Customer

Click the RAM Quick Launch icon to access the Customer grid.

The Customer File is a customer data base. This data base may not only include any customer or potential customer, but also the customers that have rented or are presently renting. A customer does not have to be a single person; it can also be a company or a church organization or simply a record to indicate a "Cash Sale".

To add a customer record

Click here to start the Add Customer Wizard Tutorial

This is the main Customer Wizard layout.

As you make choices and click NEXT the left panel is updated with the information about this customer. This allows the user to see the progress of adding customers as each field is added.

This is the Customer Lookup grid.

Include Inactive Customers

If you want to lookup inactive customers (customers who are not renting), click this checkbox at the top of the screen to include those customers in the grid.

To search customers

Click the column for the field you want to search and the search box at the top of the grid is changed to search the selected field. Type in the value you are looking for and press the TAB key. The selected customer is highlighted in the grid, and you can click PROCEED to view the details about the customer.

Highlight the customer you want to lookup and double-click the row, or click PROCEED at the bottom of this screen.

Click on fields or roll-over for more information.

FIELD DESCRIPTIONS - CUSTOMER

CUSTOMER NAME & ADDRESS INFORMATION

This section identifies the customer with the customer number and remains displayed on the screen while you click on the various tabbed sections to see more information about this customer.

Location Number

Your store's location number (as indicated in Company Setup) is displayed, but cannot be edited.

Customer Number

The customer number is used to uniquely identify each customer in the data base. The number can be any length, but it must be composed of numbers ONLY.

Last Name

Warning! Do not use commas when inputting customer's LAST or FIRST names.

Changes to the customer's name field are logged as exceptions see - Exceptions Report

The last name field is used for the customer's last name.

First Name

The first name field is used for the customer's first name.

M.I.

The M.I. field is used for the customer's middle initial.

Mailing Address

The address field refers to the customer's mailing address. All statements, invoices and other mailings will be sent to this address by default.

Apt.

The apt. field refers to the apartment number or lot number for this customer.

CITY MAINTENANCE

When adding customer records, you are prompted to input the zipcode for the customer. The city and state are automatically filled in for you when the matching zip code is found in the City File.

If the zipcode does not match a city record in your City File, you are prompted to add it now.

Zip not found in City table. Add it?

Yes or No

Choose YES and you are given the form to add the city and state associated with this zipcode. Choose NO to enter a different zipcode.

Type the name of the city. A drop-down box reveals a list of states, choose the state.

When the city and state are correct click SAVE, this adds the city to the City File, and the next time you input this zipcode for a customer it is automatically input on the customer record.

City, State, Zip

The city, state and zip code combinations for your area are entered in the City File to save the user time when inputting customer records. The drop-down box reveals all the records previously input in the City File. When you start typing the city name, the information automatically fills for you.

Photo Location

The photo location is used to link the photo file stored on your computer to this particular customer record. When a valid graphic file is located the picture appears on the screen with the customer record.

Click BROWSE to find the file to attach.

Click the displayed picture to see a larger image.

Since this file contains more fields than will fit on one screen, there are tabs containing more fields for input. Be sure to check these tabs before saving.

2. If you are using Applications, you are prompted to add the reference information.

3. If you have Demographic questions that are set as customer based, these questions are prompted after the application information is added (if applicable).

To reset the records displayed in the grid for this workstation

Click RESET GRID on the select customer grid. This clears ALL filtering and sorting for this workstation only.

To print a file listing

Click PRINT on the toolbar to print a list of the file displayed.

Remember you can also access the Customer file through the Payment Screen.

Payments > Customer button
Click the icon to skip to that topic in Help.

Next Numbers

The next available customer number is displayed as the default when adding customer records.

Use Customer Applications

If you are using Customer Applications, when you click SAVE on the toolbar you are automatically taken to the Application option to add the customer's application.

Some frequently asked questions: (click each question for answer)

•	After I added my customer, he doesn't show up in the grid?

Only ACTIVE customers are listed by default in the customer grid. To see NEW customers, prior to renting to them, you must check the Include Inactive Customers box at the top of the grid.

•	Do I have to put an address, if I don't know it?

Yes. The system requires an address be filled in for each customer. If you do not know the address you could simply input "NEED ADDRESS" on the address line and then choose the city, state and zip where your store is located. This would alert someone reading a report that this customer did not have an address.

•	We do not require a SSN from our customers, what should we put instead?

We suggest using the customer's customer number, when a SSN is either not required or not available. The SSN field will not allow you to duplicate these numbers, so you cannot leave them blank. By using the customer number, this SSN will always be unique.

•	What if my customer does not have a driver's license?

We suggest also using the customer's customer number, when a DL number is not required or not available. The DL Number field will not allow you to duplicate these numbers, so you cannot leave them blank. By using the customer number, this DL Number will always be unique.

•	What if I am renting to a company?

When renting to a company, put the company's name as the LAST name. There is a limited amount of space for the LAST name. Remember, do NOT use a comma when inputting a customer's LAST or FIRST name. (Ex: Red Dog, Inc. would be input as Red Dog Inc.)

•	What if some of the buttons are disabled?

When the day is closed the system prevents you from adding or changing any customers.

You must open a day before making any changes.

Click OK and then click Open the Day if you want to add or change customers.

•	How can I be sure my employees are changing customer's records correctly?

Security is the best method to prevent unauthorized employees from changing customer records.

If a user changes a customer record an exception is written. See also: Exceptions Report

TROUBLESHOOTING

You do not have any tax codes set up. You must set up at least one tax code before proceeding.
OK

This message is displayed when you try to add a customer WITHOUT adding at lease (1) one tax code first. The system requires at least one tax code be assigned, even if you do not charge tax.

Click OK

Add at least (1) one tax code.
Files > Customer Files > Tax Codes

The last name is required. You must input a last name in order to save the Customer record. If you do not have a customer name or you are inputting a company, you still must input something for the last name field. If you do not enter a last name or you leave the last name field blank this error is displayed when you click SAVE, or try to exit.

Click OK

Input a Last Name for the customer.

The driver's license state is required. You must select a valid driver's license state in order to save the Customer record. If you do not wish to track the driver's license for your customers you still must choose a valid state. If you do not enter a valid state or you leave the state blank this error is displayed when you click SAVE, or try to exit.

Click OK

Choose a valid driver's license state from the drop-down list.

The race field is required. You must select a valid race in order to save the Customer record. If you do not wish to track the race for your customers you may choose "OTHER" for the race on all customers. If you do not enter a valid race or you leave the race blank this error is displayed when you click SAVE, or try to exit.

Click OK
Choose a valid race from the drop-down list.

The sex field is required. You must select a valid sex in order to save the Customer record. If you do not wish to track the sex for your customers you may choose "MALE" for all customers. If you do not enter a valid sex or you leave the sex blank this error is displayed when you click SAVE, or try to exit.

Click OK

Choose a valid sex from the drop-down list.

The route field is required. You must select a valid route code in order to save the Customer record. If you do not wish to track route codes for your customers you must enter a route code to be assigned to all customers, such as (NOT USED) or (ALL CUSTOMERS). If you do not enter a valid route code or you leave the route code blank this error is displayed when you click SAVE, or try to exit.

Click OK

Choose a valid route from the drop-down list.

To add a new route:
Files > Customer Files > Routes add a new record in the Routes file.

The rating field is required. You must select a valid rating code in order to save the Customer record. If you do not wish to track the rating codes fro your customers you must enter a rating code to be assigned to all customers, such as (NOT USED) or (ALL CUSTOMERS). If you do not enter a valid rating code or you leave the rating code blank this error is displayed when you click SAVE, or try to exit.

Click OK

Choose a valid rating from the drop-down list.

To add a new rating:

Files > Customer Files > Rating add a new record in the Rating file.

The tax field is required. You must select a valid tax code in order to save the Customer record. If you do not wish to charge tax to this customer you must enter a tax code with a 0.00% tax rate. If you do not enter a valid tax code or you leave the tax code blank this error is displayed when you click SAVE, or try to exit.

Click OK
Choose a valid tax code from the drop-down box.

To add a new tax code:

Files > Customer Files > Tax Codes add a new record in the Tax Codes file.

The cash sale tax field is required. You must select a valid cash sale tax code in order to save the Customer record. If you do not wish to charge tax to a particular customer you must enter a tax code with a 0.00% tax rate. If you do not enter a valid cash sale tax code or you leave the cash sale tax code blank this error is displayed when you click SAVE, or try to exit.

Click OK
Choose a valid tax code from the drop-down box.

To add a new tax code:

Files > Customer Files > Tax Codes add a new record in the Tax Codes file.

The tax district field is required. You must select a valid tax district in order to save the Customer record. If you do not wish to track tax districts for your customers, you must enter a "NOT USED" tax district. If you do not enter a tax district code or you leave the tax district code field blank this error is displayed when you click SAVE, or try to exit.

Click OK

Choose a valid tax code district from the drop-down box.

To add a new tax district:
Files > Customer Files > Tax Districts add a new record in the Tax Districts file.