Customer Other Actions Menu
Table Of Contents
The Other Actions menu provides access to a wide range of customer, supplier, CRM, accounting, reporting and data management functions.
To open the menu:
- Press F9, or
- Click the drop-down arrow next to the green Add button at the top of the screen.
The options available are described below.
Block Change Selected Items
Used primarily from the customer list screen when multiple companies have been selected.
This allows a value to be updated across multiple records simultaneously.
Typical examples include:
- Changing Company Class.
- Updating account settings.
- Applying the same value to multiple customer records.
For more information, see How To: Block Change Selected Items in the Customer Screen.
Import Data from a Mailing List
Imports customer or supplier information from an external mailing list.
This function can:
- Create new customer records.
- Create new supplier records.
- Import addresses and contacts.
- Assist with company de-duplication.
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Merge Companies
Merges two or more company records into a single company record.
Information that can be consolidated includes:
- Company details.
- Order history.
- Account information.
- Transaction records.
For more information, see How To: Merge Company Records.
User Defined Attributes (UDA)
Opens the Company UDA configuration screen.
User Defined Attributes can be used to store additional information against customer and supplier records for:
- Marketing activities.
- Segmentation.
- Reporting.
- Business-specific requirements.
For more information, see Company User Defined Attributes.
New Sales Order
Creates a new sales order for the currently loaded customer.
New Purchase Order
Creates a new purchase order using the currently loaded supplier.
Create Standing Orders
Forces the system to create Standing Order records based on the Standing Order settings configured for the customer.
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Contact Management
Provides access to CRM and contact management functions.
Schedule Task
Creates a new task against the currently loaded customer.
Book Appointment
Creates a new appointment against the currently loaded customer.
Assign Note to Telesales Call List
Adds a note to the customer's telesales call lists.
If the customer appears on multiple call lists, the note is added to each one.
Catalogue Request (Ctrl+Alt+R)
Creates a catalogue request for the selected customer.
For more information, see How To: Create a Catalogue Request.
Accounting Functions
Provides access to key credit control and accounting operations.
Perform Credit Review
Opens the Credit Review Dialog.
This assists with reviewing:
- Credit limits.
- Credit terms.
- Customer payment performance.
Debt Chasing
Opens the Debt Chase Stages Dialog.
This displays customers currently included within the debt-chasing process.
Transfer Transactions / Balance to HQ Company
Transfers statement transactions from linked child companies to their linked HQ company.
This option is generally only required when:
- Companies are linked after transactions already exist.
- Historical transactions need transferring to the HQ account.
For more information about linked companies, see HQ Users.
Rewards
Provides access to customer rewards management.
View Reward History
Displays a breakdown of reward points earned and used by the customer.
Clear Points
Allows reward points to be removed.
For more information, see How To: Clear Reward Points.
Current Company
Clears reward points for the currently loaded customer.
Selected Companies
Clears reward points for selected customers.
All Companies
Clears reward points for every company in the system.
Important: Admin or HQ permissions are required to use this option.
Amend Number of Reward Points
Allows the user's reward points balance to be adjusted manually.
A reason for the adjustment must be entered.
Note: This option is only available to users with HQ-level permissions.
Import / Export
Provides customer import and export facilities.
Import
Import Actinic Customers
Imports customer information from Actinic web orders.
A customer record is created for each imported order where required.
Export
Export Single Company
Exports a single company record as an XML file.
Export Selected Companies
Exports multiple company records as XML files.
Export Updated Companies
Exports customers whose records have been updated since the previous export.
Provides access to customer-related reports.
Statement Run
Opens the Statement Run Dialog.
Available options include:
- Customer statements.
- Remittance advice.
- Combined invoice reports.
Credit Summary
Prints a summary of customer credit notes.
Reports can be produced for:
- Individual companies.
- Company classes.
Payment Reports
Customer Payment Reports
Prints the Customer Payment Summary report.
This report lists customer payments entered since the report was last reset.
Supplier Payment Reports
Prints the Supplier Payment Summary report.
This report lists supplier payments entered since the report was last reset.
After printing either report, the system can reset the reporting period ready for the next batch.
Customer Sales Information
Customer Sales Info (by URN)
Prints a Company Listing Report sorted by customer URN.
Company Sales Info (by Sales Source)
Prints a Company Listing Report grouped by Sales Source.
Company Sales Info (by Date Created)
Prints a Company Listing Report sorted by company creation date.
Company List
Prints all company addresses and contacts.
Note: Requires either:
- System - Print/Export Grid permission, or
- Administrator permissions.
Complaint Summary
Prints a Complaint Summary report covering the previous twelve-month period.
The report lists complaints recorded in the:
Complaints are grouped by stock type.
For more information, see How To: Print a Complaint Summary Report.
Custom Reports
Generate customer-specific reports using predefined report templates.
For more information, see Custom Reports.
Print Preview
Opens the Khaos Control Report Explorer.
Use this option to:
- Preview reports.
- Review boilerplate letters.
- Print documents.
Report Designer
Opens the Report Designer.
This allows report templates and boilerplate letters to be customised.
Note: Administrator permissions are required.
Customer Matching During Imports
Customer records may be created automatically when importing data using:
- Customer Import/Export functions.
- Sales Order Import/Export functions.
- KCAutomate.
- KCImport.
- Web Services.
During an import, Khaos Control attempts to match incoming records against existing customers.
Default Matching Fields
By default, matching uses:
- Surname
- Postcode
Alternative Matching Fields
The following fields are also available for matching:
- Surname
- Postcode
- Town
- Address Line 1
- Company Code (URN)
- Forename
- Currency
To change the default matching criteria, contact Keystone Software.
Note: Trailing spaces are automatically removed from imported address and contact fields during the import process.
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