Add Customers, Edit Customers & On Account

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(Brian Henderson): All drop off laundry orders must have a customer name attached to them. In fact, the point of sale system requires that a customer be selected before you can ring up many of the items found in the TS lookup screen. Items such as, wash, dry, fold basic, this item requires a customer to be selected for the invoice, or comforters, or sleeping bags. Really, any of the items that are for drop-off laundry.

Retail items such as hangers and laundry bags don’t require a customer name, but those orders where you really do need a customer name and phone number attached, it will not let you forget. So, how do we choose a customer? Simply go down to “find” and then you can find a customer from your existing list or you can add a new customer.

You can search by phone number or last name, so as soon as I start typing, you can see it filtered that list. I didn’t even have to type the entire name. Now obviously, my list is a lot shorter than yours is going to be, but let’s choose Ben Franklin. You can also double check any notes we have saved for this customer. It’s a very good idea to ask out loud if the customer would like us to follow the notes we have saved for them again on this order. “Okay Mr. Franklin, would you like us to use hypoallergenic soap and softener again?” All right, now we can add on some items. Let’s go to wash, dry, fold basic and enter the number of pounds for their laundry that’s on the weight scale. In this example, he’s got 25 pounds.

Let’s go over how to add a new customer. First, let’s void this transaction. All right, now say we have a new customer. He’s never been in the store before. When you search by the phone number, he doesn’t show up, or if you search by last name, he doesn’t show up either. Okay, let’s go to add customer. The customer number can be anything you want it to be. It has to be a unique ID. What we use at our stores is just simply the customer’s phone number. Your business might choose something different. In this case, let’s go with the customer’s phone number. You can hit tab or click over to this next screen for the first name, and then tab again to get to the next field.

If you’d like to add any notes, permanent notes that are saved with this customer that will print out on the receipt every time they drop off, you simply go to notes. Most customers typically don’t have any special notes, but they’re important to get when they do have them. Now, very important, if you’ve added any notes, make sure you have check-marked this box that says, “Print notes on receipt,” very very important. We’re going to select save, and notice that Mr. George Washington has been added to this bottom right corner, the customer info box, as well as any notes that we’ve saved.

We’re now free to add any items to his order. Let’s say there’s a customer who you need to edit their information. You simply go to find, select your customer, or search by the phone number, or search by last name and then choose edit customer once they’re highlighted in blue. Say we needed to add another note. All right. Now we’re going to choose update. Now, if we choose this customer again, that new note we just saved should show. There it is.

There may be a time you need to set up an on account customer. On account customers are ones who pay their wash, dry, fold bills on a monthly cycle, such as commercial accounts with businesses or churches. This is not the same as a pay up, pick up customer who is required to pay for their order in full at pickup or else the order will not be returned to them. Instead, this is an order that is put on account, the order can be picked up at a later time and then a bill is sent in the mail once a month.

To create an account for a new or existing customer, follow these steps. From the customer maintenance screen, simply go to the account info tab and choose open account date. You’ll click the O button, it will show today’s date. This customer now has an open account and orders can be charged to their account and billed at a later time. We’re now going to choose update. Now let’s see what happens. Let’s choose that customer again, select an item or two and now when they go to pay, there’s now a button that says, “on account.” If you look at the bottom of the receipt you’ll see that an on account amount shows the old balance and the new balance as well as an area for the customer to sign.

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