 
<p class="MsoListParagraphCxSpLast" style="margin-left: 0.25in; text-indent: -0.25in;"><b style=""><span style="font-size: 11pt; line-height: 115%; font-family: &quot;Calibri&quot;,&quot;sans-serif&quot;; color: rgb(227, 108, 10);">**NOTE**</span></b><span style="font-size: 11pt; line-height: 115%; font-family: &quot;Calibri&quot;,&quot;sans-serif&quot;;"> if you don’t see the Notifications tab, then it was hidden from your view based on your user group permissions.</span></p>
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== Move existing site to new billing company ==
 
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If you are syncing SME with QuickBooks, see this video to move customers as job sites under another Billable or Parent customer.  This would be done in the case that job sites are first imported into QuickBooks and then you need to move them as job sites. '''Do not move customers that have a history of invoices and payments.'''
 
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<br>
 
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{{#ev:youtube| ah7Nn6jUFlw }}
 
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<br>
 
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<br>If you cannot move the site to a new billing customer in QuickBooks because of invoice and payment history, then you will need to create a new customer site and link it to the new billing/parent customer.
 
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<br>
 
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<br>How to manage current orders/info and move to the new management company.
 
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<br>
 
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<br>Company Names:
 
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<br>Old Billing / Management Company = D
 
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<br>New Billing / Management company = E
 
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<br>Old Site/Job/Customer =  ABC (Change to ABC – D during the steps below)
 
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<br>New Site/Job/Customer = ABC – E
 
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<br>
 
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<br>Actions:
 
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<br>-          In QB
 
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<br>o  Locate the ‘Site/Job/Customer’ under the current Management Company – ‘D’ parent
 
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<br>o  Add a suffix to the name – ABC Site – D (makes this Site/Job/Customer unique)
 
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<br>o  Sync – this will set the name in SME to ABC – D
 
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<br>-          Create a new Customer in SME or QB called ‘ABC – E’ for the location – If in SME set the Billing to the ‘E’ parent
 
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<br>
 
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<br>o  Locate existing Recurring Orders or Invoices
 
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<br>o  Click the Magnify glass next to the Site Name and browse for the new Site/Customer record.
 
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<br>
 
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<br>o  You can also move the customer equipment from ABC – D to ABC – E from the Customer Equipment module. (right click on the equipment and select "Move to another site)
 
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== Merge Customers ==
 
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You can merge customer history from one customer into another customer in SME. Once the history is moved, the customer record you moved history ''from'' can be set to inactive.
 
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[[File:StartingcusotmerMerge.png]]
 
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<br>- Go to the customer you want to merge into another customer, click '''Actions''' > '''Merge with'''. (This is the customer you want to get rid of and merge history into another customer, in the image above it is Willows School.)
 
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<br>[[File:Customer_Actions_MergeWith.png]]
 
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<br>- In the search window that opens, select the customer you want to move the history to
 
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<br>[[File:SelectCustomerToMergeInto.png]]
 
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<br>- Your window will stay on the original customer. Check out the history tab and the service & install history should be empty. Set the Customer to inactive by clicking '''Actions''' > '''Set to Inactive''' and make sure '''Export to QuickBooks''' is unchecked. You could also delete the customer.
 
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<br>[[File:CustomerMerge_HistoryMovedAway.png]]
 
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<br>- Go to the other customer you merged history into
 
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<br>- Look at the history tab and you should see the orders from the other customer.
 
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<br>[[File:MergedHistory.png]]
 
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<br>- If you want to update the name and address on the moved service orders that are still '''open''', you can click''' propagate to orders''' from the site and billing tab on the customer you moved history to.
 
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<br>[[File:PropagateAddressToMergedHistory.png]]
 
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=== If Merging Quickbooks Customer ===
 
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''' When merging customers we recommend you do as follows: '''
 
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*Merge the customer in QB – This will move all of the info to the merge customer and will set the merged customer in SME to Inactive. All historical records will remain tied to the inactive customer.
 
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*Sync – this will record the QB action and will set the merged customer in SME to Inactive.
 
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*Merge the customer in SME – This will move all of the historical info to the merge customer and will leave the merged customer as inactive. (You can delete the customer once it has been merged). Note: The only change to historical data in SME is the Billing/Parent UID is replaced on the merged records. All address info, etc. remains as originally entered.
 

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