Searching for a Customer in the Administration Module

You can search for an existing customer in the Administration module through Customer Manager.

To find a customer through Customer Manager, follow these steps:

  1. In the Customers accordion menu, select Customer Manager. The Customer Manager page appears.
  2. The search criteria fields, which are along the top of the page, filter your search results. Use more than one search criteria to refine your search results.
  3. Select the search criteria from one or more drop-down lists. Available search criteria includes:
    • Tag: A drop-down list to search non-hierarchical list of values assigned to a record.
    • Type: A drop-down list to search based on the type of the order.
    • Code: A drop-down list to search based on the customer code (CD), name, email, or phone number assigned to the existing customer.
      Note: When searching by phone number, note the following:
      • U.S. and International phone numbers can be searched in the database.
      • The stored phone numbers appear in the UI in the format in which they were originally saved (no conversion done).
      • Partial phone numbers can be searched without the need for wildcard characters. For example: if you search for "123" it retrieves any number where the string "123" appears, such as 5611234567 or 3452341234.
    • Postal Code: Search based on the postal code, which is a combination of digits and letters (letters only in non-U.S. locales), which are added to a postal address to aid in the sorting of mail. Postal code is a free-text field.
    • Quick Search: A drop-down list to search based on an order's general state or workflow state. .
    • Flag: A drop-down list to search for orders that are flagged with a color or “CHK” (check) flag. These flags can be used to mark an order for future work.
  4. Click Search. A search results box shows customer labels and IDs, including address location, email and phone information.
  5. Select the customer link from the list. The Customer page appears.
  6. You can review, add, change, or delete information in the General Information, Extended Attributes, Addresses, Custom Catalog/Pricing, and Details sections.
    • General Information: Click Edit or ???. The Edit Customer page appears.
      • Click Edit or ???. The Edit Customer page appears to make changes to the customer's name, email, phone number. Click Update when completed or Cancel if you don't want to accept the changes.
      • Click the Copy To button to copy information from this customer record to all open records:
        • Copy the Default Terms (Price Tier, Default Terms, Credit Limit, Back orders) to all open records.
        • Copy the Billing address to all open records.
        • Copy the Shipping address to all open records.
    • Extended Attributes: Select the extended attributes from the drop-down list and click Add or Add All.
    • Addresses: Click New to add another address for the customer. This refers to additional addresses that are associated with the customer.
    • Payment Methods: Click New to add a payment method. Payment method refers to the payment type that a customer uses to purchase goods, such as credit or debit cards, gift cards, PayPal. The Payment Method Details page appears. Enter information into the fields and then click Save, or click Cancel if you don't want to save the changes.
    • Custom Catalog/Pricing: Enter the Item code in the Item Code field and click Add To List to add item codes. To find an item code in the list of item codes, type an item code in the Item Code field and click Locate in List.
    • Details: Contains tabs with order-related information, which provides useful information once the customer has created an order.
      • Linked Orders: All sales shipping orders for the customer. Click an order link to show the Order Detail page.
      • Unapplied Payments: All payments for the customer that are awaiting application to an invoice. Click the ID link to view the Payment Detail page or click Add to add a new payment.
      • Open Invoices: All invoices for the customer that are not closed. The Print Statement button generates a PDF statement summarizing the open invoices and outstanding balances for that customer. Click the ID link to view the Invoice Detail page or click View Closed to view closed invoices.
      • Activity: All activity notes regarding the customer. Click on the Date link to view the activity notes or click New to create a new activity note.
      • Emails: All emails regarding the customer. Click on the Date link to view the emails or click New to create a new email.
      • System Events: All system events on the customer record.

From here you can create a new order, search for an existing order, handle payments, returns, exchanges. See Order Operations for details on all customer- and order-related activities.