Creating a New Customer - General Notes
When all fields are cleared, every field is enabled.
Once information is entered into a field in the Create New Customer, all of the other fields in the Search for Existing Customer section are automatically disabled.
Only if all of the fields in the Create New Customer pane are cleared (either by deleting the values or by pressing Clear Fields), will the other fields become enabled again.
All of the fields are treated as exact match when searching. Even if wildcard characters are entered, it is still be treated as an exact match. For example, if you enter a street address of 5 N* St, it will look for only those that are exactly 5 N* St. It will not find 5 North St.
As a rule, all entered values will be trimmed of white space at their beginning and end.
If the configuration setting of "/CustomerManagement/General/ContactAllCAPs" is checked ON, then all entered values will be forced to Upper Case.
The Clear Fields button clears all fields and all search fields can be accessed
Refer to Create New Customer fields for details.
Create New Customer fields
Field
Required
Notes
First Name
Y
First Name is required unless the Company Name field is used. Validation occurs when Next/Finish is clicked.
If neither First and Last Name, or Company Name is entered, the system provides the following error message: Either the First and Last Name, or Company Name must be provided.
Middle Initial
N
Middle Initial is optional. This field is not used when searching for existing accounts.
Last Name
Y
Last Name is required unless the Company Name field is used. Validation occurs when Next/Finish is clicked.
If neither First and Last Name, or Company Name is entered, the system provides the following error message: Either the First and Last Name, or Company Name must be provided.
Company Name
Y
Company is required unless the First and Last Name fields are used. Validation occurs when Next/Finish is clicked.
If neither First and Last Name, or Company Name is entered, the system provides the following error message: Either the First and Last Name, or Company Name must be provided.
Street Address 1
depends
Street 1 may be required. If the system has been configured to require this field, you cannot continue without entering a value.
Upon clicking Next, the address is validated. Standard functionality applies, i.e., the No matching address records found message is displayed and you can bypass address validation if needed.
Street Address 2
N
Street 2 is optional. Use as needed.
City
N
City is optional. Use as needed.
Upon clicking Next, the address is validated. Standard CG functionality applies, i.e., the No matching address records found message is displayed and you can bypass address validation if needed.
State
N
State is optional. Use as needed.
Upon clicking Next, the address is validated. Standard CG functionality will apply. i.e., the No matching address records found message is displayed and you can bypass address validation if needed.
Zip
Y
Zip is required
Upon clicking Next, the address is validated. Standard CG functionality applies, i.e., the No matching address records found message is displayed and the user is allowed to bypass address validation if needed.
Country
N
Country is optional
Phone Number
N
Phone Number is optional
Email
N
Email is optional
Refer to Matching Rules for information on search results and matching rules.
Matching Rules
If you enter data in the lower pane of the POS search criteria page, the system tries to find any potential matches before allowing you to create a new account with the entered data. It attempts this by applying up to 4 different matching rules to accounts and applicable contacts currently in the system. Which rules are applied and which contact types are searched upon can be configured in Admin Console.
First and Last Name (or Company Name) and Full Address match
First and Last Name (or Company Name) and City, State, Zip match
Street1, City, State, Zip match
First and Last Name (or Company Name) match
While the system allows for configuring which rules may apply, it does not allow for customized ordering of the results. If multiple matches are found, they are ordered based upon the above rules/ordering. Then if there are multiple matches based upon the same rule, the results will be further ordered by the matched contact type.
Primary Contact Type
Billing Contact Type
Service Contact Type
Shipping Contact Type
All further contact types are ordered based upon the order in which they were added to the system (Internal ID / ContactID)
If there are multiple matches on the same rule and contact type, the results will be further ordered by the Customer’s Establish Date (oldest account first).
Note:
If the system finds multiple matches on the same Account Number, the search results display the highest ranked result based upon the matching rules.