Adding a new customer

Account Number

Enter the customer's account number.

Customer Name

Enter the customer's name to be used in bookings.

Valid From

Enter the date you first started working with the customer.

Status

Enter the customer's status:

Enabled

Choose this option to ensure the customer is fully activated for new bookings.

Disabled

Choose this option if the customer is to be disabled. This allows existing bookings to still be completed but does not allow you to create new bookings for that customer. This option should be used as a permanent measure when you no longer have any further business with the customer; as opposed to the temporary measure of placing them On Hold.
Use the Show Disabled Customers option on the Manage Customers screen to show/hide enabled and disabled customers.

On Hold

Check the box if an existing customer is to be put on hold for any reason. This allows existing bookings to still be completed but does not allow you to create new bookings or schedules for that customer. The box is unchecked at the point of adding a new customer. This option should be used as a temporary measure to hold their account until a situation is resolved - as opposed to the permanent measure of changing their status to Disabled.

Notes

Enter any notes to be viewed internally only, examples are:

• Do not use driver Bob Smith for this customer.

• Use side entrance to left.

• Beware of the dog.

Reference

References can be entered in two ways:

Standard Reference
Enter the name of any reference that may need to be logged to each booking. This could be a 'Customer PO Number'. The text entered displays on the new booking form after the customer has been selected.
Enable the Mandatory option if the reference should be mandatory at the point of booking creation.

List Only Reference
Enable From List Only if you wish to enter new booking references by selection from a list. Click the Manage List button to enter the references you wish to be available. Click away after entering each reference to add a new one. Each reference must be unique. Click Save to complete. Only one of the references in the list can be entered in a new booking.
Enable the Mandatory option if the reference should be mandatory at the point of booking creation.

Booking Confirmation Emails

Enable this option if the customer wishes to receive Booking Confirmation emails. This email is sent after the job is entered in topbox but only if an email address was entered in the Customer > Email field on the booking form.

Stop Completion Emails

Enable this option if the customer wishes to receive Stop Completion Emails. These emails are sent for confirmation of POB and POD stages if an email address was entered in the Customer > Email field on the booking form.

Invoice Emails

Enable this option if the customer wishes to receive Invoice emails. These are sent via the invoicing screens to the email address listed in the Customer > Account Address section.

Credit Note Emails

Enable this option if the customer wishes to receive Credit Note emails. These are sent via the invoicing screens to the email address listed in the Customer > Account Address section.

Require Collection Signature

Enable this option to make the submission of an electronic signature mandatory on all collections for this customer.

Require Collection Photo

Enable this option to make the submission of a POB Photo mandatory on all collections for this customer in the driver app.

Photos are stored in the topbox booking summary and sent in Booking Collection Stop Complete emails.

Note that your Administrator can make POB photos mandatory for all customers via their Administrator > Admin Settings > Mobile tab.

Allow up to 6 Collection Photos

This option is currently disabled. It will be activated in a future release.

Require Delivery Signature

Enable this option to make the submission of an electronic signature mandatory on all deliveries for this customer. The box is checked by default for all new customers.

Require Delivery Photo

Enable this option to make the submission of a POD Photo mandatory on all deliveries for this customer in the driver app.

Photos are stored in the topbox booking summary and sent in Booking Delivery Stop Complete and Delivery Stop Compete Photo emails.

Note that your Administrator can make POD photos mandatory for all customers via their Administrator > Admin Settings > Mobile tab.

Allow up to 6 Delivery Photos

This option is currently disabled. It will be activated in a future release.

Main Address

Enter the customer's main address and contact details. Multiple emails can be entered separated by a comma.

Accounts Address

Enter the customer's accounts email address and contact details. Use the Copy from Main button to copy over the Main Address details.
This email address is used when using the email function to email invoices or credit notes. Multiple emails can be entered separated by a comm

Add address

Enter any of the customer's frequently used collection and delivery addresses. These addresses can be easily selected at the booking stage. Multiple emails can be entered separated by a comma.
Addresses can be deleted using the delete icon.

Add Contact

Enter the name, email address and phone number of any contacts that frequently call to book jobs.

Portal User

Enable this option to grant Customer Booking Portal access to the contact. See The Customer Booking Portal.

Booking Permissions

Enable this option to allow the contact to create bookings in the Customer Booking Portal.

Tracking Permissions

Enable this option to allow the contact to track bookings via a Control screen in the Customer Booking Portal.
This permission is applied automatically with Booking Permissions. It is possible to de-select Booking Permissions, so that the customer can track bookings, but not create them.

Invoice Method

Select how the customer is going to pay for bookings.

• Account

• Cash

• Debit Card

• Bank Transfer

• Direct Debit

• WorldPay (Single Payment)

• WorldPay (Online)

Note that topbox invoices can only be generated for Account customers. All account bookings are non-editable once they have been marked as invoiced.

If your customer is marked with any other invoice method than Account, their bookings are automatically marked as 'invoiced' after POD, yet certain fields remain editable such as References and Notes.

Non-Account bookings are not available in Sage or Xero invoice reports.

Invoice Frequency

Select how often you will invoice the customer.

Invoicing is run by the Invoice Frequency. When invoicing, if you select to invoice by Monthly but your customer is set as Weekly, invoices for that customer are not generated.

VAT Applicable

Select this option if the customer is liable to pay VAT. Defaults to ON for all new customers.

Split Invoices By

Select a reference if you wish to split out invoices for that entry. On running invoicing, all bookings with that reference that share the same reference are included on one invoice only. All bookings that do not use that reference are placed on another invoice.

Invoice Date cut off

Select the cut-off date to be used in invoicing:

• POD: If selected, all OK bookings completed on or before the invoice date are pulled onto the invoice.

• Collection: If selected, all OK bookings with a first address Ready At on or before the invoice date are pulled onto the invoice.

• None: If selected, all OK bookings are pulled onto the invoice.

Note that OK bookings are ones that appear with a green circle icon on Pre-Invoicing.

Invoice Terms

Select how many days from invoice (invoice date) or days from end of month you expect the customer to pay by. topbox calculates a Due Date from these terms to display on the invoice.

Factored

Select this option if you wish to factor invoices for this customer. See Factoring an invoice for more information.

Factoring Number

Enter the factoring number or reference provided by your factoring company.

Rate Cards

Select the relevant rate card to use with this customer.

Click View Rate Card for a quick view of the rates held within the card selected.

Special Pricing

Special pricing allows fixed prices for jobs from one specific address to another to be entered. When a booking is created, topbox looks to see if special prices are set for the addresses; if these are available, they are chosen over zonal or mileage tariffs.

See Adding special pricing for more information.

To edit a special price click the pencil icon and proceed to make any required changes.

To delete a special price click the trash can and click Save. The price is permanently deleted.

Use the Search field to search for an existing special price.