Customers

Definition in Hexagon

Hexagon EAM defines a customer as a special type of supplier. To create a customer, the user creates a new supplier and then select a checkbox to to indicate that the supplier is in fact a customer.

To facilitate this process, the supplier creation module has been cloned into the contract module, so that customers are created directly in that module with some attributes being renamed or hidden.

Create a customer

To define a customer (see screenshots below):

Select Contracts > Customers.
Click "New Record" ([+] symbol).
"Customer Code": Specify a unique code identifying the customer, and then enter the customer’s name in the adjacent field.
"Customer": the checkbox must be selected to insert the company into the lookup from which to select customers on any other forms within the system.
- If "Customer" is unselected, the company cannot be selected for customer contracts or rentals because the company remains a supplier according to Hexagon (see above).
"Customer name (SmartFLEET)": Specify the customer name in SmartFLEET; this serves as the key between Hexagon and SmartFLEET to communicate customer and contract information.
"Organisation": Specify the organisation to which the customer belongs if you use multi-organization security.
"Language": Select the customer’s language.
"Currency": Specify the customer’s currency.
Click "Save Record" (floppy disc symbol)

Specify additional information on customer (see screenshot below):

Select Contracts > Customers.
Select the customer to edit.
"Customer Cost Center": Specify the customer's cost center.
"Class": Specify the class of the customer. The classes shown belong to the COMP entity.
"Tax Code": Specify the customer's tax code.
"Customer Account Code": Specify the customer's customer account code.
"Parent": Specify the parent company.
- Using the "Parent" attribute, you can indicate whether a customer is part of a larger organization.
- Parent/child customer relationships can be established for information only.
- Note: You cannot designate a customer as a parent customer if the supplier is already designated as a child in a customer hierarchy.
- Additionally, a customer cannot have multiple parent customers, nor can a supplier be a parent customer to itself within a customer hierarchy.
"Status": Specify a status to categorize the customer by status.
- Define the status field for any purpose (e.g., enter AC if the customer is being actively used). The status is for your informational use only.
Click "Save Record" (floppy disc symbol)

Specify contact information (see screenshot below):

Select Contracts > Customers.
Select the customer to edit.
"Contact Name": Specify the primary customer contact.
"Telephone", Specify the customer’s fax number
"Fax Number": Specify the customer’s phone and fax number
"E-mail Address": Specify the customer contact’s e-mail address.
"Our Contact": Specify the customer’s primary contact for your organisation, which is generally the corporate buyer.
Click "Save Record" (floppy disc symbol)

Deactivate a customer

To deactivate a customer:

Select Contracts > Customers.
Select the customer to deactivate.
"Out of Service": Select to indicate that you no longer wish to use this customer.
- The system retains the record; however, it will no longer display the customer in the lookups from which you select customers on any other forms within the system.
Click "Save Record" (floppy disc symbol)

Define contacts for customers

Define contacts to have a reference library of contacts for each customer. Maintain a list of customer contacts for various purposes such as customer service, shipping, and billing, in addition to the primary contact specified on the Record View page of the Customers form.

To define contacts for customers:

Select Contracts > Customers.
Select the customer for which to define contacts, and then click the "Contacts" tab.
Click "Add Contact" ([+] symbol).
Specify the "Sequence number" to associate with the contact.
Specify the contact's Name, Address 1, City, State, Zip Code, Email, Phone, Preferred Contact Method.
Select the "Out of Service" check box if the contact is out of service.
Click "Submit" (floppy disc symbol).

Note: the contact can also be deleted if not used on any Hexagon form. In this case:

Select Contracts > Customers.
Select the customer for which to define contacts, and then click the "Contacts" tab.
Select the contact to delete.
Click "Remove Contact" (litter bin symbol).

Copy customers

Copy a customer including all details to a new customer:

Select Contracts > Customers.
Select the customer to copy and right-click anywhere on the "Customers" form, and then select "Copy Customer".
"New Customer": Specify the name of the new customer.
Select the record types to copy,
Click "Submit".

Viewing reservation and contract history per customer

To view reservation and contract history:

Select Contracts > Customers.
Select the customer for which to view the list, and then click the "Contract List" tab.
The list displays both reservation and contract data from the last valid revisons: either complete, approved or finished.