Customer (Full-Mode)

This chapter does not apply to Private Label customers. See Chapter 7 for the Customer screen for Private Label customers.

The full-mode Customer screen consists of these tabs:

·         The Customer List tab allows you to search for one or more of a licensee’s customers, and view summary information about the customers.

·         Details displays more information about a specific customer. If you are authorized to do so, you can change customer information on this and the following seven tabs.

·         Addresses displays the customer’s physical and billing addresses.

·         Billing displays billing information about the customer.

·         Credit displays information about the customer’s credit.

·         Notes displays notes made by customer service about the customer.

·         Departments displays information about the customer’s departments.

·         Groups displays the customer’s volume, billing, and card group memberships.

·         Commission displays information about the customer’s account representatives and their commissions.

·         Pricing displays information about the pricing for the selected customer’s transactions.

·         Pre-Embossed Cards allows authorized users to assign one or more pre-embossed cards to a customer.

To access this screen, do one of the following:

·         Select Customer -> Find from the drop-down menu:

·         Use the “Customer Search By” functions on the Licensee screen.

 

Customer List

The Customer List tab displays summary information for one or more customers that you have retrieved.

The Customer list tab contains an action list:

Each action item performs the following function. Access the items at the top by scrolling up.

Lock Customer – Locks the customer. On the Billing tab you must enter a reason.

Unlock Customer – Unlocks the customer and saves the change.

View Vehicles – Search for the customer’s vehicles on the Vehicle List tab.

View Employees – Search for the customer’s employees on the Employee List tab.

View Cards – Search for the customer’s cards on the Card List tab. To view the expiration date for a card, select the card there, and then click on the Card Detail tab.

View Transactions – Search for the customer’s posted transactions on the Transaction List tab.

View Report – On the Report Viewer screen, select from a list of available reports.

Renew Cards – Renew the customer’s expiring/expired cards on the Card Renewal screen. A file is then sent to the card vendor so that the cards can be printed.

Tax Exemptions – Work with the customer’s tax exemptions on the Exemption List tab.

Customer Options – Work with the customer’s options on the Customer Option Classes tab.

Miscellaneous Charges – View, change or add miscellaneous charges for the customer on the Miscellaneous Charge List tab. This option is used only for customers billed on the AS/400.

Fuel Product Prices – Work with pricing for the customer on the Fuel Products tab.

Customer Region Pricing – Work with region pricing for the customer on the Customer Region Pricing tab.

Preventive Maintenance– Displays the CheckMaint application in a separate browser window. This option is used only for customers enrolled in the Preventive Maintenance program.

Customer Reports – Set up which reports the customer is to receive, on the Customer Report List tab.

Miscellaneous Fees – View, change or add miscellaneous charges for the customer on the Miscellaneous Fees List tab. This option is used only for customers billed on FleetNet.

If you are on the full-mode Customer screen, you can also access these functions via the drop-down menu:

All of the commands (except for Find) are “grayed out” if you are outside the Customer screens.

The Customer List tab’s data fields are as follows:

DATA FIELD

DESCRIPTION

Customer ID

Unique system-assigned identifier of the customer.

Customer ID AS400

Customer’s ID number on the AS/400.

Customer Name

Customer’s name.

City

City in which the customer is located.

State

State in which the customer is located.

Zip

Zip code of the customer.

Customer Locked

Check indicates that the customer’s account is locked.

 

If you have begun a search, you may select a lock status (ALL, LOCKED, or UNLOCKED) from this pulldown.

Bill Group Locked

Check indicates that the customer’s bill group is locked.

 

If you have begun a search, you may select a lock status (ALL, LOCKED, or UNLOCKED) from this pulldown.

Last Trans Date/Time

Date and time of the customer’s last recorded transaction.

Master Group ID

ID of the master group to which the customer belongs.

Bill Group ID

ID of the bill group to which the customer belongs.

Volume Group ID

ID of the volume group to which the customer belongs.

Card Group ID

ID of the card group to which the customer belongs.

Division ID

ID of the division to which the customer belongs.

 

The tab’s command button functions are as follows:

BUTTON

DESCRIPTION

Add ([Alt]+A)

Allows authorized users to add a customer.

Find ([Alt]+F)

Allows you to search for a customer. See the Getting Started chapter for tips.

Update ([Alt]+U)

Allows authorized users to update a customer.

Clear ([Alt]+C)

Clears the data fields, but does not unlock the form.

Delete ([Alt]+D)

Not in use at this time.

Save ([Alt]+S)

Saves changes made. You will be asked to confirm the changes.

Exit ([Alt]+X)

Exits the application.

 

Details

This tab displays detailed information about the selected customer:

To view another customer, click the  or  button (or press [Alt]+P or [Alt]+N, respectively). (See the Getting Started chapter for help).

The tab’s data fields are as follows:

DATA FIELD

DESCRIPTION

Customer ID

Unique system-assigned identifier of the customer (populated).

Customer ID AS400

Customer’s number on the AS/400 (populated).

Customer Name*

Customer’s name.

Licensee ID

Licensee to which the customer belongs (populated).

Licensee Name

Name of the licensee to which the customer belongs (populated).

Bold = Mandatory field

* = A list of defined values is displayed by clicking the “LIST” button

 

Restrictions

DATA FIELD

DESCRIPTION

Allow ARCO

Check indicates that the customer is permitted to fuel at ARCO sites.

Allow Oregon

Check indicates that the customer is licensed to pump fuel in Oregon.

Bold = Mandatory field

 

Other Customer

DATA FIELD

DESCRIPTION

Division ID*

ID of the division to which the customer belongs.

Division Name

Name of the division to which the customer belongs (populated based on Division ID).

Currency Code*

Currency that will be used (1=US dollars).

Currency Descr

Description of the currency that will be used (populated based on Currency Code).

Contract Code*

Indicates whether the customer is Contract (Y) or Non-Contract (N).

SIC

A Standard Industry Code is published for each type of business. SICs can be used by licensees to target-market similar businesses.

Measurement System*

Unit of measure to be used (US or Metric).

Print Price on Receipt

Check indicates the price should be printed on the customer’s receipts.

Email Exceptions

Check indicates that exceptions will be emailed to the address shown on the Addresses tab.

FEIN/SSN

Federal Employer Identification Number or Social Security Number. This field is used by some Private Label and Gascard licensees for tax-exemption reporting purposes.

Account Type*

Indicates the type of customer account (Fuelman Control, Fuelman Large Fleet, Fuelman Public Sector, Fuelman Rewards, Fuelman Transportation).

Security Reference

A word or phrase that someone calling Customer Service about this account must use to verify that the caller is permitted to access account information.

Expiration Date

Expiration date for this customer’s cards, in YYYYMM format.

Authorization Instructions

Special authorization instructions for this customer, if any.

Bold = Mandatory field

* = A list of defined values is displayed by clicking the “LIST” button

 

Note: The fields in the following Reporting Groups section are used only for National Accounts:

Reporting Groups

DATA FIELD

DESCRIPTION

Report Level 1

This reflects a level of reports that can be run. This field could contain for a Location or Branch number, for example.

Report Level 2

This reflects a level of reports that can be run. This field could contain for a District number, for example.

Report Level 3

This reflects a level of reports that can be run. This field could contain for a Region number, for example.

Report Level 4

This reflects a level of reports that can be run. This field could contain for a Client Code, for example.

 

Audit

DATA FIELD

DESCRIPTION

Created By

User Name of the person who created the customer.

Create Date

Date and time that the customer was created.

Updated By

User who made the most recent update to the customer.

Update Date

Date and time that the customer was last updated.

 

The tab’s command button functions are as follows:

BUTTON

DESCRIPTION

Add ([Alt]+A)

Allows authorized users to add a customer.

Find ([Alt]+F)

Allows you to search for a customer.

Update ([Alt]+U)

Allows authorized users to update a customer.

Clear ([Alt]+C)

Clears the data fields, but does not unlock the form.

Delete ([Alt]+D)

Not in use at this time.

Save ([Alt]+S)

Saves changes made. You will be asked to confirm the changes.

Exit ([Alt]+X)

Exits the application.

 

Adding Customers

Note: If this Licensee is on iFleet, customers can only be added in iFleet.

1.       Select Customer -> Add from the drop-down menu:

2.       Customer ID – This field populates with a system-generated ID number after you save.

3.       Customer ID AS400 – This field populates with a system-generated ID after you save.

If the CUST_ID_AS400 licensee option is set up for the licensee, then this ID will be the next sequential Customer ID AS400 (see Adding a Next ID Licensee Option in the Licensee Option Values chapter). If the CUST_ID_AS400 licensee option is not set up for the licensee, then this ID will be the same number as the Customer ID.

4.       Customer Name – Enter a name for the customer (mandatory). A maximum of 30 alphanumeric characters is allowed; symbols are not allowed. Press [Enter] or [Tab].

5.       Licensee ID and Licensee Name will be populated with the current licensee information.

6.       Allow ARCO –A check indicates that the customer is permitted to fuel at ARCO sites. Uncheck the box if you wish to prevent this customer from fueling at ARCO sites. This is a mandatory field.

7.       Allow Oregon – A blank box indicates that the customer is not licensed to pump their own fuel at sites in Oregon. Check the box if the customer is licensed to pump fuel in Oregon. This is a mandatory field.

8.       Division ID – Select the customer’s division ID (mandatory). (See the Getting Started chapter if you need help with list boxes). The Division Name field populates.

9.       Currency Code – Select the code for the currency used for the customer’s purchases (1=US Dollars). This field is mandatory.

The Currency Descr field populates after you select the Currency Code.

10.   Contract Code – Indicate whether this is a Contract (Y) or Non-Contract (N) customer (mandatory).

11.   SIC – Enter the Standard Industry Code for the customer, if used. A maximum of 4 numeric characters is allowed.

12.   Measurement System – Select the measurement system (US, METRIC) that applies to the customer’s purchases (mandatory).

13.   Print Price on Receipt – A blank box indicates that the price should not be printed on customer receipts. Check the box if you want the price to be printed. This is a mandatory field.

14.   Email Exceptions – A blank box indicates that exceptions are not to be emailed to this customer. Check the box if you wish exception reports to be emailed to this customer. This is a mandatory field.

15.   FEIN/SSN – Enter a Federal Employer Identification Number (in format nn-nnnnnnn) or Social Security Number (in format nnn-nn-nnnn).

16.   Account Type – Select the type of account (Fuelman Control, Fuelman Large Fleet, Fuelman Public Sector, Fuelman Rewards, Fuelman Transportation). This is a mandatory field.

17.   Security Reference – Enter a word or phrase that someone calling Customer Service about this account must use to verify that the caller is permitted to access account information.

18.   Expiration Date – Enter the default card expiration date for this customer, in YYYYMM format. Typically, this is 18 months from the customer creation date.

19.   Report Level 1 – This field, which is used only for National Accounts, reflects a level of reports that can be run. You might enter a Location or Branch number, for example.

20.   Report Level 2 – This field, which is used only for National Accounts, reflects a level of reports that can be run. You might enter a District number, for example.

21.   Report Level 3 – This field, which is used only for National Accounts, reflects a level of reports that can be run. You might enter a Region number, for example.

22.   Report Level 4 – This field, which is used only for National Accounts, reflects a level of reports that can be run. You might enter a Client Code, for example.

Press [Enter] or [Tab] to proceed to the Addresses tab and enter more data.

23.   Country – Select the customer’s Country (UNITED STATES, CANADA, MEXICO).

24.   Street – Enter the customer’s street address (mandatory). Use the second address line for suite number or company name.

25.   City – Enter the city in which the customer resides (mandatory). If you need help entering the City information for a UNITED STATES customer, click the  button next to the Zip field (step 27, below).

Note: The  button is currently inactive for CANADA and MEXICO customers.

26.   State – Enter the 2-letter abbreviation of the state in which the customer resides (mandatory). If you need help entering the State information for a UNITED STATES customer, click the  button next to the Zip field (step 22, below).

Note: The  button is currently inactive for CANADA and MEXICO customers.

27.   Zip – Enter the customer’s ZIP code (mandatory) and 4-digit locater code, if known.

If you are not sure of the UNITED STATES customer’s City, State, or Zip Code, click the  button. The Find Address Values window appears:

a.       Enter the information that you do know into the Abbr, State, City, or County columns. You may enter partial values (for example, New Or%, for New Orleans).

b.       Click the  button (or press [Alt]+F).

·         If the information you were seeking is returned, click the desired row. Then click the  button to populate this information on the Addresses tab. The Find Address Values window will close.

·         If you do not see what you expected, click the  button to try a new search. Or, click the  button to return to the Addresses tab. The Zip, State, and City fields will be blank, and you can try reentering the customer’s information.

28.   Phone – Enter the customer’s phone number in the form (111) 222-3333. This field is mandatory.

29.   Fax – Enter the customer’s fax number in the form (111) 222-3333.

30.   Contact – Enter the name of the customer’s primary contact (mandatory).

31.   Email – Enter the contact’s email address. A maximum of 50 characters is allowed.

Press [Enter] or [Tab] to proceed to the Groups tab and enter more data.

32.   Card Type ID – Select the type of cards this customer uses (mandatory). Only the card types valid for this Licensee appear.

The Card Type Name field will populate after you select a Card Type ID.

Press [Enter] or [Tab] to proceed to the Commission tab to enter more customer data.

33.   Primary Account Rep – Select the ID of the Primary Account Representative for this customer (mandatory). The Primary Rep Name will populate.

34.   Commission Schedule – Enter the ID of the commission schedule that applies to this account representative (mandatory). The Commission Schedule Description will populate.

35.   Commission Phase – Select the ID of the commission phase that applies to this account representative (mandatory). The Commission Phase Description will populate.

Press [Enter] or [Tab] to proceed to the Pricing tab to enter more customer data.

36.   Price Ref Code – Select the default price structure that applies to the customer’s purchases (mandatory). The Price Ref Descr field will populate.

37.   Price Ref Amount – Enter an adjustment to the price structure (for example .05 or -.05). This field is mandatory, and the acceptable range of values differs depending on the specific Price Ref Code.

38.   Margin Floor, Active – A check indicates that the margin Floor Amount (below) will take effect. A blank box indicates that there is no margin floor. This is a mandatory field.

39.   Margin Floor, Floor Amount – Enter the minimum gross margin that retail-priced transactions for this customer can produce. If the Active checkbox for Margin Floor has been checked, this field is mandatory.

40.   Margin Ceiling, Active – A check indicates that the margin Ceiling Amount (below) will take effect. A blank box indicates that there is no margin ceiling. This is a mandatory field.

41.   Margin Ceiling, Ceiling Amount – Enter the maximum gross margin that retail-priced transactions for this customer can produce. If the Active checkbox for Margin Ceiling has been checked, this field is mandatory.

42.   Cap Over Retail, Active – A check indicates that the Cap Amount (below) will take effect. A blank box indicates that there is no cap over retail. This is a mandatory field.

43.   Cap Over Retail, Cap Amount – Enter the maximum dollar amount over retail that can be charged for M-priced transactions for this customer. If the Active checkbox for Cap Over Retail has been checked, this field is mandatory.

44.   Maximum Discount Cap, Active – A check indicates that the Maximum Discount Cap (below) will take effect. A blank box indicates that there is no maximum discount. This is a mandatory field.

45.   Maximum Discount Cap, Cap Amount – Enter the maximum discount that can be given to this customer. If the Active checkbox for Maximum Discount Cap has been checked, this field is mandatory.

46.   Click the  button. You will be asked to confirm. Press  in the confirmation box to save the customer.

47.   When you save, you will be prompted as to whether you want to use existing or new billing, volume, and card groups. If you choose to use an existing group, pick the ID from the list box presented. If you choose to use a new group, FleetNet will display the ID of the new group. The Customer Name will be used as the new Group Name.

48.   Terms ID – After you create a new customer record, you will be prompted to select a Terms ID on the Billing tab (mandatory).

You can cancel the changes by clicking the  button (or pressing [Alt]+C) any time before pressing OK.

 

Updating Customer Details

1.       Access the Customer screen in one of the ways described at the beginning of this chapter.

2.       Retrieve and highlight the customer that you wish to update.

3.       Click the  button (or press [Alt]+U).

4.       Customer ID, Customer ID AS400, Licensee ID and Licensee Name cannot be changed.

5.       Customer Name – Optionally, change the customer name. Press [Enter] or [Tab].

Note: If this customer is on iFleet, this field can only be changed in iFleet.

6.       Allow ARCO –A check indicates that the customer is permitted to fuel at ARCO sites. Uncheck the box if you wish to prevent this customer from fueling at ARCO sites.

7.       Allow Oregon – A blank box indicates that the customer is not licensed to pump their own fuel at sites in Oregon. Check the box if the customer is licensed to pump fuel in Oregon.

8.       Division ID – Optionally, change the customer’s division ID. The Division Name field populates. accordingly

9.       Currency Code – Optionally, change the currency used for the customer’s purchases. The Currency Descr field populates accordingly.

10.   Contract Code – Indicate whether this is a Contract (Y) or Non-Contract (N) customer.

11.   SIC – Optionally, change the customer’s Standard Industry Code.

12.   Measurement System – Optionally, change the measurement system that applies to the customer’s purchases.

13.   Print Price on Receipt – A blank box indicates that the price should not be printed on customer receipts. Check the box if you want the price to be printed.

14.   Email Exceptions – A blank box indicates that exceptions are not to be emailed to this customer. Check the box if you wish exception reports to be emailed to this customer.

15.   FEIN/SSN – Optionally, change the Federal Employer Identification Number (in format nn-nnnnnnn) or Social Security Number (in format nnn-nn-nnnn).

16.   Account Type – Optionally, change the type of account.

17.   Security Reference – Optionally, change the Security reference (A Security Reference is a word or phrase that someone calling Customer Service about this account must use to verify that the caller is permitted to access account information.)

18.   Expiration Date – Optionally, change the default card expiration date for this customer. Typically, this is 18 months from the customer creation date.

19.   Report Level 1 – This field, which is used only for National Accounts, reflects a level of reports that can be run. You might enter a Location or Branch number, for example.

20.   Report Level 2 – This field, which is used only for National Accounts, reflects a level of reports that can be run. You might enter a District number, for example.

21.   Report Level 3 – This field, which is used only for National Accounts, reflects a level of reports that can be run. You might enter a Region number, for example.

22.   Report Level 4 – This field, which is used only for National Accounts, reflects a level of reports that can be run. You might enter a Client Code, for example.

23.   Click the  button (or press [Alt]+S). You will be asked to confirm. To accept the changes, click the  button (or press [Alt]+O).

You can cancel the changes by clicking the  button (or pressing [Alt]+C) any time before pressing OK.

 

Addresses

FleetNet accommodates two addresses for each customer. The default address is shown in the Address box, below. If a customer wishes to have invoices sent elsewhere, a Billing Address can be entered on the Billing tab.

The tab’s data fields are as follows:

DATA FIELD

DESCRIPTION

Customer ID

Unique system-assigned identifier of the customer (populated).

Customer ID AS400

Customer’s number on the AS/400 (populated).

Customer Name

Customer’s name (populated).

Licensee ID

Licensee to which the customer belongs (populated).

Licensee Name

Name of the licensee to which the customer belongs (populated).

 

Address

DATA FIELD

DESCRIPTION

Country*

Country where the customer’s business is established (UNITED STATES, CANADA, MEXICO).

Street

Customer’s address (use the second line for suite information).

City

Customer’s city.

State

Customer’s state.

Zip*

Customer’s ZIP code.

Phone

Customer’s phone number (no parentheses or hyphens needed).

Fax

Customer’s fax number (no parentheses or hyphens needed).

Contact

Customer’s primary contact for customer questions.

Email

Contact’s email address.

* = A list of defined values is displayed by clicking the  or “List” button

Bold = Mandatory field

 

Audit

DATA FIELD

DESCRIPTION

Created By

User Name of the person who created the customer.

Create Date

Date and time that the customer was created.

Updated By

User who made the most recent update to the customer address.

Update Date

Date and time that the customer address was last updated.

 

The tab’s command button functions are as follows:

BUTTON

DESCRIPTION

Add ([Alt]+A)

Allows authorized users to add a customer.

Find ([Alt]+F)

Allows you to search for a customer.

Update ([Alt]+U)

Allows authorized users to update a customer.

Clear ([Alt]+C)

Clears the data fields, but does not unlock the form.

Delete ([Alt]+D)

Not in use at this time.

Save ([Alt]+S)

Saves changes made. You will be asked to confirm the changes.

Exit ([Alt]+X)

Exits the application.

 

Updating Customer Addresses

Note: If this customer is on iFleet, the address fields can only be changed in iFleet.

1.       Access the Customer screen in one of the ways described at the beginning of this chapter.

2.       Retrieve and highlight the customer that you wish to update.

3.       Click on the Addresses tab.

4.       Click the  button (or press [Alt]+U).

5.       Customer ID, Customer ID AS400, Licensee ID and Licensee Name cannot be changed. Customer Name can only be changed on the Details tab.

6.       Country – Optionally, change the country in which the customer’s business is established.

7.       Street – Optionally, change the street on which the customer resides.

8.       City – Optionally, change the city in which the customer resides. If you need help entering the City information for a UNITED STATES customer, click the  button next to the Zip field (step 10, below).

Note: The  button is currently inactive for CANADA and MEXICO customers.

9.       State – Optionally, change the state in which the customer resides. If you need help entering the State information for a UNITED STATES customer, click the  button next to the Zip field (step 10, below).

Note: The  button is currently inactive for CANADA and MEXICO customers.

10.   Zip – Optionally, change the customer’s ZIP code.

If you are not sure of the UNITED STATES customer’s City, State, or Zip Code, click the  button. The Find Address Values window appears:

a.       Enter the information that you do know into the Abbr, State, City, or County columns. You may enter partial values (for example, New Or%, for New Orleans).

b.       Click the  button (or press [Alt]+F).

·         If the information you were seeking is returned, click the desired row. Then click the  button to populate this information on the Addresses tab. The Find Address Values window will close.

·         If you do not see what you expected, click the  button to try a new search. Or, click the  button to return to the Addresses tab. The Zip, State, and City fields will be blank, and you can try reentering the customer’s information.

11.   Phone – Optionally, change the customer’s phone number.

12.   Fax – Optionally, change the customer’s fax number.

13.   Contact – Optionally, change the name of the customer’s primary contact.

14.   Email – Optionally, change the contact’s email address.

15.   Click the  button (or press [Alt]+S). You will be asked to confirm. To accept the changes, click the  button (or press [Alt]+O).

You can cancel the changes by clicking the  button (or pressing [Alt]+C) any time before pressing OK.

 

Billing

This tab displays billing information for the selected customer:

The tab’s data fields are as follows:

DATA FIELD

DESCRIPTION

Customer ID

Unique system-assigned identifier of the customer (populated).

Customer ID AS400

Customer’s number on the AS/400 (populated).

Customer Name

Customer’s name (populated).

Licensee ID

Licensee to which the customer belongs (populated).

Licensee Name

Name of the licensee to which the customer belongs (populated).

 

Customer Lock Status

DATA FIELD

DESCRIPTION

Lock Code*

Status of the customer’s account (U=Unlocked, S=System Locked, M=Manually Locked, N=Notify Franchisee, O=Over Credit Limit, P=Past Due, R=Restricted, E=Expired, CONVERTED=Account converted to Fuelman Plus).

Lock Reason*

Reason that the account was locked. This field is mandatory if the account is locked.

 

Lock reasons are:

 

·         BUS CLOSED (Business Closed)

·         CONVERTED

·         CUSTOMER (Customer Request)

·         EXPIRED (Expired/Inactivity)

·         FRAUD (Fraud/Suspicious)

·         NEW (New Account)

·         OTHER (Other Reasons)

 

Lock Date

Date on which the account was locked (populated).

Bold = Mandatory field

* = A list of defined values is displayed by clicking the “LIST” button

 

Bill Group Lock Status

DATA FIELD

DESCRIPTION

Lock Code*

Status of the customer’s bill group (U=Unlocked, S=System Locked, M=Manually Locked, N=Notify Franchisee, O=Over Credit Limit, P=Past Due, R=Restricted, E=Expired).

Lock Reason*

Reason that the customer’s bill group was locked. This field is mandatory if the bill group is locked.

 

Lock reasons are:

 

·         AGENCY REV (Agency Review)

·         ATTORNEY

·         BANKRUPT (Bankrupt Account)

·         CLOSED (Account Closed)

·         COLLECT (Collections Account)

·         CONVERTED

·         NATIONAL (National Conversion)

·         INACTIVE

·         NSF (NSF Check)

·         RETURNMAIL (Returned Mail)

 

Lock Date

Date on which the customer’s bill group was locked (populated).

Bold = Mandatory field

* = A list of defined values is displayed by clicking the “LIST” button

 

Billing Address

DATA FIELD

DESCRIPTION

Country

Customer’s country.

Street

Address where the customer would like invoices sent (use the second line for suite information).

City

Customer’s city.

State

Customer’s state.

Zip*

Customer’s ZIP code.

Phone

Customer’s phone number for billing issues (no parentheses or hyphens needed).

Fax

Customer’s fax number for billing issues (no parentheses or hyphens needed).

Contact

Customer’s primary contact for billing questions.

Email

Billing contact’s email address.

Bold = Mandatory field when an alternate Billing Address is entered

* = A list of defined values is displayed by clicking the “List” button

 

Bill Group Details

DATA FIELD

DESCRIPTION

Bill Group ID

ID of the bill group to which the customer belongs (populated from the Bill Group ID on the Groups tab).

Bill Group Name

Name of the bill group to which the customer belongs.

Terms ID*

Billing terms for this customer (mandatory).

 

CF means that a check-processing fee will be charged. ACH (Automated Clearing House) means that payment will be electronically transferred out of the customer’s account in 7 or 14 days.

Terms Description

Description of the billing terms for this customer (populated).

Bill Frequency*

Indicates whether the customer is billed Bi-Monthly, Calendar (on the calendar month), Daily, Monthly (on the Fuelman month), or Weekly (on Monday).

Last Bill Date

Date of the last billing for this customer (populated).

Late Charge

Check indicates that the customer should be charged late fees.

 

Note: This field interacts with the Waive If Past Due flag (on the Schedule Detail tab of the Volume Discount screen):

 

  • If the Late Charge flag is checked, and the Waive If Past Due flag is not checked, then the volume discount will be given even if an amount is past due.
  • If both the Late Charge flag and the Waive If Past Due flag are checked, then the volume discount is given only if no amount is past due.
  • If the Late Charge flag is not checked, then the volume discount is given regardless of the setting of the Waive If Past Due flag.

Master Group ID

ID of the Master Group to which the customer belongs (if any).

Master Group Name

Name of the Master Group to which the customer belongs (if any).

Non-Fuel Sales Tax Exempt

Check indicates that this customer is exempt from paying sales taxes on non-fuel products.

IVR Code

Customer’s code for the Interactive Voice Response system.

* = A list of defined values is displayed by clicking the “LIST” button

Bold = Mandatory field

 

Audit

DATA FIELD

DESCRIPTION

Created By

User Name of the person who created the customer.

Create Date

Date and time that the customer was created.

Updated By

User who made the most recent update to the billing information.

Update Date

Date and time that the billing information was last updated.

 

The tab’s command button functions are as follows:

BUTTON

DESCRIPTION

Add ([Alt]+A)

Allows authorized users to add a customer.

Find ([Alt]+F)

Allows you to search for a customer.

Update ([Alt]+U)

Allows Super Users to update a customer.

Clear ([Alt]+C)

Clears the data fields, but does not unlock the form.

Delete ([Alt]+D)

Not in use at this time.

Save ([Alt]+S)

Saves changes made. You will be asked to confirm the changes.

Exit ([Alt]+X)

Exits the application.

Note: This button appears only for Corporate- and Licensee-level users.

 

Authorized Corporate- or Licensee-level users can add or update Billing information only in the Customer Service UI. Click this button to open the Customer Service UI in a separate window.

 

Updating Customer Billing Information

Note: Only Super Users can add or update Billing information in FleetNet. The following instructions apply to Super Users only. (Authorized Corporate- or Licensee-level users can add or update Billing information only in the Customer Service UI.)

1.       Access the Customer screen in one of the ways described at the beginning of this chapter.

2.       Retrieve and highlight the customer that you wish to update.

3.       Click on the Billing tab.

4.       Click the  button (or press [Alt]+U).

5.       Customer ID, Customer ID AS400, Licensee ID, Licensee Name, and Last Bill Date cannot be changed. Customer Name can only be changed on the Details tab. Bill Group ID can only be changed on the Groups tab.

6.       Lock Code – By default, the Lock Code is U (unlocked) for Customer Lock Status and Bill Group Lock Status. To lock the customer or bill group, select the applicable lock code. The Lock Date will populate with the current date or time.

7.       Lock Reason – If you lock a group, you must select a Lock Reason.

8.       If the customer wishes to have invoices sent to a different address than reports, update the Billing Address as follows.

9.       Country – Select the customer’s country (mandatory).

Note: If this customer is on iFleet, this field can only be changed in iFleet.

10.   Street – Enter the customer’s street address (mandatory). Use the second address line for suite number or company name.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

11.   City – Enter the city in which the customer resides (mandatory). If you need help entering the City information, click the  button next to the Zip field (step 12, below).

Note: If this customer is on iFleet, this field can only be changed in iFleet.

12.   State – Enter the 2-letter abbreviation of the state in which the customer resides (mandatory). If you need help entering the State information, click the  button next to the Zip field (step 12, below).

13.   Zip – Enter the customer’s ZIP code (mandatory) and 4-digit locater code, if known.

(Note: If this customer is on iFleet, this field can only be changed in iFleet.)

If you are not sure of the customer’s City, State, or Zip Code, click the  button. The Find Address Values window appears:

a.       Enter the information that you do know into the Abbr, State, City, or County columns. You may enter partial values (for example, New Or%, for New Orleans).

b.       Click the  button (or press [Alt]+F).

·         If the information you were seeking is returned, click the desired row. Then click the  button to populate this information on the Billing tab. The Find Address Values window will close.

·         If you do not see what you expected, click the  button to try a new search. Or, click the  button to return to the Billing tab. The Zip, State, and City fields will be blank, and you can try reentering the customer’s information.

14.   Phone – Enter the customer’s phone number in the form (111) 222-3333. This field is mandatory.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

15.   Fax – Enter the customer’s fax number in the form (111) 222-3333.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

16.   Contact – Enter the name of the customer’s primary contact (mandatory).

Note: If this customer is on iFleet, this field can only be changed in iFleet.

17.   Email – Enter the contact’s email address. A maximum of 50 characters is allowed.

18.   Bill Group Name – Change the bill group name, if desired.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

19.   Terms ID – Select the code for the billing terms that apply to the customer’s purchases (mandatory). The Terms Description will populate.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

20.   Bill Frequency – Select the code for the bill frequency that applies to the customer (Bi-Monthly, Calendar, Daily, Monthly, Weekly). This is a mandatory field.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

21.   Late Charge – An unchecked box indicates that the customer is not to be charged a fee for late payments. Check the box if you wish late fees to be charged.

22.   Master Group ID – Click the LIST button. You will be asked if you want to select an existing Master Group, or create a new one.

If you choose to use an existing group, select the group from the list window. The Master Group Name field will populate.

If you choose to create a new group, type its name in the Master Group Name field. A Master Group ID will be created for your new group.

23.   Non-Fuel Sales Tax Exempt – An unchecked box indicates that the customer must pay sales taxes on non-fuel products. Check the box if the customer is exempt from sales taxes on non-fuel products. This is a mandatory field.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

24.   IVR Code – Enter the customer’s code for the Interactive Voice Response system (mandatory).

25.   Click the  button (or press [Alt]+S). You will be asked to confirm. To accept the changes, click the  button (or press [Alt]+O).

You can cancel the changes by clicking the  button (or pressing [Alt]+C) any time before pressing OK.

 

Credit

This tab displays credit information for the selected customer:

The tab’s data fields are as follows:

DATA FIELD

DESCRIPTION

Customer ID

Unique system-assigned identifier of the customer (populated).

Customer ID AS400

Customer’s number on the AS/400 (populated).

Customer Name

Customer’s name (populated).

Licensee ID

Licensee to which the customer belongs (populated).

Licensee Name

Name of the licensee to which the customer belongs (populated).

 

Bill Group

DATA FIELD

DESCRIPTION

Bill Group ID

ID of the bill group to which the customer belongs (populated from the Bill Group ID on the Groups tab).

Bill Group Name

Name of the bill group to which the customer belongs (populated from the Bill Group Name on the Billing tab).

 

Current Credit Status

DATA FIELD

DESCRIPTION

Current Open-To-Buy

Dollar amount an account or bill group has to spend before exceeding its Credit Limit (or Credit Shadow Limit, if that function is used).

 

This is a populated field that is calculated as follows:

Credit Limit (or Shadow Credit Limit, if applicable) minus Unbilled To Date, minus

temporarily priced transactions*, minus

Current Balance.

 

*For transactions that are not priced, temporary prices are used until the actual pricing occurs (during the next database synchronization window). After the synchronization, the actual pricing is applied and balances are adjusted accordingly.

Current Balance

Balance due for this account or bill group (populated).

Unbilled To Date

Dollar amount of unbilled, un-priced transactions and unbilled, priced transactions for the account or bill group (populated).

 

Un-priced transactions are applied to a bill group’s credit using the retail price of the transactions.

Last Pay/Credit Date

Date that the last payment was received for this account or bill group (populated).

 

Delinquency Details

DATA FIELD

DESCRIPTION

Delinquency Days

Number of days after the due date that the account will become delinquent if payment isn’t received.

Warning Days

Number of days after the due date that actions are to be taken if a payment has not been received for this account.

 

When the warning date arrives (Delinquency Days equals Warning Days), an email is sent to the branch manager indicating that the payment is late. If the customer has an email address listed on the Addresses tab of the Customer screen, an email is also sent to that address. Otherwise, the branch manager is notified that they should contact the customer.

Suspension Days

Number of days after the due date that the account or bill group (and all associated cards) will be suspended.

If a Customer calls in with a promise to pay, click this button. Doing so will keep an unlocked Customer unlocked for a few days while the payment is en route. (The specific number of days is set by a system option. Initially the value is 3 weekdays.) If the Customer has not paid by the promise date, the Customer will then be locked.

 

If the Customer is already locked, clicking the  button will unlock the Customer for a few days while the payment is en route. (The specific number of days is set by a system option. Initially the value is 3 days.) If the Customer has not paid by the promise date, the Customer will be re-locked.

 

Credit Details

DATA FIELD

DESCRIPTION

Credit Limit

Customer’s or bill group’s credit limit (maximum dollars allotted to the customer or bill group for transaction processing).

 

If the customer has prepaid funds, enter a value of zero for the Credit Limit.

Enforce Credit Limit

A check indicates that the customer’s credit limit should be enforced.

Reset Balance?

If the licensee does not utilize FleetNet for billing and payment processing, check the box.

 

When this flag is set, the Current Balance and Unbilled To Date will be reset to zero when billing runs on the AS/400.

VIP

Check indicates that that the customer’s account is never suspended for being over its credit limit.

Credit Shadow Limit

Select the percentage sign (%) if the Credit Shadow Limit Value is to be expressed as a percentage of the Credit Limit. Select the dollar sign ($) if the Credit Shadow Limit Value is to be expressed as a dollar amount.

Enforce Delinquency

A check indicates that the Delinquency Days value will be enforced.

Payment Hold

A check indicates that an ACH or Credit Card payment should not be automatically made for this customer.

Credit Warning Limit % Value

Percentage of the Credit Limit at which actions are taken to warn the licensee or customer that the account is approaching its credit limit. This must be a value between 10 and 100.

 

When the percentage is reached, an email is sent to the branch manager indicating that this customer is approaching its credit limit. If the customer has an email address listed on the Addresses tab of the Customer screen, an email is also sent to that address. Otherwise, the branch manager is notified that they should contact the customer.

Credit Shadow Limit Value

Value that equals or exceeds the Credit Limit (above). If you selected the percentage sign (%), this must be a value between 100 and 150. If you selected the dollar sign ($), the amount cannot exceed 9999.

 

When this value is reached, the customer’s or bill group’s transactions will be declined. In addition, an email is sent to the branch manager indicating that this customer has exceeded its credit limit. If the customer has an email address listed on the Addresses tab of the Customer screen, an email is also sent to that address. Otherwise, the branch manager is notified that they should contact the customer.

 

If the customer has prepaid funds, enter a value of zero for the Current Shadow Limit Value.

Payment Method*

Standard payment method used by the customer: (CASH, CHKDIRECT, CHKLOCKBOX, CHKPHONE, CREDITCARD, EFTPULL (Licensee pulls the EFT), EFTPUSH (Customer pushes the EFT)).

Deposit Amount

Amount the customer currently has on deposit.

* = A list of defined values is displayed by clicking the “LIST” button

Bold = Mandatory field

 

Notification Details

DATA FIELD

DESCRIPTION

Notification Type*

Type of email notifications sent (None, Delinquent, Credit Limit and Delinquent, Credit Limit).

 

If the customer has prepaid funds, select “None”.

Credit Limit Notification Date

Date that the last credit limit notification was sent (populated).

Delinquency Notification Date

Date that the last delinquency notification was sent (populated).

* = A list of defined values is displayed by clicking the “LIST” button

 

Audit

DATA FIELD

DESCRIPTION

Created By

User Name of the person who created the customer.

Create Date

Date and time that the customer was created.

Updated By

User who made the most recent update to the credit information.

Update Date

Date and time that the credit information was last updated.

 

The tab’s command button functions are as follows:

BUTTON

DESCRIPTION

Add ([Alt]+A)

Allows authorized users to add a customer.

Find ([Alt]+F)

Allows you to search for a customer.

Update ([Alt]+U)

Allows Super Users to update a customer.

Clear ([Alt]+C)

Clears the data fields, but does not unlock the form.

Delete ([Alt]+D)

Not in use at this time.

Save ([Alt]+S)

Saves changes made. You will be asked to confirm the changes.

Exit ([Alt]+X)

Exits the application.

Note: This button appears only for Corporate- and Licensee-level users.

 

Authorized Corporate- or Licensee-level users can add or update Credit information only in the Customer Service UI. Click this button to open the Customer Service UI in a separate window.

 

Adding or Updating Customer Credit Information

Note: Only Super Users may add or update Credit information in FleetNet. The following instructions apply to Super Users only. (Authorized Corporate- or Licensee-level users can add or update Credit information only in the Customer Service UI.)

1.       Access the Customer screen in one of the ways described at the beginning of this chapter.

2.       Retrieve and highlight the customer that you wish to update.

3.       Click on the Credit tab.

4.       Click the  button (or press [Alt]+U).

5.       Customer ID, Customer ID AS400, Licensee ID and Licensee Name cannot be changed. Customer Name can only be changed on the Details tab.

Bill Group ID can only be changed on the Groups tab. Bill Group Name can only be changed on the Billing tab.

Current Open-To-Buy, Current Balance, Unbilled To Date, and Last Pay/Credit Date cannot be changed.

6.       Delinquency Days – Enter the number of days after the due date that the account will become delinquent if payment isn’t received. Press [Enter] or [Tab].

Note: If this customer is on iFleet, this field can only be changed in iFleet.

7.       Warning Days – Enter the number of days after the due date that actions are to be taken if a payment has not been received for this account. Press [Enter] or [Tab].

Note: If this customer is on iFleet, this field can only be changed in iFleet.

8.       Suspension Days – Enter the number of days after the due date that the account or bill group (and all associated cards) will be suspended. Press [Enter] or [Tab].

Note: If this customer is on iFleet, this field can only be changed in iFleet.

9.       If an existing Customer calls in with a promise to pay, click the  button to indicate a payment is en route. Doing so will keep an unlocked Customer unlocked for a few days while the payment is en route. (The specific number of days is set by a system option. Initially the value is 3 days.)

If the Customer is already locked, clicking the  button will unlock the Customer for a few days while the payment is en route. (The specific number of days is set by a system option. Initially the value is 3 weekdays.)

10.   Credit Limit – Enter in whole dollars the customer’s credit limit.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

11.   Enforce Credit Limit – Check the box if you wish the Credit Limit to be enforced (mandatory). Press [Enter] or [Tab].

Note: If this customer is on iFleet, this field can only be changed in iFleet.

12.   Reset Balance? – If the licensee does not utilize FleetNet for billing and payment processing, check the box (mandatory). Press [Enter] or [Tab].

13.   VIP – A blank box indicates that the customer’s account could be suspended if its credit limit is exceeded. Check the box to indicate that the customer’s account cannot be suspended for exceeding its credit limit.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

14.   Credit Shadow Limit – Indicate whether the credit shadow limit is expressed as a percentage (%) of the Credit Limit or a fixed dollar amount ($). Press [Enter] or [Tab].

15.   Enforce Delinquency – Check the box if you wish the Delinquency Days value (step # 6, above) to be enforced (mandatory). Press [Enter] or [Tab].

16.   Payment Hold – If an ACH or Credit Card payment should not be made for this customer, click this box (mandatory).

17.   Credit Warning Limit % Value –Enter the percentage of the Credit Limit at which actions will be taken to warn the licensee or customer that the account is approaching its credit limit. This must be a value between 10 and 100. Press [Enter] or [Tab].

18.   Credit Limit Shadow Value – If you selected “%” for Credit Shadow Limit, enter a whole number between 100 and 150. If you selected the dollar sign ($), enter a whole number no greater than 9999. Press [Enter] or [Tab].

19.   Payment Method – Select the standard payment method used by the customer (CASH, CHKDIRECT, CHKLOCKBOX, CHKPHONE, CREDITCARD, EFTPULL, EFTPUSH).

Note: If this customer is on iFleet, this field can only be changed in iFleet.

20.   Deposit Amount – If the customer has funds on deposit, enter the amount.

21.   Notification Type – Select the type of email notifications sent (None, Delinquent, Credit Limit and Delinquent, Credit Limit).

22.   Click the  button (or press [Alt]+S). You will be asked to confirm. To accept the changes, click the  button (or press [Alt]+O).

You can cancel the changes by clicking the  button (or pressing [Alt]+C) any time before pressing OK.

 

Notes

This tab displays notes made by customer service representatives about the selected customer:

The tab’s data fields are as follows:

DATA FIELD

DESCRIPTION

Customer ID

Unique system-assigned identifier of the customer (populated).

Customer ID AS400

Customer’s number on the AS/400 (populated).

Customer Name

Customer’s name (populated).

Licensee ID

Licensee to which the customer belongs (populated).

Licensee Name

Name of the licensee to which the customer belongs (populated).

 

DATA FIELD

DESCRIPTION

Create Date

Date and time that the note was created (populated).

Created By

User Name of the person who created the note (populated).

Notes

Free text customer service note (populated).

Text

Free text customer service note is entered in this field.

 

The tab’s command button functions are as follows:

BUTTON

DESCRIPTION

Add ([Alt]+A)

Allows authorized users to add a customer.

Find ([Alt]+F)

Allows you to search for a customer.

Update ([Alt]+U)

Allows authorized users to update a customer.

Clear ([Alt]+C)

Clears the data fields, but does not unlock the form.

Delete ([Alt]+D)

Not in use at this time.

Save ([Alt]+S)

Saves changes made. You will be asked to confirm the changes.

Exit ([Alt]+X)

Exits the application.

 

Adding Customer Service Notes

1.       Access the Customer screen in one of the ways described at the beginning of this chapter.

2.       Retrieve and highlight the customer that you wish to update.

3.       Click on the Notes tab.

4.       Click the  button (or press [Alt]+U).

5.       Customer ID, Customer ID AS400, Licensee ID, and Licensee Name cannot be changed. Customer Name can only be changed on the Details tab.

6.       Text – Enter the text of the note, up to 254 characters. Click the  button (or press [Alt]+S). You will be asked to confirm. Notes cannot be changed or deleted once they have been saved. To save the note, click the  button (or press [Alt]+O).

7.       To add another note, click the  button (or press [Alt]+U) again. Then click the  button (or press [Alt]+N), and enter the text of the note. Save as before.

You can cancel the changes by clicking the  button (or pressing [Alt]+C) any time before pressing OK.

 

Departments

This tab displays information about the selected customer’s departments:

The tab’s data fields are as follows:

DATA FIELD

DESCRIPTION

Customer ID

Unique system-assigned identifier of the customer (populated).

Customer ID AS400

Customer’s number on the AS/400 (populated).

Customer Name

Customer’s name (populated).

Licensee ID

Licensee to which the customer belongs (populated).

Licensee Name

Name of the licensee to which the customer belongs (populated).

 

Department List

DATA FIELD

DESCRIPTION

Department ID

ID of a department set up for the customer.

Department Name

Name of a department set up for the customer.

Cust Dept ID AS400

AS/400 ID of a department set up for the customer.

 

Note: This column appears only if the licensee is flagged with the DEPTIDAS400 licensee option (see Adding a Setup Licensee Option in the Licensee Option Values chapter).

 

DATA FIELD

DESCRIPTION

Department ID

ID of the customer department (generated when you save the record).

Department Name

Data entry field for the name of the department being set up.

Cust Dept ID AS400

AS/400 ID of the department.

 

Note: This field appears only if the licensee is flagged with the DEPTIDAS400 licensee option (see Adding a Setup Licensee Option in the Licensee Option Values chapter).

Cost Center

Customer-assigned ID of the customer department. This field will populate on the Vehicle Detail tab of the Vehicle screen

 

Audit

DATA FIELD

DESCRIPTION

Created By

User Name of the person who created the department.

Create Date

Date and time that the department was created.

Updated By

User who made the most recent update to the department.

Update Date

Date and time that the department was last updated.

 

The tab’s command button functions are as follows:

BUTTON

DESCRIPTION

Add ([Alt]+A)

Allows authorized users to add a customer.

Find ([Alt]+F)

Allows you to search for a customer.

Update ([Alt]+U)

Allows authorized users to update a customer.

Clear ([Alt]+C)

Clears the data fields, but does not unlock the form.

Delete ([Alt]+D)

Not in use at this time.

Save ([Alt]+S)

Saves changes made. You will be asked to confirm the changes.

Exit ([Alt]+X)

Exits the application.

 

Adding or Updating Customer Departments

1.       Access the Customer screen in one of the ways described at the beginning of this chapter.

2.       Retrieve and highlight the customer that you wish to update.

3.       Click on the Departments tab.

4.       Click the  button (or press [Alt]+U).

5.       Customer ID, Customer ID AS400, Licensee ID, and Licensee Name cannot be changed. Customer Name can only be changed on the Details tab.

6.       Department Name – Enter the department name (mandatory). A maximum of 30 alphanumeric characters is allowed. Press [Enter] or [Tab]. A system-assigned Department ID populates when you save.

Note: The Cust Dept ID AS400 field is generated only if the licensee is flagged with the DEPTIDAS400 licensee option. (See Adding a Setup Licensee Option in the Licensee Option Values chapter).

7.       Cost Center – Optionally, enter a numerical identifier for the department.

8.       Click the  button (or press [Alt]+S). You will be asked to confirm. To save the information, click the  button (or press [Alt]+O).

To add more departments, click the  button (or press [Alt]+U) again. Then click the  button and proceed as above. Save as above.

To change a Department Name or Cost Center, select the department in the Department List. Click the  button (or press [Alt]+U). Change the name or Cost Center ID, and Save as above.

You can cancel the changes by clicking the  button (or pressing [Alt]+C) any time before pressing OK.

 

Groups

This tab displays the selected customer’s volume, billing, and card share group memberships:

The tab’s data fields are as follows:

DATA FIELD

DESCRIPTION

Customer ID

Unique system-assigned identifier of the customer (populated).

Customer ID AS400

Customer’s number on the AS/400 (populated).

Customer Name

Customer’s name (populated).

Licensee ID

Licensee to which the customer belongs (populated).

Licensee Name

Name of the licensee to which the customer belongs (populated).

 

Volume Group Information

DATA FIELD

DESCRIPTION

Volume Group ID*

ID of the volume group to which the customer belongs (mandatory).

Name

Name of the volume group to which the customer belongs.

Schedule ID*

Volume schedule that applies to the customer (mandatory).

Schedule Name

Name of the volume schedule.

* = A list of defined values is displayed by clicking the “LIST” button

 

Billing Group Information

DATA FIELD

DESCRIPTION

Bill Group ID*

ID of the bill group to which the customer belongs (mandatory).

Name

Name of the bill group to which the customer belongs.

* = A list of defined values is displayed by clicking the “LIST” button

 

Card Share Group Information

DATA FIELD

DESCRIPTION

Card Group ID*

ID of the card group to which the customer belongs (mandatory).

Name

Name of the card group to which the customer belongs.

Card Type ID*

Card type used. Only card types valid for this Licensee appear.

Card Type Name

Name of the card type used (populated).

* = A list of defined values is displayed by clicking the “LIST” button

Bold = Mandatory field

 

Audit

DATA FIELD

DESCRIPTION

Created By

User Name of the person who created the department.

Create Date

Date and time that the department was created.

 

The tab’s command button functions are as follows:

BUTTON

DESCRIPTION

Add ([Alt]+A)

Allows authorized users to add a customer.

Find ([Alt]+F)

Allows you to search for a customer.

Update ([Alt]+U)

Allows Super Users to update a customer.

Clear ([Alt]+C)

Clears the data fields, but does not unlock the form.

Delete ([Alt]+D)

Not in use at this time.

Save ([Alt]+S)

Saves changes made. You will be asked to confirm the changes.

Exit ([Alt]+X)

Exits the application.

Note: This button appears only for Corporate- and Licensee-level users.

 

Authorized Corporate- or Licensee-level users can add or update Group information only in the Customer Service UI. Click this button to open the Customer Service UI in a separate window.

 

Adding or Updating Customer Groups

Note: Only Super Users may update Groups information in FleetNet. The following instructions apply to Super Users only. (Authorized Corporate- or Licensee-level users can update Groups information only in the Customer Service UI.)

1.       Access the Customer screen in one of the ways described at the beginning of this chapter.

2.       Retrieve and highlight the customer that you wish to update.

3.       Click on the Groups tab.

4.       Click the  button (or press [Alt]+U).

5.       Customer ID, Customer ID AS400, Licensee ID, and Licensee Name cannot be changed. Customer Name can only be changed on the Details tab. The bill group name can only be changed on the Billing tab.

6.       Volume Group ID – Do one of the following:

·         Select a different Volume Group ID from the list box, and press [Enter] or [Tab]. The Name of the volume group will populate.

·         Click the  button to add a new group. Click the  button (or press [Alt]+O) in the confirmation box. A system-assigned Volume Group ID and Name will populate. Name will be the same as the Customer Name.

7.       Schedule ID – Select the volume schedule that applies to the customer.

8.       Bill Group ID – Do one of the following:

·         Select a different Bill Group ID from the list box, and press [Enter] or [Tab]. The Name of the bill group will populate.

·         Click the  button to add a new group. Click the  button (or press [Alt]+O) in the confirmation box. A system-assigned Bill Group ID and Name will populate. Name will be the same as the Customer Name.

9.       Card Group ID – Do one of the following:

·         Select a different Card Group ID from the list box, and press [Enter] or [Tab]. The Name of the card group will populate.

·         Click the  button to add a new group. Click the  button (or press [Alt]+O) in the confirmation box. A system-assigned Card Group ID and Name will populate. Name will be the same as the Customer Name.

10.   Card Type ID – Select the type of cards this customer uses (mandatory). Only card types valid for this Licensee will appear.

11.   The card type Name will appear after you select a Card Type ID.

12.   Click the  button (or press [Alt]+S). You will be asked to confirm. Click the  button (or press [Alt]+O) to save the information.

You can cancel the changes by clicking the  button (or pressing [Alt]+C) any time before pressing OK.

 

Commission

This tab displays information about the account representatives for the selected customer.

 

The tab’s data fields are as follows:

DATA FIELD

DESCRIPTION

Customer ID

Unique system-assigned identifier of the customer (populated).

Customer ID AS400

Customer’s number on the AS/400 (populated).

Customer Name

Customer’s name (populated).

Licensee ID

Licensee to which the customer belongs (populated).

Licensee Name

Name of the licensee to which the customer belongs (populated).

 

Primary Account Representative Information

DATA FIELD

DESCRIPTION

Primary Account Rep*

ID of the customer’s primary account representative.

Primary Rep Name

Name of the customer’s primary account representative (populated).

Commission Schedule*

ID of the commission schedule for this account representative.

Commission Schedule Description

Description of the commission schedule for this account representative (populated).

Commission Phase*

Commission phase for this account representative.

Commission Phase Description

Description of the commission phase for this account representative (populated).

Last Commission Phase Change

Date the commission phase was last changed (populated).

Bold = Mandatory field

* = A list of defined values is displayed by clicking the “LIST” button

 

Secondary Account Representative Information

DATA FIELD

DESCRIPTION

Secondary Account Rep*

ID of the customer’s secondary account representative (if there is a secondary rep for the account). Having a secondary rep affects salesman reimbursement, as both reps split the commission amount.

Secondary Rep Name

Name of the customer’s secondary account representative (populated).

Commission Schedule*

ID of the commission schedule for this account representative.

Commission Schedule Description

Description of the commission schedule for this account representative (populated).

Commission Phase*

Commission phase for this account representative.

Commission Phase Description

Description of the commission phase for this account representative (populated).

Last Commission Phase Change

Date the commission phase was last changed (populated).

* = A list of defined values is displayed by clicking the “LIST” button

 

Audit

DATA FIELD

DESCRIPTION

Created By

User Name of the person who created the customer.

Create Date

Date and time that the customer was created.

Updated By

User who made the most recent update to the customer.

Update Date

Date and time that the customer was last updated.

 

The tab’s command button functions are as follows:

BUTTON

DESCRIPTION

Add ([Alt]+A)

Allows authorized users to add a customer.

Find ([Alt]+F)

Allows you to search for a customer.

Update ([Alt]+U)

Allows authorized users to update a customer.

Clear ([Alt]+C)

Clears the data fields, but does not unlock the form.

Delete ([Alt]+D)

Not in use at this time.

Save ([Alt]+S)

Saves changes made. You will be asked to confirm the changes.

Exit ([Alt]+X)

Exits the application.

 

Updating Customer Commission Information

Note: Only Super Users may update Commission information in FleetNet. The following instructions apply to Super Users only. (Authorized Corporate- or Licensee-level users can update Commission information only in the Customer Service UI.)

1.       Access the Customer screen in one of the ways described at the beginning of this chapter.

2.       Retrieve and highlight the customer that you wish to update.

3.       Click on the Commission tab.

4.       Click the  button (or press [Alt]+U).

5.       The Customer ID, Customer ID AS400, Licensee ID, Licensee Name, and Last Commission Phase Change cannot be changed. Customer Name can only be changed on the Details tab.

6.       Primary Account Rep – Optionally, change the ID of the Primary Account Representative for this customer. The Primary Rep Name will change accordingly.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

7.       Commission Schedule – Optionally, change the commission schedule that applies to this account representative. The Commission Schedule Description will change accordingly.

8.       Commission Phase – Optionally, change the commission phase that applies to this account representative (mandatory). The Commission Phase Description will change accordingly.

9.       Secondary Account Rep – Optionally, change the ID of the Secondary Account Representative for this customer. The Primary Rep Name will change accordingly.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

10.   Commission Schedule – Optionally, change the commission schedule that applies to this account representative. The Commission Schedule Description will change accordingly.

11.   Commission Phase – Optionally, change the commission phase that applies to this account representative (mandatory). The Commission Phase Description will change accordingly.

12.   Click the  button (or press [Alt]+S). You will be asked to confirm. Click the  button (or press [Alt]+O) to save the information.

You can cancel the changes by clicking the  button (or pressing [Alt]+C) any time before pressing OK.

Pricing

This tab displays information about the pricing for the selected customer’s transactions.

The tab’s data fields are as follows:

DATA FIELD

DESCRIPTION

Customer ID

Unique system-assigned identifier of the customer (populated).

Customer ID AS400

Customer’s number on the AS/400 (populated).

Customer Name

Customer’s name (populated).

Licensee ID

Licensee to which the customer belongs (populated).

Licensee Name

Name of the licensee to which the customer belongs (populated).

 

Default Price

DATA FIELD

DESCRIPTION

Price Ref Code*

Price structure that applies to the customer’s transactions.

Price Ref Descr

Description of the price structure that applies to the customer’s transactions (populated).

Price Ref Amount

Adjustment to the price structure. Acceptable ranges depend on the Price Ref Code used.

Bold = Mandatory field

* = A list of defined values is displayed by clicking the “LIST” button

 

Network Override

(Optional)

DATA FIELD

DESCRIPTION

Price Ref Code*

Price structure that applies to the customer’s fuel transactions at other licensees’ sites. This field is optional. If it is used, it overrides the default customer pricing specified above, as well as any product pricing or region pricing set for this customer’s transactions.

Price Ref Descr

Description of the price structure (populated).

Price Ref Amount

Adjustment to the price structure. Acceptable ranges depend on the Price Ref Code used. This field is mandatory if a Price Ref Code is specified.

* = A list of defined values is displayed by clicking the “LIST” button

 

Level 2 Pricing

DATA FIELD

DESCRIPTION

On Level 2 Pricing?

A check indicates that the customer is currently on Level 2 Pricing (populated). If the box is checked, the date the pricing took effect appears to the right of the box.

Level 2 Policy*

The customer’s eligibility for Level 2 Pricing:

·         ELIGIBLE (the default) indicates that the customer is eligible for Level 2 Pricing based upon the policy set by the licensee.

·         ALWAYS indicates that the customer is on Level 2 Pricing regardless of their standing.

·         NEVER indicates that the customer is never eligible for Level 2 Pricing.

Bold = Mandatory field

* = A list of defined values is displayed by clicking the pull-down menu.

 

Pricing Variables

DATA FIELD

DESCRIPTION

Margin Floor, Active

Indicates whether the margin floor amount specified below is to be used.

Margin Floor, Floor Amount

Minimum gross margin that retail-priced transactions for this customer can produce. If the Active checkbox for Margin Floor has been checked, this field is mandatory.

Some Merchants charge customers a fee for each transaction. To exclude this customer from being charged a fee by a particular Merchant, click this button. Then select the Merchant.

Margin Ceiling, Active

Indicates whether the margin ceiling amount specified below is to be used.

Margin Ceiling, Ceiling Amount

Maximum gross margin that retail-priced transactions for this customer can produce. If the Active checkbox for Margin Ceiling has been checked, this field is mandatory.

Cap Over Retail, Active

Indicates whether the cap amount specified below is to be used.

Cap Over Retail, Cap Amount

Maximum dollar amount over retail that can be charged for M-priced transactions for this customer. If the Active checkbox for Cap Over Retail has been checked, this field is mandatory.

Maximum Discount Cap, Active

Indicates whether the “maximum discount to retail” cap amount specified below is to be used.

 

A “maximum discount to retail” limits the discount to retail that Cost-Plus customers receive. For example, if a customer is priced at Cost +.10 with maximum discount to retail of .05, and the retail price is 2.5, the customer will pay Cost +.10, but never less than 2.5 – .05 = 2.45.

Maximum Discount Cap, Cap Amount

Maximum discount that can be given to this customer. If the Active checkbox for Maximum Discount Cap has been checked, this field is mandatory.

Fixed Rack (Gasoline)

The rack that will be used for pricing all of this customer’s gasoline transactions.

Fixed Rack (Diesel)

The rack that will be used for pricing all of this customer’s diesel transactions.

Bold = Mandatory field

 

Audit

DATA FIELD

DESCRIPTION

Created By

User Name of the person who created the customer.

Create Date

Date and time that the customer was created.

Updated By

User who made the most recent update to the customer.

Update Date

Date and time that the customer was last updated.

 

The tab’s command button functions are as follows:

BUTTON

DESCRIPTION

Add ([Alt]+A)

Allows authorized users to add a customer.

Find ([Alt]+F)

Allows you to search for a customer.

Update ([Alt]+U)

Allows Super Users to update a customer.

Clear ([Alt]+C)

Clears the data fields, but does not unlock the form.

Delete ([Alt]+D)

Not in use at this time.

Save ([Alt]+S)

Saves changes made. You will be asked to confirm the changes.

Exit ([Alt]+X)

Exits the application.

Note: This button appears only for Corporate- and Licensee-level users.

 

Authorized Corporate- or Licensee-level users can add or update Pricing information only in the Customer Service UI. Click this button to open the Customer Service UI in a separate window.

 

Updating Customer Pricing Information

Note: Only Super Users may update Pricing information in FleetNet. The following instructions apply to Super Users only. (Authorized Corporate- or Licensee-level users can update Pricing information only in the Customer Service UI.)

1.       Access the Customer screen in one of the ways described at the beginning of this chapter.

2.       Retrieve and highlight the customer that you wish to update.

3.       Click on the Pricing tab.

4.       Click the  button (or press [Alt]+U).

5.       The Customer ID, Customer ID AS400, Licensee ID, and Licensee Name cannot be changed. Customer Name can only be changed on the Details tab.

6.       (Default) Price Ref Code – Optionally, change the default price structure that applies to the customer’s purchases. The Price Ref Descr field populates.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

7.        (Default) Price Ref Amount – Optionally, change the adjustment to the price structure (for example .05 or -.05). The acceptable range of values differs depending on the specific Price Ref Code.

(Note: If this customer is on iFleet, this field can only be changed in iFleet.)

The *PRCCUSADJ licensee option class controls the range of acceptable values for adjustments to board (A) and retail (R) prices. The *PRCCUSNET option class controls the acceptable range of values for net-amount-before-taxes (K) and net-amount-including-taxes (P) prices. The *PRCCUSCST option class controls the acceptable range of values for adjustments to all other prices. See the Licensee Option Values chapter for more information.

8.       (Network Override) Price Ref Code – Optionally, change the price structure that applies to the customer’s purchases at network sites. The Price Ref Descr field populates.

9.       (Network Override) Price Ref Amount – Optionally, change the adjustment to the price structure (for example .05 or -.05). The acceptable range of values differs depending on the specific Price Ref Code.

The *PRCCUSADJ licensee option class controls the range of acceptable values for adjustments to board (A) and retail (R) prices. The *PRCCUSNET option class controls the acceptable range of values for net-amount-before-taxes (K) and net-amount-including-taxes (P) prices. The *PRCCUSCST option class controls the acceptable range of values for adjustments to all other prices. See the Licensee Option Values chapter for more information.

10.   Level 2 Policy – Indicate the customer’s eligibility for Level 2 Pricing:

·         ELIGIBLE (the default) indicates that the customer is eligible for Level 2 Pricing based upon the policy set by the licensee.

·         ALWAYS indicates that the customer is on Level 2 Pricing regardless of their standing.

·         NEVER indicates that the customer is never eligible for Level 2 Pricing.

11.   Margin Floor, Active – A check indicates that the margin Floor Amount (below) will take effect. A blank box indicates that there is no margin floor.

12.   Margin Floor, Floor Amount – Optionally, change the minimum gross margin that retail-priced transactions for this customer can produce. (If the Active checkbox for Margin Floor has been checked, this field is mandatory.)

13.    – Some Merchants charge customers a fee for each transaction. To prevent a Merchant from charging the fee to this customer, click the  button. The Customer Transaction Fee Exclusion window appears.

a.       Do one of the following:

·         Click the  button, and select a Merchant. Repeat as needed.

·         Click the  button to prevent any Merchant from charging the fee to this customer.

b.       Click the  button to save your changes. (If you decide not to save your changes, click the  button.)

Note: To remove a Merchant from the list, select the Merchant. Then click the  button before clicking the  button.

14.   Margin Ceiling, Active – A check indicates that the margin Ceiling Amount (below) will take effect. A blank box indicates that there is no margin ceiling.

15.   Margin Ceiling, Ceiling Amount – Optionally, change the maximum gross margin that retail-priced transactions for this customer can produce. If the Active checkbox for Margin Ceiling has been checked, this field is mandatory.

16.   Cap Over Retail, Active – A check indicates that the Cap Amount (below) will take effect. A blank box indicates that there is no cap over retail.

17.   Cap Over Retail, Cap Amount – Optionally, change the maximum dollar amount over retail that can be charged for M-priced transactions for this customer. (If the Active checkbox for Cap Over Retail has been checked, this field is mandatory.)

18.   Maximum Discount Cap, Active – A check indicates that the Maximum Discount Cap (below) will take effect. A blank box indicates that there is no maximum discount.

19.   Maximum Discount Cap, Cap Amount – Optionally, change the maximum discount that can be given to this customer. (If the Active checkbox for Maximum Discount Cap has been checked, this field is mandatory.)

20.   Fixed Rack (Gasoline) – Optionally, change the rack that will be used for pricing all of this customer’s gasoline transactions. The City, State, and Brand will change accordingly.

21.   Fixed Rack (Diesel) – Optionally, change the rack that will be used for pricing all of this customer’s diesel transactions. The City, State, and Brand will change accordingly.

22.   Click the  button (or press [Alt]+S). You will be asked to confirm. Click the  button (or press [Alt]+O) to save the information.

You can cancel the changes by clicking the  button (or pressing [Alt]+C) any time before pressing OK.

 

Pre-Embossed Cards

This tab allows authorized users to assign a block of pre-embossed cards to a customer.

 

The tab’s data fields are as follows:

Pre-Embossed Cards

DATA FIELD

DESCRIPTION

Customer ID

Unique system-assigned identifier of the customer to which these cards will be assigned (populated).

Customer ID AS400

Unique system-assigned identifier (on the AS/400) of the customer to which these cards will be assigned (populated).

Customer Name

Name of the customer to which these cards will be assigned (populated).

Licensee ID

Licensee to which the customer belongs (populated).

Licensee Name

Name of the licensee to which the customer belongs (populated).

 

DATA FIELD

DESCRIPTION

First Available Card Number

Number of the first available pre-embossed card (populated).

Sequential Quantity Available

Number of cards in the block starting with First Available Card Number (populated).

 

If you need more than this number of cards, request additional cards on the Pre-Embossed Cards tab of the Licensee screen (see Requesting Pre-Embossed Cards in the Licensee chapter).

Starting Card Number

Number of the first pre-embossed card to assign to the customer.

Click the  button to reset the Starting Card Number to the First Available Card Number.

Quantity

Number of cards that will be assigned to this customer when you click the  button.

Bold = Mandatory field

 

Audit

DATA FIELD

DESCRIPTION

Created By

User Name of the person who created the customer.

Create Date

Date and time that the customer was created.

Updated By

User who last requested preembossed cards for this customer.

Update Date

Date and time that the cards were last requested.

 

The tab’s command button functions are as follows:

BUTTON

DESCRIPTION

Add ([Alt]+A)

Not in use on this tab.

Find ([Alt]+F)

Not in use on this tab.

Update ([Alt]+U)

Not in use on this tab.

Clear ([Alt]+C)

Not in use on this tab.

Delete ([Alt]+D)

Not in use at this time.

Save ([Alt]+S)

Not in use on this tab.

Exit ([Alt]+X)

Exits the application.

 

Assigning Pre-Embossed Cards to a Customer

Note: You can assign an individual card to a vehicle without first assigning the card to a customer. Proceed to the Vehicle screen to do so.

1.       Access the Customer screen in one of the ways described at the beginning of this chapter.

2.       Find and retrieve the customer to which you will assign pre-embossed cards.

3.       Click the Pre-Embossed Cards tab.

4.       Customer ID, Customer ID AS400, Licensee ID, First Available Card Number, and Sequential Quantity Available cannot be changed. Customer Name can be changed only on the Details tab of the Customer screen. Licensee Name can only be changed on the Licensee Detail tab of the Licensee screen.

5.       Starting Card Number – Enter the number of the first pre-embossed card to assign to the customer. The number must be equal to or greater than the First Available Card Number, and within the range including Sequential Quantity Available. (Using the screenshot above as an example, you can enter 70764999893402601 or 70764999893402602).

If you need to reset the Starting Card Number to the First Available Card Number, click the  button.

6.       Quantity – Enter the number of the card to be assigned to the customer. The number must be less than or equal to the number shown in Sequential Quantity Available.

7.       Click the  button. You will be asked to confirm. Click the  button (or press [Alt]+O) if you wish to have this card (or cards) created.

Note: Proceed to the Pre-Embossed Cards tab of the Vehicle screen to assign a card to a vehicle (see Assigning a Pre-Embossed Card to a Vehicle in the Vehicle chapter).