Customers

Updated 15/06/2026 Customers

The Customers option in the Customers menu is where you add and update information on your customers. 

This option can also be accessed by clicking the Customers button on the Dashboard.

 

Initially a list of existing customers is displayed. In this list screen you can:

  • Change the sort order of the list by clicking on a column header
  • Use the search function to find a specific customer, or to limit the list to show customers that match specific criteria (for example, to list only customers for a particular round and/or in a particular group)
  • Create a new customer
  • Select an existing customer from the list to display their details

Once you have selected or created a customer, the customer details screen will enable you to:

  • Update their contact details and options for billing, invoices, dockets, receipts etc
  • View their orders
  • View, print and email invoices, or create a one-off invoice
  • View, add and allocate receipts
  • Create and update standard orders
  • Print a customer price list based on their standard order

Customers List Adding a New Customer Customer Details 
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The Customers List - Searching and Sorting

When you select Customers from the Customers menu, a list of existing customers is displayed.

Searching

  • To filter the customer list, enter any combination of the search terms:
    • Customer Code: Enter a specific customer code to find that customer
      • If you search for a whole number, the search will return all customers with the same integer value
        • For example, searching for customer code 30 will return customers 30.1, 30.2 etc, whether or not these are child customers
    • Customer Name, Email, Address, City, Phone, Fax, Contact, ABN/ACN: Filter for all customers containing your search term in one of the fields
      • Enter a full or partial value for one of the search fields
        • Searching will find all customers where one of these fields matches your search term (and where the customer matches any other filters you have selected)
      • To narrow your results, enter more information such as a complete name or address line. For example:
        • If you enter "gmail", searching will find all customers with a Gmail email address
        • If you enter "jones", searching will find customers with Jones in their name or contact, and customers with an address in Jones Avenue or Jones Street; to find just customers in Jones Avenue, you could enter "jones ave"
        • Entering "1 Jones Avenue Smithville" will not return any results because the address and city fields are searched separately and you cannot search for combined fields such as Address and City
    • Account Number/Supplier Account Number: Enter a specific account number or supplier account number to find that customer
    • Round: Select one or more Rounds from the drop-down list
      • To remove a Round from the search criteria, click the x to the right of the Round name
    • Group: Select one or more Groups from the drop-down list
      • To remove a Group from the search criteria, click the x to the right of the Group name
    • Billing Method: Select from the drop-down list to show only customers with that billing method
    • Price Level: Select from the drop-down list to show only orders with a specific price level
    • Day: Select a day of the week from the drop-down list to show only customers with usual deliveries on that day
    • Status: Select one or more Statuses from the drop down list (Active, Suspended or Inactive)
    • Customers Exceeding Credit Limit Only: Tick this option to include in the list only customers who have exceeded their credit limit 
  • Click Search to list customers that match all your search criteria

  • Use the navigation controls at the bottom of the list to set the number of items displayed per page, and to move between pages.
  • To select a customer and display their details, click anywhere on the customer in the list
  • Click the  icon display a menu that enables you to:
    • Edit the customer details
    • Mark the customer as inactive
    • Invite the customer online

Sorting

  • Click on a column heading to sort the customers by that column
  • Click the heading again to sort in reverse order
The filter and sort order you set in the list screen determine which customer will be displayed when using Previous or Next to navigate through customers in the Customer Details tab.

 

 

Adding a New Customer

New customers can be added from the customers list or from the customer details screen of an existing customer.

If you wish to create a new customer who is the child of a current customer, do not use the Create New option. Instead, go to parent customer and use Add Child Customer in the parent's customer tab.

 

  • Click Create New 
  • The New Customer tab is displayed
  • Enter the customer's details in the customer tab
  • Click Save Changes
  • The remaining tabs will now be visible for the new customer
  • Update customer's Options and save your changes
  • If required, add Standard Orders for the customer and save your changes

If you have subscribed to the the Online Website module of EasyVend, new customers are able to register online. When a customer registers, you receive an email advising you of the registration, including the name and contact details of the person registering. You can then use the Online Registration option in the Customer menu to:

  • Accept the registration and add the customer to your customer list, or
  • Reject the registration

 

The Customer Details Screen

When you select a customer from the Customer List, the Customer Details tab at the top allows you to view and update all details for that customer. In addition, from the details screen you can:

  • Previous and Next: Use these options to move move back and forward through customers in the list and view their details
  • Create New: Click to add a new customer
    • If you wish to create a new customer who is the child of a current customer, do not use this option. Instead, go to parent customer and use Add Child Customer

The customer details screen is divided into sections or tabs. To view a section, click on the appropriate detail tab on the left of the EasyVend screen.

 

Customer Tab

Customer Tab: Customer Information | Round and Groups | Delivery & Billing Address | Holiday Dates | Billing Information | Login

  • Add Child Customer: Click this button to add a new customer who is a 'child' of the current customer
    • Child customers do not receive their own invoices - invoices are issued to the parent customer for the parent and all children.
    • Billing and Invoice Information options are disabled for child customers, as this information is set up in the parent customer
    • This option will not be available if the current customer is already a child customer - child customers cannot themselves have children.
  • Reset Xero/MYOB ID: If you sync with Xero or MYOB, this option will force a re-sync of customer details next time you sync with your accounting package
    • If you change the customer name, a new customer will be created in you accounting package next time you sync
      • The original customer name remains in Xero/MYOB and is still associated with any invoices or receipts added for that name
    • If you change other contact details, the existing customer will be updated next time you sync
  • Generate Invoice: For Trade customers, click this option to create any invoices that are due to be generated up to and including today's date
    • This option obeys the Days Between Invoices and Next Invoice Date set in the customer's Billing Information:
      • Example 1: Regenerating today's invoice after it is cancelled
        • The current situation:
          • An invoice with an invoice date of today was generated
          • The customer then phoned to change today's order, so you have cancelled the invoice and updated the customer's order
            • Cancelling the invoice set the customer's Next Invoice Date back to today
        • Click Generate Invoice:
          • Today's invoice is re-generated for this customer, using the updated customer order
      • Example 2: Multiple skipped/cancelled invoices
        • The current situation:
          • Today is the 22nd September
          • The customer is billed weekly
          • The customer's Next Invoice Date is currently 13th September; orders up to and including the 6th have already been invoiced
          • The customer has orders up to today
        • Click Generate Invoice:
          • The weekly invoices with an invoice date on or before today are generated; in this example, invoices for the 13th and 20th September are generated
            • The orders for the 21st and 22nd are not yet invoiced
          • The customer's new Next Invoice Date is 27th September
      • Example 3: You wish to produce a final account for a customer
        • The current situation:
          • Today is the 22nd September
          • The customer is billed weekly
          • The customer's Next Invoice Date is currently the 27th September; orders up to and including the 20th have already been invoiced
          • The customer has orders up to today 
        • To generate a final invoice:
          • Make sure all customer orders are entered and correct, and that there are no orders past today's date
          • Change the customer's Next Invoice Date to today's date (in this example, that is 22nd September)
          • Click Generate Invoice
          • An invoice for all orders up to the new Next Invoice Date is generated; in this case, orders for 21st to 22nd inclusive are invoiced
          • As this is a final invoice, be sure to remove the customer's standard order and/or mark the customer as Inactive so that you don't inadvertently create orders after the date of the final invoice
            • Unpaid invoices for Inactive customers are still shown in the Invoice list
    • If the  Email option is ticked in Contact Methods in their Customer Information, the invoice generated will be automatically emailed to the customer
    • This option is not available for Child customers, or for Central Billing or Fee for Service customers as EasyVend does not create invoices for these customers
  • Rebate Request: This option is only available for Trade customers if it is supported by your supplier. It is not available for other customer Billing Types or for Net Pricing vendors.
    • To email your sales/territory manager to request a rebate for the customer:
      • Click the Rebate Request button to open the email window
      • The Email To address will be the default Rebate Request Email address of your sale/territory manager as entered in General Settings
        • The address can be edited if no default is entered, or you wish to send the request to a different address
      • Edit the email message if required
      • Click Send to email the request to your sales/territory manager
  • Mark Inactive: Click to make the current customer inactive. 
    • Inactive customers:
      • Are only visible in the Customer List if Inactive is selected in the status filter
      • Are not included when importing standard orders
      • Are not included in Customer Mode when setting Delivery Sequence
    • Mark Active: For inactive customers, this option will be available to make them active again.
  • Suspend: Click to suspend the current customer.
    • Only Trade customers can be suspended
    • Suspended customers:
      • Are only visible in the Customer List if Suspended is selected in the status filter (This is selected by default)
      • Are not included when importing standard orders
      • Will not appear when selecting a customer for a new order (Through Orders, Quick Entry and Weekly Order Edit screens)
      • Will not be included when printing the Customer Order Pad report
    • Un-Suspend: For suspended customers, this option will be available to make them active again.
  • Invite Online: Click this button to automatically send an email inviting the the customer to use your online website order portal to enter their orders.
  • Save Changes: If you make any changes in the Customer tab, click this button to save your changes before exiting.

Customer Tab: Customer Information | Round and Groups | Delivery & Billing Address | Holiday Dates | Billing Information | Login

Customer Information

  • Name: Customer's Company Name
  • Customer Code: A number code used to identify the customer
    • Used when searching customers and as a customer account number.
    • When first adding a customer, EasyVend automatically inserts a customer code higher than the greatest code already used, but this can be changed.
    • Each code must be unique.
    • Customer Codes may include both letters and numbers.
    • Maximum of 10 characters; if you enter a number with more than 10 characters, you will be unable to save the customer record
    • Usually this number would not be changed once billing starts.
  • Email Address: Email correspondence such as delivery dockets and invitations to the online ordering portal will be sent to this email address.
    • Multiple email addresses can be entered by separating them with commas or semi-colons
    • If no Billing Email Address is entered, billing documents such as invoices and statements will also be sent to this address
  • Billing Email Address: The address to which the customer's billing documents such as invoices, statements, and notifications of automatic payments should be sent
    • Multiple email addresses can be entered by separating them with commas or semi-colons
    • If left blank, billing documents will be sent to Email Address
  • ABN/ACN: Enter the customer's company number such as their Australian Business number or Australian Company number.
  • Child customers: Click to open a window listing child customers attached to the displayed customer (if any).
    • In the list of children, click on a Customer Code to open that child in a new browser tab. 
    • Child customers are usually used for branches that do not get invoiced, with all invoices issued to the parent customer.
  • If this is a child customer:
    • Parent Customer: Click on the parent name to display the parent details in a new tab.
    • Sibling: Click to open a window listing any other child customers with the same parent customer.
      • In the list of siblings, click on a Customer Code to open that child in a new browser tab. 
  • Contact Details: Enter phone and fax numbers for contacting the customer, and the name of the contact person.
  • Contact Methods: Select one or more methods by which you wish to be able to contact this customer: 
    • Email Invoice: Tick this option to enable automatic emailing when invoices are generated
      • Emailed invoices are sent to the Billing Email Address or, if that is blank, to the Email Address, in the customer's detail screen
    • Email Notification: Tick this option to enable automatic emailing of cut-off time notifications
      • If the customer has an online order account, cut-off time notification emails will be sent to the email address they use for online orders
      • If the customer does not have an online orders email address, cut-off time notification emails will be sent to the Email Address in the customer details screen 
    • SMS: Tick this option to enable SMSing of cut-off time notifications
    • Print: Tick this option to enable batch printing of invoices
    • Notes:
      • Invoices:
        • Both Email and Print can be selected if needed
        • If Email is ticked here, invoices will be automatically emailed as they are generated in the Invoices screen
          • If Email is not ticked, invoices for this customer will not be included when batch emailing invoices. However, individual invoices can always be emailed when viewing the invoice from the Invoices tab in the customer screen or the Invoices option of the Customers menu.
        • If Print is ticked here, invoices will be included when batch printing invoices in the Invoices screen
      • Cut-off Time Notifications:
        • Cut-off time notifications are only sent if Cutoff Time Notification is enabled in the customer's Options tab
        • Both Email and SMS can be selected if needed
        • If Email is ticked here: 
        • If SMS is ticked here and Burst SMS has been enabled:
          • SMS will also initially be ticked in the Cut-off Time Notification screen
          • If automatic sending of cut-off time notifications is enabled in General Settings - Cutoff Notifications, automatic notifications will be sent by text message

Customer Tab: Customer Information | Round and Groups | Delivery & Billing Address | Holiday Dates | Billing Information | Login

Round And Groups 

  • Default Round: The default round indicates the usual delivery area or truck route for the customer.
  • Customer Group: Groups are used to assign customers to different categories (for example, supermarkets, cafés etc) which can be used to give subtotals when doing reports or data analysis. Customers can belong to more than one group.
    • To remove a customer from a group, click the x to the right of the group name.
  • Picking Route Code: Only visible if required by your supplier.
    • Picking Route Codes entered at the customer level are used for Central Billing:
      • If a code is entered for a particular day of the week in Picking Route in the Options tab, that code is used
      • If the code is blank for the particular delivery day, the Route Code set here is used
      • If the code is also empty here, the Route Code set for the customer's Round is used
Create Rounds and Groups to suit your requirements by adding them to the lists in General Settings.
If Picking Route Codes are required by your supplier, they are added in the General Settings tab of the General Settings screen.

 

Customer Tab: Customer Information | Round and Groups | Delivery & Billing Address | Holiday Dates | Billing Information | Login

Delivery Address and Billing Address

Enter both a Delivery Address and a Billing Address for the customer.

The Delivery Address is used for documents such as delivery dockets and run sheets, and the Billing Address is used for invoices and statements.

Holiday Dates

  • Last Delivery on and Restart On: All standard orders and orders via the online order portal will be restricted between these two dates. They will restart automatically on the restart date.
    • A warning message is displayed if you enter holiday dates and the customer already has an order added within the holiday period

Customer Tab: Customer Information | Round and Groups | Delivery & Billing Address | Holiday Dates | Billing Information | Login

Billing Information

  • Billing Type: Billing Type determines how the customer is invoiced. It cannot be changed once the customer has Orders or if they have a Standard Order. Up until then, you will be able to click Update to change it. [This restriction applies because Central Billing and Fee for Service customers can only receive products from the nominated supplier.] There are three options for Billing Type:
    • Trade is used for customers invoiced by you.
      • EasyVend will create invoices using the price structure and invoice options set in EasyVend. Billing Information, Invoice Options and Receipt Options etc will apply, and the customer's Invoices, Receipts and Payment Options tabs are available for use.
      • Customer orders can include products from any supplier
      • Customer Type will be displayed as 'Vendor Customer'
    • Central Billing is used when orders from the customer are delivered on behalf of another company such as your main supplier. Central Billing also implies you, the vendor, will be billed for the cost of those goods and then credited for the sale of those goods. Usually a delivery fee is paid to the vendor by the supplier of the goods.
    • Fee for Service implies you simply pickup and deliver the goods, with a delivery fee being paid to you by the supplier of the goods.
      • EasyVend does not create invoices for Fee for Service customers, as billing is done by your supplier.  Consequently, invoice options, along with selling price information, the customer's Invoices, Receipts and Payment Options tabs, are disabled or hidden.
      • Customer orders can include only products from the supplier specified 
      • Customer Type will be displayed as 'Supplier Customer'
  • Supplier: Required for Central Billing and Fee for Service customers only; used to specify the supplier on whose behalf you are delivering goods.
    • Central Billing and Fee for Service customers can have a single supplier only
    • When creating customer orders for Central Billing and Fee for Service customers, you will be able to include only products from the nominated supplier 
    • Note: If you also deliver and issue invoices for products from other suppliers to this customer, you will need to create a second, separate customer record with a Billing Type of 'Trade'
  • Account Number (Trade customers only): An internally generated ID created when the customer record is added
    • Not displayed for Central Billing or Fee for Service customers
  • Supplier Account Number  (Central Billing and Fee for Service customers only): The account number used by the supplier for this customer
    • Enter the customer's account number as issued by the supplier.
    • Any documentation sent to the supplier or to the customer will contain this account number.
    • Not displayed for Trade customers
  • Organisation (Foodstuffs Integration only): Select the Organisation this Foodstuffs customer falls under. Leave blank where the customer is not a Foodstuffs customer.
  • Foodstuffs Store Code (Foodstuffs Integration only): This is the Store Code used to identify a Customer when importing Orders from Foodstuffs eXchange. This value must match the Store Code in Foodstuffs eXchange to correctly import Orders under this Customer. (If the Store Code is not found, a new Customer will be added if an Order comes in for them.)
  • Days Between Invoices: Days Between Invoices determines how frequently a trade customer will be invoiced. This can be changed at any time.
    • The starting date for the Days Between Invoices is from the day after Next Invoice Date:
      • Any un-invoiced orders up to and including the Next Invoice Date that you specify will be included in the invoice generated on that Next Invoice Date.
      • From then on, invoices are generated at the frequency set in Days Between Invoices: 
        • Next Invoice Date is updated automatically each time an invoice is generated, based on Next Invoice Date + Days Between Invoices. 
      • See the examples below.
    • 1 - Daily: An invoice is generated on the Next Invoice Date specified, after which an invoice is produced daily for each day on which the customer has orders 
    • 7 - Weekly: An invoice is generated on the Next Invoice Date specified, after which an invoice will be produced weekly on the same day of the week
    • 14 - Fortnightly: An invoice is generated on the Next Invoice Date specified, after which an invoice will be produced every two weeks on the same day of the week
    • 28 - Four Weekly: An invoice is generated on the Next Invoice Date specified, after which an invoice will be produced every four weeks on the same day of the week
    • 99 - Monthly: An invoice is generated on the Next Invoice Date specified, after which an invoice will be produced on the same date each month
      • Because February only has 28 or 29 days, all 99 - Monthly invoicing periods with a Next Invoice Date greater than the 28th of the month will eventually revert to an invoicing date of the 28th of each month
      • Use 100 - Month End if want the customer to be invoiced on the last day of each month
    • 100 - Month End: An invoice is generated on the Next Invoice Date specified, after which an invoice will be produced on the last day of each month
      • If your Next Invoice Date is currently in the middle of the month:
        • An invoice is generated for all un-invoiced orders up to and including the Next Invoice Date
        • Because Days Between Invoices is set to 100 - Month End, the Next Invoice Date is then automatically set to the last day of that month
    • Example 1 - changing the invoicing frequency from weekly to daily:
      • Today is Tuesday. You are currently invoicing the customer weekly on Fridays. The last invoice was last Friday. From tomorrow, you want to start invoicing daily. 
        • Change Days Between Invoices to 1 - Daily
        • Edit Next Invoice Date to change it from next Friday to tomorrow (Wednesday)
      • An invoice for the customer will be produced on the Next Invoice Date - Wednesday; it will include all un-invoiced orders since the last invoice on the previous Friday, up to and including the Wednesday.
      • When Wednesday's invoice is generated, the Next Invoice Date will be automatically updated to the Thursday (because the Days Between Invoices has been set to 1)
      • From then on, invoices for the customer will be produced daily.
    • Example 2 - Four Weekly
      • The Customer's Days Between Invoices is currently set to 14 - Fortnightly and their Next Invoice Date is, say, 20 June. After that, you want the customer to be billed every 4 weeks instead of every 2 weeks
        • Change Days Between Invoices to 28 - Four Weekly
      • Because Days Between Invoices is set to 28 - Four Weekly, when the 20 June invoice is generated the Next Invoice Date will be automatically updated to the 20 June + 28 days, which is 18 July
      • From then on, invoices for the customer will be generated on the same day of the week every four weeks
    • Example 3a - Monthly
      • The Customer's Days Between Invoices is currently set to 14 - Fortnightly and their Next Invoice Date is, say, 20 June. After that, you want the customer to be billed on the 20th of each month
        • Change Days Between Invoices to 99 - Monthly
      • Because Days Between Invoices is set to 99 - Monthly, when the 20 June invoice is generated the Next Invoice Date will be automatically updated to the 20 July
      • From then on, invoices for the customer will be generated on the 20th of each month
    • Example 3b - Monthly and non-existent dates
      • The Customer's Days Between Invoices is currently set to 14 - Fortnightly and their Next Invoice Date is 30 June. After that, you want the customer to be billed on the 30th of each month
        • Change Days Between Invoices to 99 - Monthly
      • Because Days Between Invoices is set to 99 - Monthly, when the 30 June invoice is generated the Next Invoice Date will be automatically updated to the 30 July
      • From then on, invoices for the customer will be generated on the 30th of each month ... until you get to February, which only has 28 or 29 days
      • Because 30 February does not exist, when the 30 January invoice is generated, the Next Invoice Date will be set to 28 February
      • From then on, invoices for the customer will be generated on the 28th of each month
    • Example 4 - Month End
      • The Customer's Days Between Invoices is currently set to 14 - Fortnightly and their Next Invoice Date is, say, 20 June. After that, you want the customer to be billed on the last day of each month.
        • Change Days Between Invoices to 100 - Month End
      • An invoice for the customer will be generated on the current Next Invoice Date - 20 June; it will include all un-invoiced orders up to and including 20 June
      • Because Days Between Invoices is set to 100 - Month End, when the 20 June invoice is generated the Next Invoice Date will be automatically updated to the last day of that month - 30 June
      • From then on, invoices for the customer will be generated on the last day of each month
  • Next Invoice Date: The next invoice date is usually set when first adding a trade customer, but, if an invoice is needed on a date other than that shown, this date can be changed at any time by clicking Edit.
  • Tax Exempt: Check this box if the customer has a declaration for exemption issued by the government. All goods sold will automatically exclude the GST charge.
  • Price Level: Multiple price levels can be set up in General Settings. These price levels then apply to each product. For Trade customers, select the price level used for sales to this customer from the drop-down list.
    • If the customer does not fit into any price level because they are charged different prices for some or all products:
      • If you only want to change the selling price for some products, select the price level that applies to the other products.
      • If you want to charge special prices for all their products, you may want to set up a 'List Price' price level and assign it to the customer
      • Create a Standard Order for the customer, and create their special pricing by adding an adjustment for each product in their standard order
    • Price level does not apply to supplier customers (Central Billing and Fee for Service) as they are invoiced by the supplier
  • Invoice Due Date: This value set is in days, either After the Invoice Date or After the Invoice Month (End of Month). Customers must make payments by the due date determined by the Invoice Due Date.
    • If the customer has Auto Debit Credit Card or Auto Debit Bank Account turned on in the Payment Options tab, the payment will automatically be deducted on the due date and applied to the invoice automatically.
    • If you want the Due Date of invoices to be the Invoice Date, set the Credit Term to 0.
    • If the customer has overdue invoice(s);
    • In Sales Reports:
      • You can select whether the Debtors Report is based on Invoice Date or on Due Date
      • The Aged Debtors Report is based on Due Date
  • Credit Limit: Enter the maximum amount of credit you want to allow for this customer
    • When determining if the credit limit has been reached, both unpaid invoices and previous orders that have not yet been invoiced are included. The new order amount is not used to determine if the order exceeds credit limit.
    • When the customer's credit limit is reached:
      • The Current Balance is displayed in red in the Billing Information section of the customer details screen
      • A red warning message is displayed when adding or updating an order for them in My Orders
      • For online orders, if the customer is over their credit limit they will be prompted to make an online payment before continuing

Customer Tab: Customer Information | Round and Groups | Delivery & Billing Address | Holiday Dates | Billing Information | Login

Login

 

Options Tab

Options Tab: Options | Invoice Information | Fee to be added to each invoice | Fee to be added to each order | Docket Information | Round | Picking Route | Receipt Information | Notes

  • Save Changes: Click to save any changes you make in this section

Options

  • Cutoff Time Notification: Tick this option to enable cut-off time notifications to be sent to this customer
  • Minimum Online Order - $: Set the minimum order value when the customer is ordering via the online order portal or Easy Orders app
    • For this option to have effect, you must also enable Show Price Column in General Settings - Website Settings 
    • If a minimum order value is set, this customer will be unable to submit an order if the total value of the order is below the amount you specify
    • Leave blank or enter 0 if you do not want to set a minimum order value for this customer
    • This setting does not affect orders you enter via EasyVend
  • Minimum Online Order - Litres: Set the minimum total literage for an order when the customer is ordering via the online order portal or EasyVend Orders app
    • For this option to have effect, you must also enable Show Price Column in General Settings - Website Settings 
    • If a minimum order literage is set, this customer will be unable to submit an order if the total literage of the order is below the volume you specify
    • Leave blank or enter 0 if you do not want to set a minimum order literage for this customer
    • This setting does not affect orders you enter via EasyVend
    • Note: If you set both a minimum value and a minimum literage, the customer will be unable to place an online order unless both criteria are satisfied
  • Authority to Leave: For future use 
  • Order Whole Crate: Tick this option to enforce ordering of whole Order Crates/Boxes when the customer places an online order via your website or the EasyVend Orders app. 
    • This feature works in conjunction with the Order Crating/Box quantity set for some or all products
    • For those products which have a quantity in Order Crating/Box, when Order Whole Crate is ticked:
      • The customer's Standard Order quantities must be in multiples of the crating/box quantity, and
      • When they customer places an online order, the quantity must be in multiples of the crating/box quantity
    • For more information on setting up this option, see Enforcing Whole Crates/Boxes for customer online orders in the My Orders documentation 

Invoice Information

  • Invoice Rounding: The invoice total will be rounded to the nearest 1, 5 or 10 cents.
  • Discount Percentage (%): Specify a percentage value to discount the total invoice.
    • The discount is calculated on the total invoice amount before rounding and before any fee added to the invoice
    • Discounts are only applied when goods are invoiced, so doing a sales report before an invoice is created will not reflect the discount amount
  • Number of Invoices to print: This determines how many copies of each invoice are printed for the customer when batch printing invoices.
    • Emailed invoices are not effected by this setting
  • Invoice Message: If required, select a message that will be automatically printed on this customer's invoices.
    • You can create custom invoice messages in the Invoice & Docket Messages section of General Settings in the Settings menu.
    • You can also create a separate message that is printed on all invoices for all customers by adding an Invoice Footer in the Report Settings section of General Settings.
  • Auto Create Cash Receipt: If ticked, invoices created through MiniVend will be automatically paid with a Cash Receipt
    • This setting has no impact on invoices generated within EasyVend Web itself
    • This is only used for deliveries to customers that are not allowed any credit (i.e. cash on delivery or no delivery is made). Never tick this box if there is a chance a delivery could be made without receiving a payment.
  • Show Product Group Only: When this box is ticked, orders for parent and child products will be totalled on the invoice.
    • Only the description of the parent product is displayed, but quantity includes both the parent and its child products.
  • Invoice Layout: Select the Invoice Layout to be used for this customer's invoices.
    • Multiple Invoice Layouts can be created in the Invoice Layout Configuration section of General Settings in the Settings menu.
    • Layouts allow you to select what is included in invoices that use this layout: Product Codes, Docket Numbers, PO references, Past Due information, Unpaid Invoices and Bpay.
  • Default Rebate Type: If your receive rebates from your supplier for this customer, you can set a default rebate type to be used when adding rebates

Fee to be added to each invoice

  • Amount Ex GST:  If extra charges are required such as a Delivery Fee, enter the amount (excluding GST) here
  • Description: Enter a description of the fee; this description will be printed on the invoice
  • Apply GST: Tick this option to add GST to the fee
    • Virtually all fees attract GST, so this option should be ticked
    • This fee will be automatically added to every invoice generated for the customer from:
      • Customers → Invoices → Generate Invoices 
      • Customers → Customers → Customer Details → Customer tab → Generate Invoice
    • The fee will NOT be applied to invoices generated via the online order portal or via the Order Details screen
    • If you have added a discount % to be applied to invoices, the fee entered here is NOT discounted

Fee to be added to each order

  • Fee Description: This label will be replaced with the Fee Description entered into General Settings
    • Default (Disabled/Enabled): This will enable or disable the automatic addition of the Order Fee to this customer's orders based on the setting in General Settings (If "Selected Customers" then Default will be "Disabled", if "All Customers" then Default will be "Enabled")
    • Enabled: The Order Fee will be automatically added to orders for this customer
    • Disabled: The Order Fee will not be automatically added to orders for this customer (it can still be added manually if the Order Fee is enabled in General Settings)
  • Amount (Ex GST)
    • Default: Use the Amount (Ex GST) set in General Settings
    • Custom: Set a custom amount for this customer
  • Apply GST: This cannot be set per-customer and will be set based on the Apply GST setting in General Settings. Apply GST will always be unticked for customers that are Tax Exempt

Docket Information 

  • Number of Dockets to print: This determines how many copies are printed for the customer when batch printing dockets.
    • More than one copy may be needed if, for example, you wish to keep a signed file copy for proof of delivery 
    • If set to zero (0), dockets for this Customer will not be generated when batch printing dockets or when marking an order as Delivered in MiniVend
    • Increasing the number to more than 1 does not effect MiniVend as electronic dockets are emailed and stored as a digital copy
    • When batch printing, you have the option of ignoring this customer setting and printing 1 or more copies of each of the selected dockets; this option is useful if, for example, you use delivery dockets as picking slips
  • Docket Message: If required, select a message that will be automatically printed on this customer's dockets.
    • You can create custom docket messages in the Invoice & Docket Messages section of General Settings in the Settings menu.
    • You can also create a separate message that is printed on all dockets for all customers by adding a Docket Footer in the Report Settings section of General Settings.
  • Docket Layout: Select the Docket Layout to be used for this customer's dockets.
    • Multiple Docket Layouts can be created in the Docket Layout Configuration section of General Settings in the Settings menu.
    • Layouts allow you to select what is included in dockets that use this layout: Product Codes, Pricing and Crating
  • Show Product Group Only: When this box is ticked, orders for parent and child products will be totalled on the docket.
    • Only the description of the parent product is displayed, but quantity includes both the parent and its child products.

Round 

The Default Round for the customer is set in the Customer tab. If you have days where deliveries are done as part of a different Round, you can specify the different Round for each delivery day here.

Picking Route

  • Only visible if required by your supplier.
  • Before selecting Picking Routes, you must have created a list of available Picking Routes:
    • Select General Settings from the Settings menu
    • Select the General Settings tab
    • In Picking Route Code List, enter your picking route codes as a comma separated list with no spaces
    • Click Save Changes
  • Once your Picking Route Codes have been entered in General Settings, the codes are available for selection from the drop-down list
  • Picking Route Codes entered at the customer level are used for Central Billing:
    • If a code is selected for a particular day of the week, that code is used
    • If the code is blank for the delivery day, the Route Code set in the customer's Rounds and Groups is used
    • If that code is also empty, the Route Code set for the customer's Round is used

Receipt Information

  • Bank Details: If a customer payments are received by the same method each time, the details can be entered here.
    • When adding receipts, the new receipt will automatically populate with the information entered here, speeding up data entry.
    • This information is included when printing a Bank Deposit Slip for cheques.
    • The maximum length for each field is:
      • Drawer: 40 characters
      • Bank: 30 characters
      • Branch: 30 characters 
  • Auto Allocate receipt: If this option is ticked:
  • Payment Method: Select the payment method to be used as the default when adding receipts for this customer.

Notes

  • Run Sheet Notes: Notes entered here will be printed below the customer deliveries on the daily Run Sheet for Deliveries Report and on the Weekly Run Sheet Report. See Run Reports for more information on the various run sheet reports available.
  • Note: Any note entered in this field is for your view only - it will not be printed on any reports.

  • If you have a lot of text in either of the Notes, you can expand the box by dragging down the bottom right corner of the box.

 

Payment Options Tab

This tab is available for Trade customers. The options in the tab are only available if you have a merchant account approved and activated by JealTech staff. This will enable the payment gateway.

If you have not yet enabled the payment gateway, the tab has a link to a page with an introduction to enabling credit card payments via the payment gateway.

When setting up the payment gateway, you will have the option of setting a percentage surcharge to be applied to payments made by your customers via the payment gateway. For details on how the surcharge is applied and invoiced to the customer, please refer to The Payment Gateway, Online Website and Customer Order Portal.

Note: The option to debit the customer's bank account has not yet been implemented. The payment gateway currently only accepts debit/credit cards.

Upon agreement with the customer, customer debit/credit card details can be entered in the Payment Options tab, and auto debiting of invoices on their due date can be enabled. All details are stored with a secure Payment Gateway company.

This option only applies to customers who have a Billing Type of "Trade", as "Central Billing" and "Fee for Service" customers are invoiced by the supplier.

  • Credit Card: Details of the customer's debit/credit card to be debited
  • Update: Click this button to open a window where you can update the customer's credit/debit card information
  • Remove: If the customer is no longer being debited automatically, click this button to delete their card details from your data
  • Enable Auto Debit When Invoice is Due: Select Auto Debit Credit Card from the drop-down list to enable automatic debiting of the customer's card on (or after) an invoice's due date. If this option is selected, any existing outstanding invoices for the customer will also be debited automatically.
  • If Disable Auto-Debit for Customer if Card is Declined is enabled in Settings > General Settings, EasyVend will automatically change this option to Suspended when the customer’s card payment is declined. This helps prevent repeated failed payment attempts and unnecessary gateway fees. Auto-Debit will be re-enabled automatically once a manual payment is entered or a later payment is successfully processed.
  • Click Save Changes
  • Direct Debit Agreement: Click this button to open a window that allows you to email your Direct Debit Agreement, Terms & Conditions and Privacy Policy to the customer
    • To set the text of the Direct Debit Agreement, Terms & Conditions, and Privacy Policy:
    • If an email address has already been entered for the customer, it will be filled in
    • If required, the wording of the Direct Debit Agreement can be edited before sending the email
    • If required, attach the Terms & Conditions and Privacy Policy to the email
    • You may like to email a copy to yourself for your records
    • Click Send

Once the payment gateway is enabled, the Receipts Reports option in the Reports menu will enable you to print a Declined Transaction Report. This report lists the invoices for which payment via the payment gateway was declined in the selected date range. The report is also automatically emailed to the you each day there is a declined transaction.

Automatic Direct Debits - Important Notes

  • Automatic Debits to credit/debit cards occur at 8am AET each day
  • If an automatic debit succeeds, the customer will receive an email to notify them of the successful debit
    • To view and/or edit the wording of this email:
  • If an automatic debit to a credit/debit card fails:
    • The invoice remains unpaid
    • The vendor will be emailed a copy of the Declined Transaction Report
    • The customer will receive an email with information on the direct debit failure
      • To view and/or edit the wording of this email:
    • The automatic debit is tried again the next day
  • If the automatic debit to a credit/debit card fails 3 times:
    • The invoice is marked as "debit failed" and the automatic debit for that invoice will not be tried again

 

Rental Fee Tab

Rental Fees are are the fee schedule for a rental asset that is rented out to a specific customer. Rental fees are automatically invoiced based on the schedule you configure.

To enable Rental Asset Management, please contact the JealTech team on 02 9188 4470.

Initially a list of existing Rental Fees is displayed. In this list screen you can:

  • Change the sort order of the list by clicking on a column header
  • Show/Hide Inactive rental fees
  • Select an existing rental fee from the list to display its details

Once you have selected or created a rental fee, the rental fee details screen will enable you to:

  • Update the details of the rental fee
  • Mark the rental fee as inactive
  • Generate the next invoice for the rental fee
  • Delete the rental fee

When a rental asset is returned by the customer, click Mark Returned in the Rental Fee details screen.
This updates the status to Returned, removes the asset from the customer’s active list, and stops future invoices from generating for that rental. You can also use Mark Inactive to pause billing without marking the item as returned, or Mark Active to resume billing for inactive or returned items.

Rental Fee Status Options:

  • Active: Rental is in use and invoiced normally.
  • Inactive: Rental is on hold; no invoices are generated.
  • Returned: The rental item has been returned and is no longer billed.
  • Deleted: Rental record has been permanently removed.

Adding a New Rental Fee

New rental fees can be added from the rental fee list or from the rental fee details screen of an existing rental fee.

  • Click Create New Rental
  • The New Rental Fee tab is displayed
  • Enter the details for the new rental fee
    • The PO Reference field will automatically populate with the customer’s default PO or Order Reference.
    • You can edit this field if a specific PO number or site ID needs to appear on the recurring rental invoice.
    • The entered PO Reference will be shown on generated rental invoices and included in rental reports.
  • Click Save Changes
  • Click Generate Invoice if you want to start billing immediately

Note: Including the correct PO Reference ensures invoices are accepted by customers who require site IDs or purchase order numbers on all rental billing.

Sign Up Agreement Online 

EasyVend allows vendors to send and collect rental agreement signatures online. This makes it easy for customers to sign their Equipment Rental Agreements from any device and ensures all signed documents are stored securely in the system.

Select an existing rental or create a new one.

  • Click Sign Up Agreement Online to open the rental agreement email window.
  • The window includes the customer’s email, subject, and message template.
  • Review or edit the message if needed, then click Send to email the agreement link to the customer.
  • The customer receives an email with a secure link to view and sign their agreement online.
  • Once signed, the agreement is automatically saved against the customer record with the Signed-On date shown in the list.
  • Signed agreements can also be viewed or printed at any time.

Note: Customers can sign on desktop, tablet, or mobile devices using a mouse or touch input.

Rental Fee Details

  • Rental Asset: This is the rental asset that is being rented out to this customer. Rental assets are managed in the Rental Asset Management screen.
  • Fee Description: The name given to the rental fee. This will appear on invoices for the rental fee.
  • Billing Start: The date that billing for the rental fee starts.
  • Billing End: The date that billing for the rental fee ends. (Optional)
  • Billing Paid To: The date that has been invoiced up to. This updates automatically as invoices are generated for the rental fee.
  • Inactive: Whether the rental fee is active or not. This will automatically be set once the Billing End Date has passed. Inactive rental fees will not be invoiced.
  • Billing Frequency: How often the customer is invoiced for the rental asset.
  • Unit Price Ex: Unit Price for the rental asset excluding GST.
  • Apply Tax: Whether tax applies to the rental fee or not.
  • Unit Price Inc: Unit Price for the rental asset including GST.
  • Qty: The number of units for this rental fee (Default: 1)
  • Total Amount: The total amount that will be charged per rental fee invoice including GST.
  • Invoice Advance Days: The number of days in advance to invoice the customer for the rental fee, based on when the current billing cycle ends.

Invoices for rental fees will be generated automatically in the background each day based on the Billing Start and End, Billing Paid To, Billing Frequency and Invoice Advance Days settings for the rental fee. If you set the Billing Start to a day in the future when it you create the rental fee, it will not start invoicing the customer until that date.

If a billing cycle would go beyond the Billing End date, then the invoice will be pro-rated to only charge for the period up to the Billing End date.

Note: Only Active rental fees generate invoices. Inactive and Returned rental fees remain visible but are excluded from automatic billing.

 

Orders Tab

The Orders tab displays a list of existing orders for this customer.

The Orders List

  • Click on a column header to sort order by that field; click again to sort the column in reverse order.
  • Click on a number in the Order Number column to open that order in a new browser tab.
  • Use the navigation controls at the bottom of the list to set the number of items displayed per page, and to move between pages.

 

Invoices Tab

 For Trade customers, the Invoices tab displays the current balance owed by the customer and a list of their invoices.

  • Charge Credit Card $: This option is available if you have the payment gateway set up and the customer's debit/credit card details are entered in payment options.
    • You can select one or more unpaid invoices in the invoice list for payment. The amount that will be charged to the card is updated as invoices are selected.
  • Charge Bank Account $: This option is available if you have the payment gateway set up and the customer's bank account details are entered in payment options.
    • You can select one or more unpaid invoices in the invoice list for payment. The amount that will be charged to the bank account is updated as invoices are selected.
  • Paid $: Create a receipt for unpaid invoices when you receive a payment from the customer. 
    • Select one or more unpaid invoices in the invoice list by ticking their checkbox in the Pay column - the amount of the receipt is updated as invoices are selected.
    • Check that this amount is the same as the actual amount received from the customer.
    • Click Paid$ - a receipt is created dated with your Working Date
  • New Invoice: Create a new, manual invoice for this customer.
    • Invoices created in this way allow you to enter a description of up to 50 characters, and an amount; they are not related to invoices generated for orders delivered.
  • Email: Email selected invoices to the customer
  • See Invoices for an overview of invoices in EasyVend and information on generating and batch printing/emailing invoices.

The Invoice List

  • Click on a column header to sort the list by that field; click again to sort the column in reverse order.
  • Pay Checkbox: Unpaid invoices have a checkbox on the left. You can select the invoices for which you have received a payment from the customer or for which you wish to debit the customer.
    • Tick the checkbox in the column header to select/deselect all unpaid invoices.
    • If you have received money from the customer for specific invoices, you can create a receipt:
      • Select those invoices that the customer has now paid
      • Check that the total amount on the Paid button is the same as the actual payment by the customer.
      • Click Paid to create the receipt.
    • If you are debiting the customer's debit/credit card or bank account:
      • Select the invoices for which you are debiting the customer.
      • Click Charge Credit Card or Charge Bank Account to debit the customer's card or account and create a receipt
    • See Receipts for an overview of receipts in EasyVend and other ways receipts may be added.
  • Click on a number in the Invoice Number column to display the Invoice Details screen in a new browser tab.
    • From this screen you can print the invoice, email the invoice (with additional files attached if required), and, for unpaid invoices, add a payment or write off or cancel the invoice
  • Email Checkbox: Select the invoices to be emailed to the customer
  • Click the  icon on the right to open a menu that allows you to cancel or print the invoice.
    • Invoices that have been posted to Xero or MYOB cannot be cancelled unless they are unposted first.
  • Use the navigation controls at the bottom of the list to set the number of items displayed per page, and to move between pages.

Emailing Invoices

  • For each invoice you wish to email to the customer, tick the checkbox in the Email column
    • The Email button is enabled once at least one invoice is selected
    • The selected invoices will be automatically attached to the email as PDF files
  • Click Email
  • The Send Email window is displayed with your default subject line and message
  • In the Send Email window you can, if required:
    • Update the subject line and/or message
    • Update/add the customer's email address
      • To enter multiple email addresses, separate them with a semi-colon
    • Add an email address for sending a blind carbon copy (for example, enter your own email address if you wish to send a copy of the email to yourself)
    • Attach additional files from your computer
      • Click Choose Files
      • Select the additional files from your computer
      • Note: The selected invoices are attached automatically; use this option only to attach any additional files required
  • Once you have made any changes required, click Send

  • When the email is sent successfully:
    • The selected invoices are de-selected automatically, and
    • The Emailed On column for the emailed invoices will be updated automatically with the date of sending

 

Receipts Tab

The Receipts tab displays the current balance owed by the customer and a list of list of receipts from the customer. 

The Receipts List

  • Click on a column header to sort the list by that field; click again to sort the column in reverse order.
  • Click the  icon on the left to open a menu that allows you to:
    • Manually allocate the receipt to unpaid invoices.
    • Delete receipts that have been manually added in EasyVend.
      • Receipts debited to the customer via the payment gateway cannot be deleted.
      • Receipts posted to Xero or MYOB cannot be deleted unless they are unposted first.
  • Click on a number in the Receipt Number column to display the Receipt Details screen in a new browser tab.
    • From this screen you can update, allocate or delete the receipt
  • Use the navigation controls at the bottom of the list to set the number of items displayed per page, and to move between pages.

 

Returnable Containers Tab

The Returnable Containers tab allows you to track the customer's balance of Container products.

Returnable Containers

  • Displays a list of any containers that the customer has a balance for
  • Balance displayed is as of the current date

Container Transactions

  • Select a Container: Select the container product that you want to see the transactions for
  • From and To: Filter container transactions to the specified date range
  • Click Search to display the list of transactions
  • Create Adjustment allows you to add a manual adjustment to the customer's container balance
    • Container: The container you are adjusting the balance for
    • Adjustment Date: The date that the adjustment should apply
    • Qty: The adjustment amount
    • Note: The reason for the adjustment
  • Transaction List
    • Date: The date of the transaction
    • Type: Whether the transaction is from an Order or an Adjustment
    • Order#: The Order Number (and link), where the transaction is from an Order
    • Description: For an Order transaction, the Product Name of the product sold with a container. For an Adjustment transaction, the Note.
    • Delivery Qty: The number of containers delivered with the order (or the adjustment amount)
    • Return Qty: The number of containers returned with the order
    • Balance: A running total of the container balance

To enable Container Management, please contact the JealTech team on 02 9188 4470.

For full setup instructions and details on recording container returns in orders, MiniVend Delivery, invoices and dockets, see Returnable Containers.

 

Standard Orders Tab

The Standard Orders tab allows you to:

  • Specify the days the customer usually receives deliveries
  • Set a default Customer PO or Reference number to be used when customer orders are created
  • Add the products usually ordered by the customer
    • If the customer's Billing Type is Central Billing or Fee for Service, only products from the nominated supplier can be added to Standard Orders
  • If you have subscribed to the the Online Website module of EasyVend, you can add the customer's standard order to the Favourites the customer sees when using the Online Order Portal
  • Optionally:
  • For Trade customers:
    • Adjust the customer's pricing for each product if the selling price for the product varies from the price calculated for their price level
    • Print a customer price list based on the standard order and pricing for that customer

When you Import Standard Orders or use Create New in My Orders, the Standard Order you create here will be imported into the new customer order.

Notes:

NOTE: If your customers order online via your website or the app: 

  • Importing Standard Orders:
    • If the customer has not yet created an online order for the order date:
      • Importing standard orders will create an existing order in EasyVend and on the the online ordering website
        • When they log in, the customer will receive a prompt to edit the existing order, rather than creating a new order
      • If you create orders with no quantities, your online customers will have to enter quantities into the existing empty order, which is more difficult than creating a new order
        • For customers with no quantities in their Standard Orders, we recommend:
          • In each online customer's Standard Orders tab, click Add to Favourites
            • This will add all products in the standard order to the customer's Favourites list in the Online Order Portal, making creating a new order fast and easy for the customer
          • Ensure Only Import Order with Qty is ticked when importing Standard Orders
    • If the customer has already created an order for the order date via the online order website:
      • An additional order will NOT be created
        • This is to prevent accidentally creating duplicate orders when standard orders are not imported until after the customer has already placed an order
        • If you want the customers' standard orders to be available to them when they order online, be sure to import standard orders in advance of the time customers are likely to be placing online orders

 

  • Delivery Frequency: Select the delivery frequency from the drop-down list:
    • Weekly: For deliveries on one or more days each week
    • Fortnightly: For deliveries one day a fortnight
    • X-weekly: For deliveries on one day every X weeks (Options are 3-8)
  • Usual Delivery Day(s):
    • Weekly delivery frequency:
    • Fortnightly/X-weekly delivery frequency:
      • From the drop-down list, select the day of the week on which your fortnightly or 4-weekly delivery occurs
      • For the selected day:
        • Standard orders will be imported into My Orders once each period
          • If the customer has no previous orders, the import will occur the next time an order is created for the selected day
          • If the customer has a previous order for the selected day, the period will be determined from that previous order. For example:
            • You have a customer to whom you deliver every second Monday, with a previous delivery on Monday, 1st of the month
            • On the 7th of the month, you create a fortnightly Standard Order for Monday deliveries
            • When Standard Orders are imported, EasyVend will see the previous delivery on the 1st of the month, and will calculate that the standard order should not be imported until the 15th of the month
        • Customers who use the online order portal/Easy Orders app can only place orders for the selected day in each period
  • Note: If an order is marked as Delivered with all product quantities set to 0, EasyVend will still process the order as Invoiced when generating invoices. This ensures that fortnightly and other repeating Standard Orders continue generating as normal, even if the customer skips a delivery week. This behaviour also applies when deliveries are marked in MiniVend, as these updates are often done out on the run.

    In addition, customers using the MiniVend Web can place orders for any day directly from their customer screen, not just their usual delivery day.

  • Default Purchase Order Reference:
  • Enable Import and Invoice Standard Order in Advance
    • This option allows EasyVend to automatically import a customer’s Standard Order in advance and invoice it immediately. This feature is designed for customers who are billed regularly, such as weekly or monthly bottled water deliveries, and need their invoices generated ahead of time.
    • Enabling Automatic Import and Invoicing
      • Review and confirm the customer’s standard order products, quantities, and prices. Tick Enable Import and Invoice Standard Order in Advance. Enter the number of Days in advance that EasyVend should import and invoice the Standard Order.
      • For example, entering 7 means the customer’s order will be imported and invoiced 7 days before the delivery date.
      • Click Save Changes.

When enabled, EasyVend will automatically import and invoice the Standard Order for each delivery cycle, eliminating the need to manually generate invoices.

How It Works

The imported and invoiced order will appear in the My Orders list and be included in all standard reports. Any price or rebate changes made before the import will automatically apply to the generated order. Invoices are created instantly when the order is imported.Delivery and invoicing remain linked, even though invoicing happens early.

Example

A water vendor invoices business clients weekly in advance for their upcoming bottled water deliveries.
By setting Enable Import and Invoice Standard Order in Advance = 7 Days, EasyVend automatically imports and invoices each client’s order every Monday for delivery the following week, saving time and ensuring consistent billing.

Notes: This option is configured per customer within their Standard Orders tab. The customer must already have a valid Standard Order set up for the automation to occur. Works with all billing methods, including Direct Debit and Payment Gateway. You can still manually edit or delete the imported order if required before delivery.

The Standard Orders List

  • Product Code: If you know it, type in the Product Code of the item to be added to the standard order
  • Product: Instead of typing in the product code, you can select the product from the drop-down list
  • Order Type: Select whether the quantities entered are standard delivery quantities, or are Build To quantities
  • : This icon indicates ordering of whole Order Crates/Boxes will be enforced when entering a standard order quantity for this product, and when the customer places an online order via your website or the EasyVend Orders app.
    • It is displayed if:
    • Click to display the tooltip which includes the Order Crating/Box quantity for this product
    • If a standard order quantity is entered that is not a multiple of the quantity in the product's Order Crating/Box field, the quantity will be automatically rounded up to the next whole crate/box
  • Days of the week/Qty:
    • For weekly orders, enter the quantity (if any) for each day of the week
    • For fortnightly/4-weekly orders, enter the quantity (if any) usually delivered on the day you deliver each period 
    • For each product, the Order Type determines whether the quantities entered are treated as Standard or Build To quantities
  • For Trade customers:
    • Unit Price: Displays the unit price as calculated for the customer's price level (including GST and the CDS fee, if applicable)
      • Note: If Norco is your main supplier, for Trade customers: 
        • The Unit Price is calculated from the current Base Price and rebate information provided by Norco 
        • For products with a Norco rebate, click the  in the Adjustment column to see the figures used to calculate the Unit Price
        • Rebate information for each product can be viewed in each trade customer's Norco Rebate tab
    • Adjustment: If required, enter an adjustment to the selling price that will apply only to this customer
      • Enter a positive figure to increase the price, or a negative figure to decrease it
      • Percentage adjustments are applied to the Unit Price excluding any CDS fee
    • Adjustment Type: The adjustment you enter can be either a dollar and cents amount, or a percentage; the currently selected type is shown in green.
      • If the adjustment you enter is an amount, click $
      • If it is a percentage, click %
    • CDS: Displays a tick for products where the price list indicates that the CDS fee applies
    • End Price: Displays the final selling price after adjustment; it includes GST and the CDS fee, if applicable
  • x: Click to remove the product from the standard order
  • Use the navigation controls at the bottom of the list to set the number of items displayed per page, and to move between pages.

 

Rebates Tab

The Rebates tab displays a list of existing products attracting rebates, if any. You can change the date in Changes to rebates will be effective from to see the rebate rates effective on the selected date.

If the customer does not yet have any rebates, the list of rebate products will be empty and you will need to add the rebate products. Once the customer has rebates added, the existing rebates can be updated by choosing the date from which the new rebate rates will apply and then making changes as required.

Adding New Rebates

  1. Changes to rebates will be effective from: Select the date from which the new rebates are to apply
  2. Add the rebate products for this customer:
    • Click Add Product to go to the blank line at the end of the list
    • Enter the details for each product: 
      • Product Code: If you know it, type in the Product Code of the item to be added
      • Product Description: Instead of typing in the product code, you can select the product from the drop-down list
        • Press <Spacebar> or click in the field to open the list and display the search field at the top of the list
        • Type in a partial Product Name, Product Code, or Supplier Product Code to filter the list
        • You can use the up and down arrows to move through the list, and press <Enter> to select the highlighted product
      • Rebate Type: Select from the drop-down list if it is different from the default
      • Rebate ex GST (in Cents): Enter the GST-exclusive rebate amount per unit/litre in cents
  3. Click Save Changes once all products have been entered
  4. Click the x on the right to delete an unsaved rebate product from the list
    • Once a rebate product has been saved, it can no longer be deleted (though it can be deactivated from the effective date onwards by ticking the checkbox in the Delete column)

Note: You cannot add duplicate products. If a product is already in the list and you try to add it again, the Save Changes button will be disabled and the duplicate entry will be highlighted in red.

Updating Rebates

  • Changes to rebates will be effective from: Select the date from which the new rebate rates will apply
  • Update the rebates for this customer by:
    • Changing the rebate details for an existing product
    • Adding a new product
      • You cannot add duplicate products. If you a product is already in the list and you try to add it again, the Save Changes button will be disabled and the duplicate entry will be highlighted in red.
    • Marking an existing rebate as 'deleted' by ticking the checkbox in the Delete column
      • The product is not deleted, as the old rebate rate still applies up until the date selected for Changes to rebates will be effective from
  • Click Save Changes to update the rebates

 

Rebate History Tab

The Rebate History tab allows you to view all rebates that have applied over time.

  • To filter the list to display this customer's rebate history for a single product, in the Rebate History tab:
    • Select the product from the drop-down list
      • Press <Spacebar> or click in the field to open the list and display the search field at the top of the list
      • Type in a partial Product Name or Product Code to filter the list
      • You can use the up and down arrows to move through the list, and press <Enter> to select the highlighted product
    • Click Search
  • To delete the most recent rebate record for a product
    • Click the x on the right
    • Answer Yes when asked to confirm the deletion
    • The effective rebate rate will be rolled back to the previous rate

    • Notes:
      • Only the last (most recent) rebate can be deleted
      • If you already have customer orders for the products affected by the deleted rebate, use Reget Prices to update the orders

 

Norco Rebate Tab

If Norco is your main supplier, the Norco Rebate Tab and Norco Rebate History Tab are used for Trade customers. (Rebates for Central Billing and Fee for Service customers continue to be shown in the Rebates and Rebates History tabs.)

  • Vendor Customers - Billing Type Trade
    • The Norco Rebate Tab and Norco Rebate History Tab are displayed instead of the Rebates and Rebate History tabs 
    • Norco will provide and automatically update rebate information for Trade customers
    • Norco rebates for Trade customers cannot be edited, but can be viewed in the customer's Norco Rebate tab
    • Note: In the Standard Orders tab:
      • Adjustments cannot be made to the pricing if the product has a rebate
      • The Unit Price displayed is the price after the current Norco rebates have been applied to the Base Price
      • For products with a Norco rebate, click the  in the Adjustment column to see the figures used to calculate the Unit Price
  • Supplier Customers - Billing Types Central Billing and Fee for Service
    • The Rebates and Rebate History tabs are displayed
    • Norco will provide and automatically update Cartage rebates, which will be displayed in the Rebates tab
    • You may still enter and update rebates, but be aware that Norco updates may overwrite your changes

 

Norco Rebate History Tab

If Norco is your main supplier:

  • For Trade customers, the Norco Rebate History tab allows you to view all rebates that have applied over time.
  • To filter the list to display this customer's rebate history for a single product, in the Rebate History tab:
      • Select the product from the drop-down list
        • Press <Spacebar> or click in the field to open the list and display the search field at the top of the list
        • Type in a partial Product Name or Product Code to filter the list
        • You can use the up and down arrows to move through the list, and press <Enter> to select the highlighted product
  • The Rebates and Rebate History tabs are not available for customers with a Billing Type of Trade
  • Norco will provide and automatically update rebate information for Trade customers
  • Norco rebates for Trade customers cannot be edited
  • For Central Billing and Fee for Service customers, you may still enter and update rebates, but this is for your own records only.

 

Website Tab

The Website tab is only available if you have subscribed to the the Online Website module of EasyVend. In this tab you can nominate one or more product categories that will be excluded from website ordering for this customer or force the customer to pay for an order at the time they are placing it.

  • Restricted Category: Select one or more product categories from the drop-down list
    • Products in the selected category or categories will not be available to this customer when they place an online order
  • Offline Categories Exception: Select one or more product categories from the drop-down list
    • Products in the selected category or categories will be available to this customer when they place an online order, even though the category is marked not to be displayed for online ordering
  • Force Pay on Order: If Prices are displayed on your website and you have the Payment Gateway enabled, this option will allow you to force the customer to pay for an Order at the time they are placing it
  • Click Save Changes

Notes:

  • If you wish to exclude a product category from online orders for ALL customers, you can go to Product Categories in General Settings and untick Online Order for that category. 
  • In Product Categories, if there are no products associated with a category, the  icon is enabled and the category can be deleted. When deleting a Product Category, the category is also removed from Restricted Categories for any customers who have that category included as a Restricted Category.

 

Change Log

The Change Log tab shows a log of changes to the Customer and which user made the changes.

The following changes will be logged:

  • Name
  • Contact
  • Email
  • Billing Email
  • Mobile
  • Phone
  • Fax
  • Delivery Address
  • Billing Address