Maintain Customers
The Maintain Customers window can be accessed in the following 2 ways:
Using the main menu bar: Rate & Pay -> Customers
Clicking the Customers icon located on the quick-access panel
Click here for information on how to use a data entry window.
Customer Id: Customer Id can be up to 25 characters in length and should be unique within the system. If you enter an Id that already exists in the system, the customer record will be pulled from the system and can be edited. Otherwise, a new customer record can be created
Company Information/Bill To
Field | Description |
Company name | Enter the Company's Name. |
Website | The company website must be in a http://www.site.com format. |
Contact (First/Middle/Last) | Enter Primary Contact Name. |
Address | Enter Address. |
Country/Zip/State/City | Enter the Zip to fill in all fields. |
Phone 1 | Enter the Phone number for the company. |
Copy to Bill To | Use this if the Billing Info is the same as the Company Information. |
Information
Field | Description |
Rating | Choose the customer rating for this customer. |
Cargo | Enter the Cargo Insurance amount this customer requires. |
Auto liability | Enter the Auto Liability Insurance amount this customer requires. |
General liability | Enter the General Liability Insurance amount this customer requires. |
Portal login instructions | Enter the login instructions needed for this Customers Portal. |
Company Identification
Field | Description |
DUNS Number | Enter the company's Data Universal Numbering System number. |
Type | Select the type of customer this is. |
FF/MC Id | Enter the company's Motor Carrier Identification number, or Freight Forwarder number. |
Accounting
Accounting Permissions
You may edit permissions to allow the group(s) of users who have the ability to edit customers to either be allowed or not allowed to also edit credit limits and credit hold status.
Field | Description |
Accounting system Id | This is the Id that will be used for an Integration with an Accounting system. The Accounting system Id must start with a C unless changed in the Rate and Pay settings. |
Payment terms | Select the payment terms for this customer. This data will not transfer to accounting software with the integration. |
Rate plan | Select a rate plan to use for this customer if you have predefined lanes. |
Credit limit | Enter the Credit limit for this Customer. |
On credit hold | Check this box to place the customer on a Credit Hold. Shipments will not be able to save any new shipments for a customer on Credit Hold. |
Defaults
Field | Description |
Equipment | Here you can select default equipment that would be used for all new shipments for this customer. |
Goods | Here you can select default goods that would be used for all new shipments for this customer. |
Booked for | Select whether you would like this customers shipments to be input as booked for company assets, brokerage, or default. If this is set to default, the system will use your default option from the Dispatch set up options. |
Email check calls | Check this box to email check calls to this customer. |
Booked by | Here you can select a default user that booked with this customer. |
Auto-dispatch profile | Select the auto dispatch profile that should be used in specific for this customer. When Default/Driver/Customer profiles work at the same time, Ditat will follow the most strict of the profile options. |
Email check calls
This feature will need to be enabled on your account in order to see this option under customer defaults. For more information on this please contact Support@ditat.com.
Check Calls will be emailed to any additional contacts set to the type of ‘Check Call’ as well as the contact on the shipment.
Additional Contacts
It is possible to add additional contacts to the customer information by clicking the Add button. This opens a window which allows you to enter the contact information.
Additional contact types
Any additional contacts that are added to the “accounting” type will be emailed invoices if the billing type is set to bill via email. Additional contacts that are set to the type of “dispatch” will be used on shipments as the contact. Additional contacts that are set to the type of “check calls” will be emailed check calls once they are added to the system.
Detention Notifications The detention notification email if enabled will only go to the email address for the contact type of “detention” under the Additional Contacts section of the customer profile.
Billing
The billing section is for special billing info that is unique to this customer, so if they need a unique invoice, or to send emails from a different account, or would like to add attachments differently than the default is set up that can be set here.
Invoice attachment name
{InvoiceId} - This option will name the invoice attachment how the invoice Id reads in the TMS.
{InvoiceIdNoDash} - This option will name the invoice attachment as the invoice id without the dash.
{InvoiceShort} - This option will name the invoice attachment without the lead IN and lead zeros.
If left blank, this will follow the set up in the Rate & Pay set up options window.
Field | Description |
Bill by company | Choose which of your companies you will bill this customer from. This will be automatically selected from the Primary Company set in the System/Set up options. |
Billing notes | These are internal notes that will be entered on all loads created for this customer. This can be used to give notes of requirements this customer might have for billing. |
Invoice notes | The notes will show on the bottom of the Invoice for this customer. |
Bill via email | Click the box to Bill this customer via email. |
Bill via mail | Click the box to Bill this customer via mail. |
Bill via fax | Click the box to Bill this customer via fax. |
Bill via EDI | Click the box to Bill this customer via EDI. |
Bill via website | Click the box to Bill this customer via a website. |
Bill via factoring | Click the box to Bill this customer via factoring. If you use an Integrated factoring company make sure to select them in the drop-down next to this box. |
Invoice report form | If this customer requires a different report form you can select it here. If blank, the system will use the default that is set in the Rate and Pay System options. |
Invoice email account | If this customer requires emails sent from a different email account you can select it here. If blank, the system will use the default that is set in the Rate and Pay System options. |
Invoice mail template | If this customer requires a different email template form you can select it here. If blank, the system will use the default that is set in the Rate and Pay System options. |
Invoice attachments format | If this customer requires invoices to be attached in a different format you can select it here. If blank, the system will use the default that is set in the Rate and Pay System options. |
Document sort order | If this customer requires documents to be sorted in a different order you can select it here. If blank, the system will use the default that is set in the Rate and Pay System options. |
Invoice attachment name | Enter the Tag for the naming convention to use on attachments for emails. |
Proof of delivery requirement | You can choose the proof of delivery requirement for this customer. |
Factoring company customer | If you are integrating with a factoring company and this customer has a factoring name that needs to be used you can enter it here. |
Invoicing rules | You can add rules that would be checked during the invoicing process. |
Invoicing Rules
Invoicing Rules can be added when the company requires special info on invoices examples are specific numbering schemes on PO Numbers, or weights are required to receive payment. To add an invoicing rule, select “Add invoicing rule” then fill out the “Rule details” prompt. Your previously created invoicing rules will be listed below once completed.
Patterns for Rules can contain
# - stands for any number, _ - stands for any letter, % - stands for anything
You could use this to create rules like.
8 digit starting with 2 – you set: 2#######
8 digit starting with letter: _#######
8 digit starting with “M”: M#######
Anything ending with “M”: %M
Anything ending with number: %#
Groups
Here you can select any custom groups this customer should be in. For details on Custom Groups click here.
Customer Portal Users
Here you can add any customer portal users. For more information on setting up customer portal access click here.