Add a Customer

If you would like to search for an existing account to edit or before adding: Click the Find Customer button on the toolbar. This opens the Customer Search screen. Or, click here to open the Search screen.

Enter as many fields as you need to locate the customer then click the button or press Enter.
If your search located the customer:
Matches will appear in the lower half of the screen. Highlight the record you wish to open and either double click it, press Enter or click the OK button. Skip to the Contact Info help below.

If your search did not locate the customer:
Click the button, or press Alt-A to add this customer now. The customer screen will open with the search fields you typed already entered. Tab or Enter through each field to enter the remaining customer information.

If you do not wish to search for an existing account before adding a customer: Click the Add Customer button on the toolbar.

Or, click the Customer Button on the Main Menu, then click New (or, simply click a link below).

		View Customers
		Find Add Help

The customer screen will open to a blank account and you can begin entering data.

Contact Info
Each customer's primary contact information is stored on the main tab of the Customer screen.

Find or Add a customer as described above. Or, click a link below.
Click here to find an existing customer. Click here to add a new customer.
Click the Contact Info tab on the Customer screen or hold Alt and press T to switch between tabs.
Enter the customer's contact information (name, address etc.).
Use the Tab or Enter key to move between fields and the space bar to press buttons. Depending on your Preference settings fields will automatically capitalize first letters. You can change this setting in Preferences under the Data Entry tab. Click here to change Preferences.
If you select one of the following countries the Zip/Postal Code field will be automatically formatted for that country.
- United States
- United Kingdom
- Canada
- Guam
- Puerto Rico
Enter Phone numbers with the number pad on your keyboard. You do not need to enter the dashes (-) for U.S., Guam, Puerto Rico and Canada. They will be automatically added. However, if you cut and paste a phone number you will need to manually enter any missing dashes.

Enter an email address in the above field. To send an email to this customer click the button. A blank message will open in your default email program.

Additional Info
Additional customer information includes pricing levels, a short note, system flags and system IDs.

Find or Add a customer as described above. Or, click a link below.
Click here to find an existing customer. Click here to add a new customer.
Click the Additional Info tab or hold Alt and press T to switch between tabs.
Add the customer's Price Level, Discount and a short Note.

Price Levels affect the price charged to the customer on orders. The level entered for a customer (e.g., Retail) corresponds with the price entered for that level for each individual product on the Product screen. Click here to open the Product screen.

These Pricing fields appear on the Product screen.

The Discount percentage is automatically applied on items ordered as a percentage of the Price Level. It can be individually overridden on any order.

The Discount from the Customer screen is applied automatically in the Order screen, but can be overridden.

The Note field appears on the Order screen too. You can use it as a reminder (e.g., Priority Customer) for your order entry personnel. It is limited to 40 characters. If you would like to enter longer notes, use the Contact Log.

The Customer Note field displays on the Order screen next to the Shipping Address.
Several System Flags are available. Some are used by Mailware to take action on an account (e.g., Tax Exempt status prevents charging of Sales Tax). Others are used by reports to include or exclude accounts.

To create your own reports that use these fields, add the table and field name to the report (e.g., The Don't Send Email flag is in the Customer table and has a field name of IsNoEmail - abbreviated as Customer.IsNoEmail). Filter on a value of True, False or BLANK (BLANK fields are False by default). For help on creating reports see the help topic: Modifying Reports.

Customer is Tax Exempt - Check this box and optionally enter a Tax ID #. The customer will not be charged Sales Tax on orders.

Don't Send Mail - If checked, can be used to exclude an account from reports that generate labels or mailing. The following reports look for this flag (Table.Field: Customer.Mailflag).
- L1160 5163 Send Catalog Customers
- L1165 5160 Send Catalog Customers
Don't Send Email - If checked, can be used to exclude an account from reports that export email addresses. The following report looks for this field (Table.Field: Customer.IsNoEmail).
- R7000 Export Email Addresses
Bad Credit - Check this box to indicate a problem with this customer's payment history. No action is taken on this flag by Mailware. Can be used to exclude/include accounts in reports. For example, you can create a report of all Bad Credit accounts. (Table.Field: Customer.CreditFlag).
Inactive Account - Check this box to indicate that the account is no longer being used. No action is taken on this flag by Mailware. Can be used to exclude/include accounts in reports. For example, you can create a report that excludes inactive accounts from a mailing (Table.Field: Customer.ActiveFlag).
Mailware automatically assigns fields in the System Information section based on the data you enter and your Preference settings.

You can also manually change fields by clicking the button. Fields will open for editing and remain open (white) until you close the Customer screen so you can edit multiple accounts if you wish.

Customer # - This is an Alternate Customer Number made up of elements of the customer's data (name, address etc.). It can be used in place of the System ID # in reports. You can edit the customer number formula in Preferences under the Customers tab.
Click here to change Preferences.

Customer Type - This field indicates the status of a customer with you.
- Mailing - The customer has never contacted you. Typically this is used when you are sending a mailing or email to a prospect. Mailware does not automatically set this type. This status is usually imported with a group of new customers.
- Inquiry - This customer has requested something from you (a catalog, free information etc.), but has never purchased. Mailware automatically sets this status when you add a new customer manually.
- Ordering - This customer has placed an order. Mailware sets this status when an order is entered for a customer.
Original Key - You can assign Advertising Source Keys to orders and contacts. The first key assigned to a customer is the original key. It helps you determine which ads have attracted customers.

System ID # - This is a unique, system assigned sequential number. It is also the key field for the Customer table, and cannot be changed (Table.Field: Customer.CustNo).

Add Dt - This is the date you added the customer's account to your database.

Special Pricing
You can override prices for individual items and groups of items for selected customers. The prices, discounts, quantity discounts and price levels you enter on this tab will take precedence over any other amounts for this customer.

Find or Add a customer as described above. Or, click a link below.
Click here to find an existing customer. Click here to add a new customer.
Click the Special Pricing tab or hold Alt and press T to switch between tabs.
To add a special price for a customer click the + button on the lower toolbar.

Note: To add additional lines you can click + again, or simply tab or arrow down to the next line. Use the - button to delete lines.
In the blank line that appears you can enter a product number or click the button to search for a Product Number.

You can simply enter a single product number, or use one of multiple methods to select a range of products:
1. For a range of consecutive product numbers enter the beginning number in the From Product field and the ending number in the To Product field.
2. For similar numbers you can use either of the wildcards: % or _ (underline). The % symbol substitutes for any number of characters. The _ substitutes for a single character.
  
  For example, you could select both the AUTUMN001 and AUTUMN002 products from the sample database with the _ as follows:
  
  or, with the %:
  
  In the above examples you do not need to enter a "To Product" value.
After selecting products you can specify several different pricing scenarios. Some fields may be combined, while others are mutually exclusive. Mailware will warn you or correct entries when you attempt to enter an incompatible combination.
- Start Dt and End Dt - You can enter an effective date range for each special price. Click the field and enter a date or click the button that appears to select from a calendar. Orders entered outside of the date range will receive the regular price for the items.
  
  Note: The date used for determination is the Order Date at the time the item is entered. If an item has a sale date of 1/1/06 to 1/31/06 and the order date is 1/15/06 the discount will be used when the item is added to the order, even if you edit an old order later to add a new item. Existing items, however, will not recalculate unless you edit them (e.g., change their quantity).
- Discount % - Enter a percent discount to be deducted from the price normally charged to the customer (based on their Price Level - Retail, Wholesale etc.).
- Price Level - Select a level from the pulldown to apply that level's price. For example, if a customer has a default price level of Retail you can select Wholesale from the pulldown to apply wholesale prices to the selected products.
  
  Note: You may select a Discount % and Price Level for a product. This will apply the % discount to the selected level (e.g., Wholesale less 10%).
- Mix & Match - Use this field to allow products to share quantity discounts. Each product or product range that contains the same text here will share the quantity discounts you set in the Min Qty and Price fields. You may enter any text you wish in this field. (see sample below in Min Qty).
- Price - The price you enter here will be applied to the product when ordered. It is simply the price you wish to charge the customer.
- Min Qty - Use this field to enter the minimum number of the selected item or items that must be purchased to receive the price in the Price field. Use multiple lines of the same item to enter multiple quantity discounts.
  
  In the example below AUTUMN 001 has a price of $43 when 1 to 4 are purchased. At a quantity of 5 the price reduces to $33. At 9 or more the price is $23.
  
  Note that AUTUMN 002 is included in this quantity discount matrix because it shares the Mix & Match code AUTUMN. Note too that although it contributes to the total count to qualify for a discount its price will always be the $44 amount entered on the grid (e.g., If 3 AUTUMN 001 and 2 AUTUMN 002 products are purchased the price for the AUTUMN 001 products will be $33 each and for AUTUMN 002 will be $44 each).
  
  Note: If you do not enter a Min Qty for a product that already has a Quantity Discount set up on the Product screen, then the existing Quantity Discount will apply. You can, for example, change the Price Level in special pricing and the associated Quantity Discount will apply. For more details see the Quantity Discount help topic.
You can enter items in any order you wish. Mailware will sort them and apply discounts accordingly. After you have entered the items you wish to discount you can take a new order to see the discounts apply. Please note that changes to the special pricing grid will not affect a currently open order. To use new discounts, close and reopen the order and enter your items.

Order History
Each order for a customer is displayed in the Orders tab. You can open any order to view or edit it.

Find or Add a customer as described above. Or, click a link below.
Click here to find an existing customer. Click here to add a new customer.
When adding a customer, no history will exist until you enter an order for the customer. You can do so by clicking the button. See the Take an Order help topic for assistance with entering an order.

When viewing an existing customer, you can click on the Orders tab to see all orders associated with that customer.
The customer's order history will be displayed in the following grid.

In the grid you can click the + next to any order to see the items in the order.

You can also filter fields by clicking the button next to the field name, and group by dragging a field into the grey area above the grid.

For more details on an individual order, click it then click the button or simply double-click the order. The Order screen will open, and you can view it or make changes. For detailed help on orders see the Orders help topic.

Contact Log
Use the Customer Contact Log to keep records of phone calls, mailings etc. You can also use it to perform special tasks in Mailware like sending catalogs and setting Ticklers (reminders).

Find or Add a customer as described above. Or, click a link below.
Click here to find an existing customer. Click here to add a new customer.
Click the Contacts tab or hold Alt and press T to switch between tabs.
Any existing contacts will be displayed in the Contact Log grid.

You can select any contact and then click the to view it, or simply double-click it. A dialog will open with the details of the contact.
To add a new contact click the button, and a blank dialog will open.

Note: When entering a new order or contact any advertising source key you enter will automatically be assigned to the customer's Original Key on the Additional Info screen if one does not already exist.
Source Key - You can select an Ad Source Key in the first pulldown if applicable (e.g., a customer called requesting a catalog seen in one of your ads). You can set up keys so they can be selected here by selecting the Ad Source Key table in the Mailware Explorer. Or, click here to set up an Ad Source Key.
Action - Select an appropriate item from the pulldown list. (Tip: You can select an item in the list by typing the beginning of its name. You can also enter anything you wish by simply typing it and pressing the Tab key).
Notes -This field length is unlimited and appears on internal use reports.
Tickle Dt - Enter a date in this field in the format mm/dd/yy. This field is used by the R3180 Ticklers for Date Range report to remind you to perform the Action you selected above.
Days - This field is used by certain Mailware Queries to calculate the number of days between events. If you are not using one of these queries you can leave this field blank.
Operator ID - If it is not automatically entered for you, select your ID from the pull down list or type your ID number and press the Tab key.
Click OK to save the contact, or Tab to the OK button and press the Space bar.
After entering all data click the button to close and save the screen or the button to enter another.