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.

 

 

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