Customers FAQ – Cleantie

How to setup A/R (Charge) customer?

To setup an A/R (Charge) customer, go to Checkin and select the customer from the list, Press View/Edit. In the Details – Payment Information section, select Charge as the payment option from the dropdown menu. If you would like to keep the customer’s credit card on file, type or swipe the card. Click OK to save.

How to apply payment to A/R (Charge) customer?

To apply payment to an A/R (Charge) customer, go to Invoice Utilities and select the customer from the list. Press the Account Payment button and select the invoice to be paid, or press Select All to pay all outstanding invoices, and press Account Payment. Select the Payment Type and enter the amount. If the customer is making a partial payment, enter the amount and press OK. The system will apply the payment to the oldest invoice until the full payment is applied; a partial payment might be applied to the last invoice if the amount is less than the total. Press OK again to return to the Invoice Utilities screen. For more information on how to use Tender Screen please see the corresponding section.

How to print statement for A/R customers?

To print a statement for an A/R customer, go to Reports and click on the More button to view other Report options. Click on the Statement icon and select the charge customer option. Click Create Statement button. A customer list appears. Highlight the customer(s) and select whether you want to use the last statement date, or choose a new date. Press OK and the report displays. Navigate through the pages by clicking the arrows at the top. To print this report, click the Print button at the bottom, or the Printer icon at the top.

How to setup a company?

To group/link certain customers that work for a company, link them to the same account for accounting purpose, use the following method to setup a company. Go to Checkin and press the Add New Customer button. In the General tab, put a checkmark in the This is a Company checkbox. Enter the company information and choose Charge for the payment option in the Details section. Press OK to save.

How to setup a company customer?

To setup a company customer, go to Checkin and press the Add New Customer button. Under the General tab, put a checkmark in the checkbox beside Company and choose the company from the drop down menu. Enter the rest of information for the customer. Please note, the system uses the company info as the default info for the customer. Press OK to save.

How to setup route/delivery customer?

To setup route/delivery customers, go to Checkin and highlight the customer name from the customer list. Click the view/update customer button and in the delivery request section on the right, put a checkmark in the delivery box. You are then able to choose a run name and a stop. Enter the address information for the customer. If there are special delivery instructions, press the More button and enter the instructions in the appropriate areas. Say OK to save your settings. Please note, this option is only active if the default schedule has the delivery feature enabled. For more information on how to setup run/stop please see the corresponding section.

How to make notes to the customer profile?

To make notes to the customer profile, go to Checkin and select the customer from the list. Click the View/Update Customer button. At the top, click the Notes tab. Press the Associate button to enter your associate number and the Time Stamp button to enter the Date. Write your note and press the Print button if you would like to print out the note. You may also assign a sales rep to the customer by selecting from the drop down menu or enter the number of shifts per week. Press the OK button to save.

How to setup discounts for a customer?

To setup a discount for a customer, go to Checkin and select the customer from the list. Press the View/Update button. In the Details – Payment Information section, enter the discount percentage for each service, discount expiry date and click OK to save.

How to setup a customer with a Credit Card On File?

To setup a customer’s credit card on file, go to Checkin and select the customer from the list. Press the View/Update button and in the Details – Payment Information section, choose the card type from the drop-down and enter the number, holder and expiry date.

Please note, it is against PCI compliance to keep CVV on file. Having CVV does not save you any transaction fee. However to have card holder's address/Zipcode on file, could save you on credit card transaction fee.

You may swipe the credit card if your system is equipped with a magnetic card reader. Select COF option if your system is setup with online credit card processing and the card is to be charged automatically after each transaction.

If the COF customer is charged monthly follow steps below:

Select Charge for default payment
Check Mark COF and Monthly option
When creating statement, select COF option
Create Statement for all COF customers
Select Batch Processing.

How to issue a credit note to a customer?

To issue a credit note to a customer, go to Invoice Utilities, select the customer from the list and press OK. Press the Credit Note button at the bottom to create a credit note. Enter the amount and press issue. You can also void existing credits from this screen. Press Exit to return to the Invoice Utilities screen. The credit note payment option will be enabled in Tender Screen for customers who may have a credit note. Use this payment type to apply the credit as a payment. When the customer is making an extra payment during checkout or account payment, you may use this option to issue a credit note. Over payments have to be done manually as a credit note by the user.

How to use the credit note?

After the credit note is issued, an option to use the credit note appears in the Tender Screen. The credit is also shown under the invoice in the checkin and checkout screens. To get a list of all the existing credit notes, go to Reports and select Customers Report and select Credit History.

How to View Customer Order History?

To view customer’s history, go to Checkin and select the customer from the list. Click the View/Update Customer button. At the top, click the History tab, and a summary of the customer’s transactions would be shown. If you would like to view the invoices, select Invoice Utilities, select the customer and press Search. You may search for different invoices by changing your search options. make sure to change starting/ending date. The default is 30 days.

How to Setup customer preferences?

To setup customer preferences, go to the Checkin screen. Press View/Update option. You can specify payment and delivery preferences in the details section. For special delivery requests, press the More button and enter preferences. For special request preferences, press the Special Request button and enter the appropriate information. Special requests and Starch option are always printed on the invoice.

How to assign an urgent memo to a customer?

Urgent memo is used to alert the associates of any particular notes related to the customer. Urgent memo pops up during customer lookup. To assign an urgent memo to a customer, go to Checkin and select the customer. Press the View/Update Customer button and in the Basic section at the bottom, type in the Urgent Memo.

How to assign a key/bag tag to a customer?

Key/bag tags are used to service the customer quickly and accurately. To assign a key tag to a customer, go to Checkin and select the customer from the list. Press the View/Update Customer button and in the key tag field, enter/scan the Key Tag number.

How to view/update customer profile from checkin/checkout screen?

To view/update the customer’s profile from the checkin/checkout function, double click on the customer's name at the top left hand side of the invoice. The Customer Profile screen would appear. Click on the History tab at the top.

How to assign a sales person to a customer?

The Sales Rep option is used to associate a sales person & commission to a customer. To assign a sales person to a customer, go to Checkin and select the customer. Press the View/Update button and click the Notes tab at the top. Choose the sales rep from the drop down menu and click OK to save. You may also change the sales person during checkin process, by pressing the More option. You may use the Sales Commission report under Reports to view the sales person activities.

How to Merge customers

Please note due to integrity of the database, customer's can't be deleted. You may make customer inactive, by going to customer profile and enable inactive customer option. System does not allow customers with balance to be inactivated.

If you have created multiple profiles for the same customer, use the following process to merge multiple customers and related transactions into one. The system merges transactions; points collected and related preferences.

Select Management
Select Tools
Select Merge Customers
Select the customers you wish to merge
Select the customer you wish to merge to. By default the first customer selected to merge
Press OK, to complete the process.