Organizations

Important: You should have the following categories set up before you start building Organizations (Customers).

Admin Users: Sales Representatives, Customer Service Representatives so you can assign them to an organization. Click here to go to Admin User documentation
Facilities: You have the ability to assign an Organization to your one of you defined Facilities. Click here to go to Facilities documentation
Price Groups: You have the ability to assign an organization to a price group. Click here to go to Price Groups documentation

In this document, we will cover how to Add New / Edit / Delete Organizations (Your Customers). There is no limit to how many Organizations you can have, as well as no limit to how many People (Contacts) you may have within an Organization, or number of address that can be associated to an Organization. You will be able to assign a Sales Representative and Customer Service Representative to An Organization. You will also assign People (Contacts) each with independent contact information and location data.

IMPORT / EXPORT FEATURE

Users may export the Organization import template fill in the information and then import into PrintJobManager. Also users may export the Organization information into an excel spreadsheet make any changes or additions and then re-import back to Print Job Manager. Here is a sample template with instructions - OrganizationImportTemplate.xlsx You can place your cursor over each column title to get a brief description.

Organizations - Main Menu Overview (Main Menu > Customers (A) > Organizations (B))

Fig. 1

Organizations - Main Menu - Overview (Fig.1 Main Menu > Customers (A) >Organizations (B))

Main Menu - Overview

Options (Gear) Icon: By selecting this you will open a drop-down list with (3) options…
Hide Deleted: If the check box is activated this means that all deleted organizations will NOT be shown, if the Check box in not activated you will see ALL organizations that are Active and Deleted.
Export to Excel: this will download an Excel Spreadsheet containing all of the organization data. This spreadsheet can be used to make bulk changes to all organizations, and then re-imported to update your organization data.
Import Organizations: This option contains the Organization Template that can be downloaded and filled out for 1^st time users to Import Organizations.
Search Organizations: To search for an Organization, type in the first couple of letters of the Organization's Name that you are looking for and select the Search Icon the system will show all of the Organizations, matching the data you entered. The more data you enter into the Search Terms field a quicker and more accurate your search will be.
+Add New: Use this button to create a New Organization.
Organization (Column): Shows a listing by the Name of the Organization, by clicking on the Organization header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
CSR (Column): Shows a list of the Customer Service Representatives (CSR's) for the corresponding Organization. By clicking on the CSR header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
Sales Rep (Column): Shows a list of the Sales Representatives (CSR's) for the corresponding Organization. By clicking on the Sales Rep header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
Facility (Column): Shows a listing by the Facility that the Organization is assigned to, by clicking on the Facility header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
Edit icon: To Edit an Organization select the Edit icon located on the left side of the Organization you would like to Edit.
Delete icon: To Delete/Hide an Organization select the Delete icon located on the left side of the Organization that you would like to Delete/Hide. Caution Deleting Organization you will not be able to create an estimate or an Order. You can reactivate an Organization by selecting the Gear icon, and unselecting the Hide Deleted checkbox, you can now search for the Deleted/Hidden Organization and select the Edit icon to reactivate.
Page view (Navigation): Us the directional arrows to go forward/back a page, or directly to the beginning or end. You can also select the page number you would like to view.
Items per Page: You can select the number of Organizations 5,10,25,50, shown on 1 page from a dropdown list (25 items per page is the default)

Organizations - Add New (Fig.1 Main Menu > Settings (A) > Production Resources (B) > #3 +Add New)

Fig.2

Main Menu > Customers (Fig.1-A) > Organizations (Fig.1-B) > Fig.1 - #3 +Add New)

When you first setup an Organization you will be required to add at least 1 address, you will be able to add new addresses once you have saved the initial Organization entry.

Please use the Information

icon for updated data.

Follow the process below to Add a New Organization (Customer).

Add New: Select the +Add New

icon Fig.(1-#3) will open up a new screen for you to enter the required data for your new Organization.

Name (*Required): Enter the Name of the Organization you are creating.
CSR: Using the drop-down list select the customer service representative that will be responsible for handling this account. By assigning a customer service representative to an account you will be able to sort by CSR.
Sales Rep (*Required): Using the drop-down list select the sales representative for this account. By assigning a sales representative to an account you will be able to sort by salesperson.
Facility (*Required): From drop-down list, Select the Facility where this organizations projects are originated.
Price Group: you can assign an organization to one of your user defined price groups. Keep in mind that you could also create a custom price group specifically for an organization.
Reference No.: This field is available for you to enter an alphanumeric reference number for this organization, you may have other applications that require an organizational reference number.
Organization No.: This field is where you can place your current organization/customer number, this is an alphanumeric field.
Organization defaults:
1. Bill Individually: By selecting the checkbox box you will activate Bill Individually for this organization. If this organization places multiple items in an order you will be able to bill each item individually, as well as placing all items on one invoice. If the box is unchecked then you will not have the ability to send invoices for each individual item you will have to wait for the whole order to be completed before you can generate an invoice.
2. Require PO: this will make the purchase order field a required field when placing an online order, or if the order is being generated by one of your users.
3. Ship individually: By selecting the checkbox box you will activate Ship Individually for this organization. If this organization places multiple items in an order you will be able to ship each item individually, as well as shipping all of the items at once. If the box is unchecked then you will not have the ability to ship the items individually, you will have to wait for the whole order to be completed before you can process the shipment.
Default Purchase Order Code: if this organization has a blanket purchase order that will stay active for a given length of time you can enter that code here and it will appear on every order placed. If the customer changes the blanket PO you can simply edit the organization and enter the new default purchase order code
Integration Id: Will be used for API Integrations to third-party applications .
Notes: You may enter general notes that are specific to this organization that will appear on the job ticket/work order.
Billing Notes: You may enter Billing related notes that are specific to this organization that will appear on the job ticket/work order
Shipping Notes: You may enter Shipping related notes that are specific to this organization that will appear on the job ticket/work order
Address - Name: Due to the fact that you can create multiple addresses for a single organization, you will have the ability to provide a unique name for each of the addresses. See the example below.
1. Address 1: Main Office location location/address
2. Address 2: Shipping and Receiving location/address
3. Address 3: Branch office
Address - Business: in this field you can describe what type of business is located at this address. i.e. administrative, production, fulfillment,etc.
Address - Address #1: enter the address and street name
Address - Address #2: if needed enter the building number, floor number, unit number, suite number, etc.
Address - Address #3: if needed enter the building number, floor number, unit number, suite number, etc.
Address - Country: Enter the country for this organization's external location. MUST USE 2 LETTER COUNTRY CODE, FOR UNITED STATES USE US.
Address - City: Enter the City for this organization's external location.
Address - State: Enter the State/Province for this organization's external location. MUST USE 2 LETTER STATE OR PROVICE CODE, FOR NEW YORK USE NY.
Address - Zip: Enter the zip/country for this organization's external location.
Address - Phone: Enter the phone number for this organization's external location.
Address - Fax: Enter the fax number for this organization's external location.
Save or Cancel : If you are satisfied with your data, select Save icon, to cancel and go back to the Organization's main screen, select the Cancel icon.

If you have questions or need help, please open a support ticket by selecting this link Aleyant Support

Article ID: 858, Created: 5/30/2016 at 5:51 AM, Modified: 1/20/2021 at 11:47 PM

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