Create a Customer in FleetLogic

Describes how to create a new customer record in FleetLogic.

Type

How to

Audience

Counter

Products

FleetLogic web and mobile applications

Context

Create a customer record in FleetLogic when you need to associate work orders, tickets, and other business information with that customer. For example, if your customer requests maintenance on a piece of equipment they rented from you, you can create a record for that customer and add them to a work order. When the work order is closed, the customer can be billed for the work via Texada’s SRM (Systematic Rental Management) application. 

 

Before You Begin

Required: Internet connection; valid FleetLogic login credentials and access permissions; customer name, address, and phone number

Optional: Mobile device with an Internet connection

 

Steps

To create a customer, do the following:

  1. In the FleetLogic menu bar, navigate to Customers > Add New Customer
    The CUSTOMER page opens
  2. Click + CUSTOMER INFORMATION
    The CUSTOMER INFORMATION section expands to display additional fields

    Note: The customer is the company that does business with you in most cases, as opposed to an individual working at the company
  3. Type the full name of the customer in the Name field
  4. Type the customer’s work address in the Address Line 1 field
  5. Type the city that the customer’s business is located in the City field
  6. Type the province or state the customer’s business is located in the Province/State field
  7. Type the postal or zip code for the customer’s business in the Postal/Zip field
  8. Type a phone number for the customer’s business in the Phone field 
  9. Optional: Use the Country drop-down to select the country the customer’s business is located in
  10. Optional: Type any additional information about the main company contact in the appropriate fields
    Note: A contact is a person that works at the company
  11. Optional: Click + CONTACT INFORMATION and do the following to add a contact to a customer record:
    1. Click Add New Contact
      The Add New Contact pop-up opens
    2. Type the full name of the customer in the Name field
    3. Optional: Use the Title drop-down to select an appropriate title for the contact
    4. Optional: Type or use the calendar menu to add the contact’s date of birth to the Date of Birth field
    5. Optional: Use the Country drop-down to select the country the contact works in 
    6. Optional: Type any additional information related to the contact in the remaining fields
    7. Optional: Under Email Types, check All Documents if you need to receive all documents from SRM and FleetLogic, such as work orders and invoices, via email
    8. Click Save Contact
      The contact information is added to the list of contacts 
      Notes
      • You can add as many contacts as needed to a customer record
      • Click delete to remove a contact from the list of contacts
  12. Optional: Click + OPTIONS
    The OPTIONS section expands to display additional fields
  13. Optional: Under Statement, do one of the following to select the preferred invoicing method for the customer
    1. Click Print Only to mail printed invoices to the customer
    2. Click Print/Email to either print or email invoices to the customer
    3. Click Suppress to not send any invoices to the customer
  14. Optional: Under Purchase Order, do one of the following to select whether a purchase order is required for all work orders related to this customer
    1. Click Yes to set purchase orders as required
    2. Click No to set purchase orders as optional
    3. Click Hold to set purchase orders as required on invoices, but optional on other documents, such as work orders
  15. Optional: Under Damage Waiver, do one of the following to select whether a customer needs to be charged a damage waiver when they rent products:
    1. Click Yes to set damage waivers as required
    2. Click No to set damage waivers as optional
  16. Optional: Under Terms code, check On Account to flag a customer as being an on-account customer
  17. Optional: Use the Terms code drop-down to select the terms of payment for the customer, such as invoicing frequency
    Note: The options in the drop-down are controlled in SRM
  18. Optional: Use the Tax Code 1 drop-down to select the taxes that apply to a customer in that region
  19. Optional: Type a number amount in the Exempt Number field if a customer has a tax exemption
  20. Optional: Under Exemption Type, do one of the following to specify what types of transactions they are exempt on
    1. Click Rental to specify tax exemption on rental transactions
    2. Click Sale to specify tax exemption on sale transactions
    3. Click Both to specify tax exemption on both rental and sale transactions
    4. Click Neither to disallow tax exemptions
  21. Use the Tax Code 2 drop-down to set up a secondary tax code for the customer
  22. Optional: Type a number amount in the Exempt Number field if a customer has a secondary tax exemption
  23. Optional: Under Exemption Type, do one of the following to specify what types of transactions they are exempt on
    1. Click Rental to specify tax exemption on rental transactions
    2. Click Sale to specify tax exemption on sale transactions
    3. Click Both to specify tax exemption on both rental and sale transactions
    4. Click Neither to disallow tax exemptions
  24. Optional: Type a number amount in the Rental Discount % field to specify a set rental discount amount that the customer always receives on their rental transactions
  25. Optional: Type a number amount in the Sales Discount % field to specify a set sales discount amount that the customer always receives on their sales transactions
  26. Optional: Check Enable GateWay Access to ensure the customer can access Texada’s GateWay application
  27. Optional: Type the GateWay authentication password for the customer in the GateWay Password field
  28. Optional: Click + DRIVER’S LICENSE and do the following to add the driver’s license information to the customer record:
    1. Click Add New Driver’s License 
      The Add New License pop-up opens
    2. Type the name of the person associated with the driver’s license in the Name field
    3. Optional: Type the appropriate information in the remaining fields
    4. Optional: Type or use the calendar menu in the Date of Birth field to select the date of birth that appears on the driver’s license
    5. Click Save License
      The license information is saved to the list of driver’s licenses on the customer record
      Notes:
      • You can add as many driver’s licenses as you need to the customer record
      • Click delete next to a driver’s license to remove the driver’s license from the list
  29. Click Create Customer
    The customer record is added to the list of customers

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