EditPurpose
To add, view, and edit customers in the LegalSuite database.
EditLocations Used
Administration
EditOverview
The customer database contains an entry for all your customers or clients. It also contains entries for all the companies that are used for third party billing. The customer must have an entry in the LegalSuite database before any new work order requests can be created for them. Their third party billing companies must also have entries in the database otherwise you cannot complete a new work order entry for them.
EditView Customers
To view a list of customers that are currently in the LegalSuite database, make the menu selection
Customers⇒Customer Maintenance from the navigation bar.
 Customer Maintenance |
To narrow the list of customers shown, select a search method from the pull-down menu, specify a value for that method in the input field, and click on the
GO button. The list will be updated to display only the customers that satisfy your search parameters.
To view detailed information regarding a customer, click on the customer number on the Customer Maintenance page.
EditAdd a New Customer
To add a new customer to the database, click on the
ADD NEW ENTRY button on the Customer Maintenance page. The Customer Maintenance Details page will appear.
 Customer Maintenance Details |
An asterisk (*) means the fields are required. You cannot SAVE a customer entry successfully until a value is specified in each of these fields.
1. At the least, you must specify the following to save a customer entry:
- The customer's name ("General" tab)
- The customer's address ("General" tab)
- The currency code for transactions with the customer ("Orders" tab)
- The terms code to indicate payments terms for the customer ("Credit/Comm" tab
2. Refer to the sections below for a description of the tabbed input fields for a customer entry.
3. Click on the
SAVE button to save the customer entry into the database; click on the
CANCEL button to discard your changes.
EditEdit an Existing Customer
1. Select a customer to edit by clicking on the "Edit" link for that customer on the Customer Maintenance page.
2. The Customer Maintenance Details page will appear. Make changes as necessary. Refer to the sections below for a description of the various tabbed input fields for a customer entry.
3. Click on the UPDATE button to save your changes. Click on the CANCEL button to discard your changes.
 Button Selections during EDIT or DELETE |
EditDelete an Existing Customer
1. Select a customer to delete by clicking on the "Edit" link for that customer on the Customer Maintenance page.
2. The Customer Maintenance Details page will appear. Scroll to the bottom of the page.
3. Click on the DELETE button to remove the customer from the LegalSuite database.
4. You will be asked to confirm that you wish to delete the customer. Click on "OK".
5. The customer will be deleted from the LegalSuite database. It will no longer be seen on the Customer Maintenance page.
EditDescription of Customer Details
EditDetails page
1. Customer # - Enter the customer number if you have one; if not, click on the ADD button and it will automatically generate a customer number for you.
2. Name* - Enter the customer's name.
3. Savs as Prospect - Check this box if this is a prospective customer.
4. Active - Check this box if this is an active customer, in other words work orders can be created and processed for them using LegalSuite.
Edit"General" Tab
This tab contains the customer's contact information among other things.
 Customer Maintenance - General |
1. Attention - Enter a contact person for the company.
2. Address 1*, Address 2, City*, State*, Zip Code* - Enter the company's address.
3. Phone, Fax - Enter the customer's phone numbers.
4. Email, URL - Enter the customer's online contact information.
5. Salesman - Select a sales person, an employee of your company, that will represent this customer.
6. Territory - Select a territory within which this customer is located. The sales person selected above should be assigned to this territory.
7. Business Type - Select this customer's type of business.
8. Agree to Terms - Check this box if the customer has agreed to the terms and conditions as stated by your company.
Edit"Orders" Tab
This tab contains information specific to the processing of this customer’s orders.
 Customer Maintenance - Orders |
1. Tax Code – Select a tax code that applies to this customer.
2. Currency Code* – Select the type of currency that is used to do business with this customer.
3. Branch Code – Select a branch code for this customer.
4. Price Group - Select a price group that applies to this customer.
5. Discount % - Enter a percentage that will be used when applying discounts for this customer.
6. Order Sort* – Select a sort method that will be used by default when sorting order entries.
7. Invoice Sort* – Select a sort method that will be used by default when sorting invoice entries.
8. Invoice Method* - Select the method for generating invoices.
9. Blanket PO # - Enter a purchase order that will be used for any blanket orders that are entered for this customer.
10. Retainer Required – Check this box if a retainer is required for any customer orders.
12. Invoice Required – Check this box if an invoice is required for any customer orders.
13. Finance Charges – Check this box if finance charges areapplicable for this customer.
14. Acknowledgement – Check this box if this customer would like email acknowledgements of orders being processed.
Edit"Credit/Comm" Tab
This tab contains the customer’s credit and sales commission information.
 Customer Maintenance - Credit/Commisions |
1. Term Code* – Select the payment terms for this customer.
2. Credit Manager – Select the credit manager for this customer. This person is someone within your own company that handles this customer’s credit.
3. Credit Limit – Enter a credit limit that your company will enforce with this customer’s orders.
4. Show Credit Warning – Check this box if you want a credit warning to appear during order processing for this customer. The warning will appear when credit checks fail or the customer is approaching or over their limit.
5. DB Rating – Enter the Dun & Bradstreet rating for this customer. Dun & Bradstreet provides credit ratings for companies worldwide.
6. Credit Attention, Credit Email, Credit Fax – Enter a contact person, email address, and fax number that you can use to contact your customer regarding credit issues.
7. Salesman 1, Salesman 2, Salesman 3 – Select a sales representative for this customer. You can specify up to 3. You can also specify the commission rate for each sales person.
8. Check Credit – Select a value from the pull-down menu regarding how you would like credit checking handled by the LegalSuite application.
• Always Pass –work orders from this customer are processed as if they passed their credit check.
• Always Fail – work orders from this customer are put on credit hold.
• Check – orders from this customer are placed on credit hold automatically if the customer has an open account and they are over their credit limit or aging limit of so many days.
Edit"Key Info" Tab
This tab allows you to enter or archive the customer's account information, if applicable.
 Customer Maintenance - Key Information |
1. A/R Account – Enter the Accounts Receivable account number that you wish to save.
2. Parent Account – Enter the parent account for this customer, if there is one.
3. Old Account – Enter an old account number that you wish to archive for this customer, if applicable.
Edit"Billing" Tab
This tab of information is organized into 3 sections: credit card and bank account information, third party billing information, and reverse third party billing information.
Credit Card / Bank Account Information
This section shows specifics regarding the credit card or bank account used by this customer to make payments.
 Customer Maintenance - Billing: Credit Card & Checking |
1. Name on Card – Enter the name on the card.
2. Address on Card, City, State, Zip Code – Enter the address for the card.
3. Account Type – Select the account type from the pull-down menu, for example Open Account or Credit Card.
4. Card Type – Select the credit card from the pull-down menu, for example Visa, Mastercard or American Express.
5. Card Number - Enter the number of the credit card that is to be billed when processing an order.
6. Expiration Date – Specify the expiration date for the credit card by typing it in or selecting from the calendar icon.
7. Security Code – Enter the card identification number for the credit card specified above. This is for security purposes.
8. Send Exp. Notice – If desired, select when a notice to the customer should be sent that their credit card is about to expire.
9. Authorize Date – Specify an authorize date by typing it in or selecting from the calendar icon.
10. ABA Number – Enter the ABA (American Bankers Association) number, or routing transit number, for the customer’s checking account, if applicable.
11. Routing Number – Enter the routing number for the customer’s checking account, if applicable.
Third Party Billing
The Third Party Billing list shows what companies this customer uses for third party billing. Note that each of the companies listed here must have a customer entry in the LegalSuite database.
 Customer Maintenance - Billing: Third Party Billing |
1.
Cus # - Click on a customer number to view additional information for that customer.
2.
Remove – Click on this link to remove the company as third party billing for the customer.
3.
Add – Select a search method, enter a value for that method, and click on the GO button. The area directly below the Third Party Billing list will be updated to display a list of customers that satisfied your search criteria.
 Add a customer for third party billing |
The Reverse Third Party Billing list shows what companies use this customer (that you are editing) as third party billing. The same information is displayed as the Third Party Billing list.
 Customer Maintenance - Billing: Reverse Third Party Billing |
Cus # - Click on a customer number to view additional information for that customer.
Edit"Codes" Tab
This tab allows you to specify codes specific to this customer. These codes can be specified for anything that may be needed for this customer during work order processing.
 Customer Maintenance - Codes |
Edit"Forms" Tab
This tab allows you to specify how the customer will receive the various forms generated by the LegalSuite database.
 Customer Maintenance |
For each of the forms listed, select a method in which to send that form to the customer from the drop-down menu, for example via printer, fax, email, or EDI (Electronic Data Invoice).
Edit"Users" Tab
This tab lists all the users for this customer in the database. If you are adding a new customer, this list will be empty. You can add, edit, and delete customer users through the menu selection
Customers⇒Customer Users.
 Customer Maintenance - Users |
The user list shows each user's name, phone number, email address and user type, for example lawyer, administrator, staff, or accounting.
Edit"Notes" Tab
This tab lists all the notes in the LegalSuite databse that exist for this customer. If you are adding a new customer, this list will be empty. You can add, edit, and delete customer notes through the menu selection
Customers⇒Customer Notes.
 Customer Maintenance - Notes |
The note list shows a portion of the note as well as the start date that the note is to be used. The note can appear on the Bulletin Board area of LegalSuite's home page or on one of the various forms generated by LegalSuite.
Edit"Location" Tab
This tab shows a map of the customer's location.
 Customer Maintenance - Location |