Frequently Asked Question
VIP Customer Maintenance
A VIP customer is at once, the same and different from a cash or walk-in customer. VIP customers do not charge their purchases to an account; they are on a COD basis the same as any other cash customer. However, adding a repeat walk-in customer to a VIP list (database) allows you to track their purchases separately from cash sales and optionally set up special pricing.
Adding a new VIP customer is normally done through 4. sales desk… à1. invoicing by pressing [F11] at the customer number field to move over to the phone number field. The customer’s phone number may be found as a regular customer, an already existing VIP or in the AMS (Address Made Simple) database. If the customer is found in none of these places, then pressing [F11] again (in the phone number field) will allow you to enter in the VIP manually with this menu option. If a VIP customer already exists with the same phone number, the user is informed, but still allowed to add the second VIP. More details are offered in the Sales Desk User Guide.
Should you know prior to any sale being made that a particular customer is a VIP, then they may be added here. VIP records may also be ‘removed’ by changing the phone number to 000-000-0000.
If you need to do VIP maintenance from outside of the invoicing program you can accesss the VIP maintenance program via the following menu path.
Accounts Receivable…à 1. Data Maintenance…à 5. VIP Master. Select Add, Change, Delete (as appropriate) Which Brings up the following screen
Enter or change Data fields as appropriate using the following Guide lines
VIP
The VIP number is automatically assigned by the system. The numbers are not a part of the regular customer database, but contained in a separate database. VIP numbers have a prefix, either numeric or alphabetic, which will assist in differentiating them from regular customers. The prefix is set-up in
9. System Utilities…à 1. accounts receivable à2. VIP parameters.
2. Last Name
Must be entered entirely in CAPITAL letters.
3. Given Name
Must be entered entirely in CAPITAL letters.
4. Address
6. City
The city must be a valid city name and the correct spelling is important.
7. Province
The provincial abbreviation must be one that is accepted by the federal government. (NU is the correct abbreviation for Nunavit).
8. Postal
- Home Number
13. Work Number
16. Cell Number
19. Fax Number
Enter the personal information of the customer being added to the VIP database, exactly as you would wish to see it on an invoice or mailing label.
22. Card Number
The Card Number field is available if you are using identifying cards for your VIPs. These are normally scanned cards, like Air Miles ®,
23. PIN
Enter the personal identification number (PIN) for this VIP customer’s card.
24. GST lic Number.
25. PST lic Number:
Any character entered in either of these fields will cause the suppression of taxes at the time of sale, the same as with a regular accounts receivable customer.
26. Contact
If there is another contact for this VIP, enter that name.
27. E-Mail Address.
There are 40 spaces available for the entering of the VIP’s email address.
28. Remarks
This is the same field as the regular customer record has. It will be displayed with the next sale on the billing screen.
29. Industry
If this VIP is connected with one of the industry codes you have previously set-up, you may add them here. Sales dollars reported will include any sales made to this VIP customer.
30. Direct mail
If your business sends direct mail, a [y] here indicates that this customer will be included with the next mailing.
31. Date added
This date indicates the date that this customer was added to the VIP database. The default is for today’s date.
34. Last Invoice
This is the date of the last sale made to this VIP customer.
37. A/R Customer Number
The AR customer Number field is available if you have special pricing set up for an AR customer that you wish to also give to this specific VIP customer. Otherwise leave this field blank and pricing will be taken from the default pricing for the VIP customer number that has been set up in the Sales Desk Parameters program accessible via the following menu path.
9. System Utilities…à 3. System Setup… à 4. Sales desk… à 2. Parts Billing Parametersà 1. System defaults. (As specified in field 24)
For a complete discussion on setting up VIP customer pricing see page 4 of document titled Add a Customer – How To.