Q&A: Can family members that are grouped together have different street addresses?

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StockTrac® Question and Answer

 

Question

Can family members that are grouped together in StockTrac® have different street addresses?

 

Answer

The family members share the same address.   The reason for family members is so that you can have separate people’s information such as phone number and email address yet they can share the list of vehicles.  Once someone moves out of the house, they should have their own account because most likely they will not be sharing vehicles anymore.   That member would be separated from the family in the customer utility and then the address could be changed.

 

If you have questions about this or any other procedure, contact Janco Technical Support.

Exporting Customer Information

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 Customer Exports

 

OVERVIEW

This document describes how to export customer information into a file. The data can then be used to create marketing materials, sent to third party customer marketing companies and imported into Microsoft Excel.

 

INSTRUCTIONS

From the StockTrac® main menu, go into the Customers module.

Once Customers is selected, click the Search Customer Data button as shown below.

The following screen will display:

This screen will list any previously created profiles, if applicable. Click the New button to create a new profile. The Customer Data Search screen will display.

Enter a title for this search. In the example above, the search is named “Exporting Customers”.

When creating a Customer Data Search, information will be entered in two different series of tabs.

The upper tabs are: Search For, Output, Options, and Fields.

The lower tabs are: Customers, Vehicles, Invoices, Services, Parts, Loyalty and Promotions.

The information entered on ALL tabs are used together to determine which customers are included in the search and how the information is outputted.

The lower tabs will be discussed first, followed by the upper tabs. Note that in order to get to the lower tabs, the upper tab labelled Search For must be selected.

 

Lower Tab 1: Customers

(To get to this tab, click the upper tab Search For and then click the lower tab Customers.)

This tab is primarily used when trying to find a specific customer or send a marketing piece to anyone in a specific City, State, or Postal Code. It is also possible to limit the customer search to A/R Accounts Only by checking the box shown above.

If data is entered in any of these fields, the search will only include customers that match the entered criteria. For example, if “Jones” is entered in the Last Name field, only customers with that last name will be included in the search. Similarly, if “MI” was selected for the State, only customers with a Michigan address will be included.

 

Lower Tab 2: Vehicles

(To get to this tab, click the upper tab Search For and then click the lower tab Vehicles.)

This tab can be used to filter vehicles by Make, Model, Years, and Miles. This can be a very effective tool if one type of vehicle needs to be searched for.

For example, to generate a list of every Ford Taurus that has been invoiced in the shop, use the drop down arrows to select the proper Make and Model. In the example below, the Years date range fields have also been used to only include Ford Taurus vehicles from 1993 to 1997.

 

Lower Tab 3: Invoices

(To get to this tab, click the upper tab Search For and then click the lower tab Invoices.)

This tab will allow the search to be limited by the number of Invoices, invoice Date ranges, invoice Amount ranges, and by the customer’s payment method.

Date is a field that is commonly used when creating a customer output file. For instance, in order to generate a list of customers who have been invoiced from January 1, 2015 until June 30, 2015, enter the date range as shown on the following screen:

Another example, shown below, shows the search being refined for customers that have spent between $500.00 and $5000.00 within the same time period. By selecting both Dates and Amounts, it is possible to fine tune the search criteria.

Payment is another search parameter. If selected, only customers that have used that payment type will be included. Use the drop-down menu to select this field.

The remaining field on this screen, Reversed Invoice, will include reversed invoices that meet the other criteria specified for the invoice.

 

Lower Tab 4: Services

(To get to this tab, click the upper tab Search For and then click the lower tab Services.)

This tab allows the search to be customized based on services the customer has had performed. A specific Sale Code can be selected by using the drop-down menu. For example, the following screen shows how to select only customers that have had brake work done:

The search can be further defined to include a Minimum Amount and Maximum Amount for Job, Parts and Labor:

The remaining fields on this screen are Guaranties and Declined Jobs. Use the radio buttons below the fields to Include or Exclude customers with this criteria. If ONLY is specified for either of these options, only customers with Guaranties and/or Declined Jobs will be included.

HINT: A common search would be to enter a Date range on the Invoice Tab (see page 6) along with a Sale Code on this tab. By entering these parameters, a list of customers that had brake work during a specific month can be targeted.

 

 Lower Tab 5: Parts

(To get to this tab, click the upper tab Search For and then click the lower tab Parts.)

This tab can be used to limit data included in the search by Category, Part Number, Sale Type, Product Code, a specific DOT/Serial #, Only Parts With Core Cost, and Declined Parts.

Selecting the Category of Wagner Brakes would cause only customers that had Wagner Brake parts invoiced out to be included in the search.

Note that Declined Parts can be either excluded, included or ONLY declined parts can be looked at.

 

Lower Tab 6: Loyalty

(To get to this tab, click the upper tab Search For and then click the lower tab Loyalty.)

This tab is used to filter customers based on their last visit, how much they have spent, and various rewards options. This information is very useful when creating a report for customer retention.

EXAMPLE: To create a list of customers that have spent and least $500 so far this year, enter the following:

HINT: This could be helpful when deciding who to send Holiday cards to.

 

Lower Tab 7: Promotions

(To get to this tab, click the upper tab Search For and then click the lower tab Promotions.)

In the lower series of tabs, Promotions is the last choice for filtering. By using this tab, it is possible to select customers who have received a discount, were referred by a user-defined referral method (Postcard, Radio Ad, etc.) and even customers that have used a specific coupon code (also user defined).

There are many different filtering combinations that can be used in order to target particular customers. After going through the lower tabs, here is an example of what a Customer Data Search could look like:

The filters that have been defined are listed in the white box below the tabs. When changes are made to the search parameters on one of the tabs, they are kept track of in this space.

This particular example will search for everyone who has a vehicle manufactured from 1995-2015 and who has come into the shop from the 1st of January until the 30th of June. The search was also refined to only include brake jobs (Sale Code = B). Therefore, customers who have had a brake job invoiced at this location since during the specified date range will be included when this data search has been setup.

**Now that the lower row of tabs has been covered, this document will focus on the upper series of tabs: Search for, Output, Options, and Fields.**

 

Upper Tab 1: Search For

As the previous examples have shown, this tab is selected to allow access to any of the lower tabs. That is solely the function of this tab.

 

Upper Tab 2: Output

The customer data search results can have the following Output Files:

Report, Output File, Mailing Labels, Postcards, Form Letters, Email, Form Letters & Labels and and Postcards & Labels.

For this example, the Output Type will be “Output File”, as shown above. In addition, customers that do not want to be contacted via both email and mail have been excluded.

The Delimiter field will default to “Tab”. Most 3rd party companies prefer to receive data in a tab delimited text file. In addition, do not select a Text Qualifier unless instructed to do so by the company the file is being sent to.

Clicking on the three dots to the right of Output File will allow the directory for that file to be selected and the name of the file to be specified.

To make the process simple, select Desktop on the left hand side of the screen as shown below, and then enter a name for the output file:

In this example, the file was named “Customer Marketing File“. Windows will append a .txt file extension to the file automatically. Later on, when the list is generated, a tab delimited text file named “Customer Marketing File.txt” will be placed on the Desktop. That file can then be imported into Microsoft Excel, modified or even emailed.

 

Upper Tab 3: Options

Select either One per Customer or One per Invoice.

One per Customer – this will export one record per customer. Note that if this option is chosen, the customer’s first vehicle information will be used in any applicable output fields. Using this option will ensure that customers aren’t duplicated in the results.

One per Invoice – this option will output one line of data per invoice. There are times when this option will be the best choice. For example, use this if you want to see detailed invoice information per customer.

 

Upper Tab 4: Fields

NOTE: This tab is only used if you specified either Report or Output file on the Output tab. If you are outputting to Mailing Labels, Postcards, Form Letters, Email, Form Letters & Labels or Postcards & Labels, you do not need to use this tab. If outputting to Report or Output File, information must be entered here or your report or file will be blank.

The Available Fields are listed on the left, and the Selected Fields (the ones that will be outputted) are on the right. Highlight a field on the left and click the Add button to move it to the right. The fields on the right can also be moved up and down to determine the order in the file or report. Once the fields are set, click Save.

The program will return to the Customer Search Profile List screen, where you can see a list of your searches.

The Customer Search can now be edited further or run.

To run the search, Highlight it and click the Run button.

After clicking Run, the profile will start generating the information. In the example used in this document, the list generated would be for any customer that meets the following criteria:

  • Has a vehicle with the year between 1995 and 2015
  • Had at least one invoice from January 1, 2015 through June 30, 2015
  • Had a brake job (Sale Code of B) on one of those invoices

When the search finishes, close or minimize all windows on the computer to go to the Desktop to access the file created:

The Customer Marketing File can now be opened and edited in Excel, using the Import from Text option under the Data tab. It can also be emailed as is to a marketing company, if desired.

This concludes this tutorial on Customer Exports. For more information, contact Janco Technical support at 800-782-5872 (US) or 800-323-5872 (Canada).

— end —

Searching for New Customers That Came In During a Specific Time Period

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Searching for New Customers That Came In During a Specific Time Period

 

Overview

This article will explain how to search for all new customers that were assigned a specific referral code during a specific time frame. It assumes the following:

Click on the links above for more information about each process.

Once the new customers have been located, emails can be sent to the customers, a report can be generated, mailing labels can be created, etc.

 

Procedure

From the main StockTrac® menu, click the Customers module.

01

Click on the Search Customer Data button or use the drop-down menu and select Customers, Data Search.

02

 

Click New to add a profile.

03

Give the search a name (in this case it is “New customers”). Next click the Invoices tab.

04

In the Date fields, enter the starting and ending dates for the period to be searched on.  Next click on the Promotions tab.

05

Click the down arrow on the Invoice Referral field. Select the “NC – New Customer” referral. Click on the Output tab

06

Click the down arrow on the Output Type field, and make a selection. Go to the Fields tab.

07

Depending on what type of Output you chose, fields to be included may have to be selected. (Some output types do not require this, as they output a certain way that cannot be changed.)

Click Run to execute the search. Don’t forget to click Save to retain the search so it can be used again.

 

Emailing Your Customers

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Emailing Your Customers

 

Overview

There are several reasons to keep in touch with customers via email.  Being in contact helps bring them back in the door. Emails can also thank customers for their business, wish them a happy holiday, or inform them of a special sale. This document will go through the process of setting up a simple email to be sent to all customers with an email address on file.

 

Procedure

From the StockTrac® main menu, go into the Customers module.

01

Click the Search Customer Data button.

02

Click New.

03

Enter a Title for the Data Search, and then click the Only With Email button to include only those customers with an email address.  Next click the Options tab.

04

Choose the One per Customer option to avoid sending the same customer multiple emails. Next click on the Output tab.

05

Select “Email” for the Output Type, and enter a Subject for the email.

Click the button to the right of the Letter File field to begin creating the text of the email. Doing this will open up a word processor and allow the addition of a logo, pictures, text, and data fields to personalize the email.

06

Once the email is designed, click the X at the top right-hand corner of the screen.

07

Click Yes to save the changes.

08

Give the file a name, and click Save. Click on the Output tab, and the screen will look something like this:

09

To send a test email to the shop email on file in StockTrac®, put a “1” in the Test Send Count field.  If you leave “0” in that field, the system will send emails to the customers. To send either the test or the real emails, click the Run button at the bottom of the screen. StockTrac® will scan your customer database based on your search parameters and tell you how may customers will receive an email.

10

Click OK to continue. After the emails are sent, click Save to retain the profile for use in the future.

 

Combining Customers

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Combining Customers

 

Overview

This article will walk you through combining information for two different customers in your customer database. Perhaps the reasoning is that a couple got married and you want to combine their information or just that someone is part of a different household now and you want to see all their vehicles together.

 

Instructions

From the main StockTrac® ENTERPRISE main menu, go into the Customers module.

Select Utilities, Combine Customers, Manual to combine two customers.

Window Capture 1

The following screen will display.

Window Capture 2

Notice the two magnifying glass buttons. That is what you will be clicking on to find your customers.

Click on the magnifying glass on the left side of the screen.

Window Capture 3

You will then see a listing of your customers. Notice the . You can click on the down arrow to change your type of search. There are three types of searches:

  • Last Name, First Name
  • Phone
  • First Name, Last Name

In our example we will be searching by Last Name, First Name. Type in the person’s last name and part of their first name in the boxes provided.

Window Capture 4

We want to combine Brad Adams and Cheryl Martinez as they recently got married. Type in Adams in the Last Name box and Br in the First box.

Notice how it brings up the list of Adams in the file. Highlight the person that you want and click OK.

Notice now how it puts Brad’s information on the left hand side.

Window Capture 5

Now we want to bring up Cheryl’s information. Click on the magnifying glass on the right hand side. Again, we are going to search by Last Name, First Name. Once you find the person you want, highlight the name and click OK.

Window Capture 6

Notice the menu in the middle of the screen. Those are the options you can choose from. You can either combine the person on the right side to the person on the left side, or vice versa. For instance, if Brad moved in with Cheryl, you will want to press the Combine With button that points towards Cheryl. If Cheryl moved in with Brad, you will want to press the Combine With button that points towards Brad.

Window Capture 7

It will then quickly combine all their estimates, invoices, vehicles, and all other information into one.

It will delete the old customer and leave the new one. Press OK after the combining process and then press Done at the bottom of the screen.

The Add As Family Member options leave two separate customers but they will be related so they will share the same address, phones, and vehicles. The process works the same as described above for the Combine With options.

 

The option Combine Customers/Automatic refers to an automatic combining of customers that have the same First Name, the same Last Name, and the same Street 1.

Window Capture 8

When taking this option you will see the following screen:

Window Capture 9

Click the Combine button to start the process. Once complete, the screen showing a summary of what was done will display:

Window Capture 10

Press OK to exit the program.

 

 

Merging Customers from Two Shops

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Merging Customers from Two Shops

 

Overview

If you have multiple shops, there may come a time when you want to merge the customers from one shop into one of your other shops. This could occur if you closed one of your shops, and wanted the data from that shop merged into the data from the open shop.

 

Procedure

The support department at Janco has the ability to export customers and vehicles from one shop and import them into another. Call (800) 782-5872 in the US or (800) 323-5872 in Canada for assistance.

 

 

Customer Rewards Program Overview

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Customer Rewards Program Overview

 

Overview

The Customer Rewards Program in StockTrac® will allow your customers to earn reward dollars based on the amount of business they do with you. They can then redeem the rewards as payment for future invoices.

 

Step 1: Turn On and Configure the Rewards Program

To turn on the rewards program, go into the Configuration Module. Next click Shop, and then Customer Rewards.

 

 

The following screen will display:

 

Enter the information as follows:

Use Rewards Program Check this box to enable the rewards program for your shop.
Exclude Labor Click this box if you do not want rewards to accumulate on labor.
Exclude Shop Supplies Check this option if you want to exclude shop supplies from accumulating rewards.
May Be Used to Pay Sales Tax Clicking this box will allow customers to use their rewards to pay for sales tax.
Report In Sale Code Select a Sale Code that you want the (negative) dollar amounts to accumulate in when they are redeemed.
Invoice $ Up To/Rewards % This table will allow you to define the percentages you want to reward for various dollar ranges.

 

Now that the Rewards Program is enabled and the parameters set up, you can turn it on for specific customers.

 

Step 2: Enabling the Rewards Program for Customers and Checking Their Rewards Balance

To turn on the rewards program for a customer, pull up the customer through either the Point-of-Sale, Customers, or Accounts Receivable modules.

 

Click the box labeled Rewards Program Member as shown above on the bottom right-hand side of the screen.

Once the customer has been set up to earn rewards, you can return to this screen and click the Rewards button shown above. A box will then display showing you the Earned, Used and Remaining rewards dollars for the customer.

After the customer has accumulated rewards, you can use them in Point-of-Sale during invoicing time.

 

Step 3: Redeeming Customer Rewards

When you are at the point of finishing an invoice for that customer, you can click on the looking glass in the Customer Rewards box to see how much they have available. The box below will appear and you can either type in a specific amount to apply or you can click the Red Arrow which will apply everything.

 

 

After applying the desired rewards, the total information on the right side of the Finish screen (see left image below) will show you an additional line with a Rewards amount. The printed invoice (shown on the right image below) will show Redeemed Rewards.

 

 

RELATED LINKS WILL GO HERE

 

 

Setting Up a Charge Customer

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Setting Up a Charge Customer

 

Overview

This article describes how to set up a charge customer. These directions assume the customer has already been set up.

 

Instructions

From the StockTrac® main menu, go into the Customers module.  (Note that customers can also be accessed in the Point-of-Sale and Accounts Receivable modules.)

Once in Customers, click the Edit Customers button or go to Customers, Edit/View. The following screen will display:

 

KB1011 A

Retrieve a customer by using any of the Find criteria. Highlight the customer and click Edit Customer (or double-click on the customer). The following screen will display.

 

KB1011 B

 

Select the Edit A/R button as shown above. The following screen will display:

 

KB1011 C

 

Enter the information as follows:

 

Account Number Enter an account number for this customer, consisting of up to 12 alphanumeric characters (a combination of letters and numbers).  This is a required field. HINT: Be consistent about how these numbers are created. For example, use a combination of their first and last name or a phone number. This makes it easier to locate the customer in Point-of-Sale.
Credit Limit This is the maximum amount the customer can owe at a given time. In Configuration, Custom Settings you specify if the A/R Credit Limit warning is disabled, enabled and everyone can override it, or enabled an only Level 1 security users can override.
Credit Terms Select the terms associated with this customer. Note that this list is pre-defined and cannot be edited.
Blanket PO # If the customer will use the same Purchase Order number for all services, enter that number here. Some customers do this; others require that each ticket be assigned a specific Purchase Order number in Point-of-Sale. NOTE: You are prompted for a PO Number when a customer pays with the payment type of “Charge”.
Credit Hold Check this box to place the customer on credit hold. This could be due to having a past due balance, being over their credit limit, etc. If this box is checked, a warning will display in Point-of-Sale when you try to save an Estimate for the customer. In addition, the payment type of “Charge” will no longer be available for the customer when entering their payments.
No Statement If this box is checked, a statement will not be generated for this customer each statement period.  Reasons for doing this could be that the customer has a credit balance or a small balance that doesn’t warrant a statement.
Finance Charges By default, this box is checked. When checked, the customer will be charged interest on their unpaid balance each month. If unchecked, the customer’s statement will show their unpaid balance and current charges, but it will not show a finance charge.
Inactive Account Check this box if the customer no longer has an unpaid balance, has moved from the area, or is no longer in business. Once they are marked as inactive, they will no longer be able to use a payment type of “charge” in Point-of-Sale.
E-Mail Statements Click this box to have the customer’s statements e-mailed to them. If this is checked, paper statements will not be generated.  You can specify to use the Customer’s default e-mail address or enter an alternate one.
Contact This optional field can contain the name of the individual or department responsible for the payment of the statements each month. For example, for a commercial account, this is normally the accountant or the Accounts Payable department.
Billing Name This will default to the customer’s name. If you would like another name to appear on statements, reports, etc., enter that name here.

 

Click OK to save the A/R Setup, and then click OK to save the customer and then Done.

 

 

 

 

RELATED TOPICS:

 

KB1000-3 – How To Set Up Tax-Exempt Profiles

Customers Module Overview

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 Customers Module Overview

 

The following is an overview of each function in the StockTrac Customers module.

 

 

File menu

 

Set Security

This function is used to set which level of security has access to which Customers functions. Level 1 is the highest level of security, and level 5 is the lowest. A person with level 1 security has access to all functions that levels 2 through 5 have.

 

 

Customers menu

 

Customers, Edit/View (same as Edit Customer button)

Add new customers and change customer information here. Both non-A/R and A/R customers can be accessed. Vehicle information can also be changed here, including disabling a customer’s vehicle so it no longer shows in Point-of-Sale and viewing the vehicle invoice history.

You can also view current A/R activity for A/R customers (via the A/R Status button and paid A/R history (via the Paid A/R button).  New family members can also be added to a customer.

Note that customers can also be added/changed in the Accounts Receivable module and the Point-of-Sale module.

 

Data Search (same as Search Customer Data button)

This option allows you to query your customer base and return the results to:

  • A report
  • An output file
  • Mailing labels
  • Postcards
  • A form letter
  • Email
  • Form letter and labels together
  • Postcard and labels together

You also have the option to collect the information per customer or per invoice, and you can select the fields that will appear in the report, file or other output method you selected. Queries can be saved and used again.

 

Follow Up (same as Follow Ups button)

Follow Ups are used to keep in touch with  your customer base. This program lets you send oil change reminders, thank you cards, and other correspondence to your customers.

There are two things that need to be done before you can use this option.

  1. Follow ups need to be enabled in Configuration – link will go here
  2. A Follow Up List needs to be created – link will go here

Once the above two items are completed, you can define the follow up here. As with the Search Customer Data option, the output of the search can be in various formats:

  • A report
  • An output file
  • Mailing labels
  • Postcards
  • A form letter
  • Email
  • Form letter and labels together
  • Postcard and labels together

You also have the option to collect the information per customer or per invoice, and you can select the fields that will appear in the report, file or other output method you selected. Queries can be saved and used again.

 

 

Reports menu

 

Vehicle Analysis

This report shows you how many vehicles you serviced by miles/KM for a Day, Week, Month, Year or custom date range. The report includes the count of vehicles, the invoice total, the invoice average, the percent and the margin. There is also the option to break the report out by the year of the vehicle.

 

Fleet Activity

The Fleet Activity report lists all Fleet Customers and all vehicles serviced for those customers for Day, Week, Month, Year or custom date range. The report shows the following by vehicle, by customer, and overall: visits, average invoice, and total amount.

 

Vehicle Inspection Search

This application allows you to search for the last inspection date for vehicles and output that information to one of the following formats:

  • A report
  • An output file
  • Mailing labels
  • Postcards
  • A form letter
  • Email
  • Form letter and labels together
  • Postcard and labels together

 

View/Print Last Data Search Report

The last report created in the Search Customer Data application can be viewed and printed via this link.

 

View/Print Last Data Search Mailing Labels

The last set of mailing labels created in the Search Customer Data application can be viewed and printed via this link.

 

View/Print Last Data Search Post Cards

The last run of Post Cards created in the Search Customer Data application can be viewed and printed via this link.

 

View/Print Last Data Search Letters

The last set of letters created in the Search Customer Data application can be viewed and printed via this link.

 

 

Utilities menu

 

File Edit

This option is for editing form letters or emails that you may have saved from running Customer Data searches or Follow-Up searches. Choose this program to easily edit the text without having to open the profile that you originally created.

 

Follow Up Maintenance

It is very important to maintain your follow-up database if you are using follow-ups. Once you have run your follow-up search as described above and have obtained any data that you want, you will want to clear out those follow ups so that they don’t receive another mailing or email.

This application shows you a list of the follow-ups that have been generated and allows you delete the ones that have a “Date Sent” attached to them.

 

Combine Customers (Manual, Automatic)

This program allows you to combine two customers into one account either manually or automatically. You can also choose the option to Add As Family Member.

 

Combine Vehicles

Vehicles for your customers can be combined automatically using this function. You have the option to combine based on the following:

  • VIN and Plate
  • VIN or Plate
  • VIN only
  • Plate only

Running this function cleans up your database for you.

 

Delete Duplicate Phones

Running this application will remove customer’s phones having the same number and phone type. It is used to clean up your customer database.

 

Separate Family Members

StockTrac® allows you to link family members together, and this program will separate those family members from each other. If the customer is an AR customer, all transactions will stay with the main customer, and the family member being “separated” will have no history.

 

Change Area Code

Choose this option to automatically change the area code for certain cities. The Old Area Code is entered, and the system pulls up all cities with that area code. You then select which cities you want to change, enter the New Area Code, and run the program.

 

Delete Customers with No Invoices

Another way to clean up your customer database is to run this program. It will delete those customers that do not have an estimate or invoice on file. For example, you may have done a quick quote for a customer, and they never had the work done. In this instance, you may want to remove them from your system.

 

 

Set Up menu

 

Follow-Ups

This application allows you to tag customers for return services, thank you cards, etc. Once the follow up is set up here, you send the follow ups via the Follow Ups button or via Customers, Follow Up.

 

 

Enabling Follow Ups in the Customers Module

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Enabling Follow Ups in the Customers Module

 

Overview

Follow Ups are a way to keep in touch with your customer base. You can created thank you letters, send service reminders, etc. This article describes how to turn this feature on in the Customers module. For information on how to actually set up Follow Ups, refer to this document (link will go here).

 

Instructions

From the StockTrac® main menu, go into the Configuration module. Once in Configuration, click the Custom Settings button or go to System –> Custom Settings. The custom settings screen will display.

 

Window Capture a

 

Click the Miscellaneous tab and then check the Follow Up Enabled button. Click OK to save your changes. You will now be able to access follow ups in the Customers module.

 

 

RELATED TOPICS: How to Set Up Customer Follow Ups