Customer Other Actions Menu

Customer and Supplier associated pages pages icon Customer/Supplier overview pages icon Customer/Supplier "How Tos"

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Display the drop-down 'Other Actions' menu either by pressing F9 or clicking the down arrow immediately to the right of the The green circle with a white cross icon on the button bar opens the "Other Actions" menu green circle with a white cross icon at the top of the button bar. The following functions are available:

  1. Block Change Selected Items: usually used when multiple customers are selected in the list screen to update records in a block (for example changing the company class for a set of customers).
  2. Import data from a Mailing List: allows Customers/Suppliers, their addresses and contact to be imported from a mailing list and existing Customer/Supplier records to be de-duplicated.
  3. Merge Companies: used from the list screen, merges two (or more) companies – merges accounts details, order history etc.
  4. User Defined Attributes (UDA): links to the User Defined Attributes (CompanyUDA) screen which can be used to set up UDAs for marketing purposes, etc.
  5. New Sales Order: create new sales order for current customer.
  6. New Purchase Order: create new purchase order (using current record as supplier).
  7. Create Standing Orders: forces the system to create standing orders for the customer depending on the standing orders set up, see How To: Create Standing Orders. The standing orders are then generated, see How To: Generate Standing Orders. How the system creates standing orders needs to be taken into account when setting them up, see Standing Order Creation.
  8. Contact Management: links to key contact management functionalities.
    • Schedule Task: loads the 'New Task' dialog box. This allows the user to schedule a new task for the currently loaded customer.
    • Book Appointment: loads the 'New Appointment' dialog box. This allows the user to schedule a new appointment for the currently loaded customer.
    • Assign Note to Telesales Call List: loads the 'Edit Note' dialog box. A free text note entered here will be assigned to the currently loaded customer. If the customer is on multiple call lists (eg. a different user's call list for each day), the note will be assigned to each call list.
    • Catalogue Request Ctrl+Alt+R: loads the 'Catalogue Request' dialog box. This allows the user to log a catalogue request for the currently loaded customer, see How To: Create a Catalogue Request.
  9. Accounting Functions: links to key accounting functions.
    • Perform Credit Review: loads the Credit Review Dialog. The credit review form will aid in the application of customer credit limits and customer terms.
    • Debt Chasing: loads the Debt Chase Stages Dialog box listing customers that are part of the debt chasing process.
    • Transfer Transactions / Balance to HQ Company: this function will transfer statement transactions from one or more 'child' companies to a linked 'HQ' company. Khaos Control will automatically assign 'child' transactions to the 'HQ' company that the child is linked to, therefore the only time that this option would ever be used would be when a link is created after child transactions already exist. Multi-select companies from the company list before selecting this operation.
  10. Rewards: view rewards history or clear reward points for the selected customer.
    • View Reward History: loads the 'Company Rewards' dialog box. From here the user can see the customer's reward points breakdown.
    • Clear Points: for more information see How To: Clear Reward Points
      • Current Company: this will allow the current company's reward points to be cleared.
      • Selected Companies: this will allow selected companies' reward points to be cleared.
      • All Companies: this will clear the reward points for ALL companies on the system. The user will need Admin or HQ permission to do this.
    • Amend Number Of Reward Points: opens a dialog that allows the user to adjust the number of rewards points a customer has. An adjustment reason must be given for the amendment to be applied. This option is only visible if the user has the HQ level Permission assign to them.
  11. Import / Export: export and Actinic Import facilities.
    • Import:
      • Import Actinic Customers: allows web orders to be imported. This will create a customer record on the system for each web order.
    • Export:
      • Export Single Company: allows single company data to be exported as an xml file for the use with external databases.
      • Export Selected Companies: allows multiple company data to be exported as an xml file for the use with external databases.
      • Export Updated Companies: allows updated company data to be exported as an xml file for the use with external databases.
  12. Print: prints a range of customer specific reports.
    • Statement Run: loads the Statement Run Dialog box. This operation will print a statement report for any customer that has an outstanding balance. If 'Remittance Advice' option is ticked for any customer within the statement run, a remittance report will also be printed. There is also the option of printing a combined invoice report - you can use this report as a summary report to your customer or you can use it as an invoice document.
    • Credit Summary: loads the 'Print Credit Summary' dialog box. It is possible to print a credit summary for a specific company or a company type. Note: the combined invoice report only shows credit notes that have been generated against the customer between the specified dates.
    • Payment Reports:
      • Customer Payment Reports: prints the 'Customer Payment Summary' report. This report displays all of the payments that have been entered against all customers since the report was last "reset". The report is used to summarise payments that have been entered to aid in the banking of payments, etc. After the report has been printed the system will ask you if the report should be "reset", thereby clearing the report ready for the next batch of payments.
      • Supplier Payment Reports: prints the 'Supplier Payment Summary' report. This report displays all of the payments that have been entered against all suppliers since the report was last "reset". The report is used to summarise payments that have been entered to aid in the banking of payments, etc. After the report has been printed the system will ask you if the report should be "reset", thereby clearing the report ready for the next batch of payments.
    • Customer Sales Info:
      • Customer Sales Info (by URN): prints the 'Company Listing Report' ordered by Customer URN.
      • Company Sales Info (by Sales Source): prints the 'Company Listing Report' separated by Sales Source.
      • Company Sales Info (by Date Created): prints the 'Company Listing Report' ordered by date created.
    • Company List: prints the 'Company Listing Report' for all company addresses and contacts.
      Note: this requires the System - Print/Export Grid or Admin level permissions.
    • Complaint Summary: prints the 'Complaint Summary' report for the previous 12 month period from the selected date range. It lists all complaints entered in the [ Customer | Detail | CRM | Comments/Complaints ] screen. The complaints are grouped by stock type, see How To: Print a Complaint Summary Report.
  13. Custom Reports: generate Custom Reports based on report templates for selected customer(s).
    • Print Preview: loads the 'Khaos Control Report Explorer' dialog box. From here the user can select a boilerplate letter to preview and print.
    • Report Designer: loads the 'Report Designer' dialog box. From here the user can customise their boilerplate letters (requires administrator-level permission).


Note: New customer records may be created as a result of importing customers or sales orders using:

With each of the above methods, Khaos Control attempts to match each incoming customer record to those held already in the database. By default it will attempt to do this based on 'Postcode' and 'Surname'. However the following fields are also available for customer record matching: 'Surname', 'Postcode', 'Town', 'Address Line 1', 'CompanyCode [URN]', 'Forename' and 'Currency'. To have the default matching criteria changed please put in a request to Keystone Software.
Note: Trailing spaces are trimmed on contact and address fields when importing.

See Also

Visit KhaosWikiX at http://wiki.keystonesupport.net/wiki_kcx/ to see the following:

Contact the Khaos Team