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Set up a Parent Customer

A Parent Customer is the employer who actually owns the In-House Account (IHA).  Here is how you set up a Parent Customers using your CORESense Back Office. A Parent Customer can be created from an existing customer record or if a new client, created as a new customer.

 

This section includes instruction on the following tasks.

Create an In House Account

Add a department to an IHA

Add clients to an IHA

Assign Merchandise Hierarchies to a department

IHA Overrides

Tax Exemption

 

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Path: Back Office > Products > Customer Manager

Create an In House Account

Follow the steps below to create a parent customer from either an existing customer or creating a new customer record.

 

Step

Action

1

From the Customer Manager, search for an existing customer or create a new customer record to be designated as a Parent Customer.

2

Once the customer record has been identified, click on the Account link in the customer record header.

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3

Scroll down to the In House Account section and click on the Create In House Account for Customer button.

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4

Click OK to confirm the creation.

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5

There are four General Attributes to configure as described below. Click Update to save changes.

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Parent Customer – This is the system generated Parent Customer ID number; do not change it.

Period Length (optional) – The number of days in the IHA period. After this number of days, the product associations and spending limits are reset for all customers associated with this IHA.

Centralized Delivery –  Determines whether or not website orders (if this IHA is configured for the website channel) are shipped to the IHA parent client’s address or to the customer’s address.

Allow Payroll Deduction – Determines whether or not payroll deductions can be used as a payment method for orders made via an IHA.

Active - Identifies whether the account is active or not.

Voucher Required - Setup IHA so that a voucher is required in order to complete transaction. This is a searchable field and when set to YES, on the Connect POS a message displays prompting user to acknowledge the voucher.

6

Click on the Departments link to add departments within a Parent Customer’s store from which products are available for purchase by ‘child accounts,’ or employees.

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7

Click the Add Newbutton_-_add_new.png button.

8

Enter the attributes for the new Department and click Update to save changes.

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Department Name – The name of the department to be included in your IHA.

Spending Limit – The dollar amount IHA child accounts are allowed to spend within this department. If there is not limit, enter a large number (i.e., 1,000,000,000).

Policy Statement – Fill in this text box with any specific policy details regarding IHA purchases within this department.

Customer Message - Enter any content you want to share with customers after placing an order.

System Settings > Order Lifecycle Management > Orders > IHA Quantity Limit Method -+ Option to set spending limit per each order or within the designated time period.

 

9

There are additional boxes, which allow you to further define your In House Account.

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10

There are two ways to add clients to a department:

  1. Individually - Click theicon-mag_glass.png  icon to search for and select the customer to be added and click the Add Client button.

  2. Batch Add - Enter the Company Name in the text box provided and click Batch Add Client. All customers with that Company Name in their Customer Record are added to the Department.

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notes.gif  Note: If a customer has already been added to an In-House Account, an error displays and the customer is NOT added to this In-House Account Department.

11

The clients are added to the Department list. Click on the icon-delete_x.png  icon to deactivate a child account or click on the icon-checkbox.png  icon to delete a child account from the database.

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12

If you wish to add a group of customers to an In-House Account Department, enter the Company Name in the text box provided and click Batch Add Client. All customers with that Company Name in their Customer Record are added to the Department.

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tip.PNG  Tip: If there are customer in the batch list that you do not want to include in the account, click on the icon-checkbox.png icon next to the individual names to remove them from the list.

13

If you are using the Merchandise Hierarchy method of organizing products in the CORESense Back Office this is where you would add those hierarchies to your department(s).

Limit - Enter the maximum quantity allowed to be purchased for the department with the selected merchandise hierarchy.

There is the ability to limit product purchase quantities based on the product's merchandise hierarchy for In House Accounts (IHA). For instance, IHA members may be limited to a total of 2 units from a specific Department, Class or Subclass.

This field, when populated, does not place a limit on each product, but instead governs the purchase of any items purchased from within the specified Merchandise Hierarchy.

  • The website is updated to provide onscreen error messages when customer attempts to add more than the allowable quantity to their cart.

  • In the SOI, when adding product over a quantity limit it displays an error.

 

Merchandise Hierarchy ID - Click theicon-mag_glass.png  icon to search for and select the merchandise hierarchy to be added.

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14

Click the Add Merchandise Hierarchy to Department button and the it is added to the Department list. Click  on the icon-checkbox.png  icon to remove the selected merchandise hierarchy or click on the hammer-wrench.png icon to edit its attributes.

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15

To add individual products to the department, click theicon-mag_glass.png  icon to search for and select the product to be added.

Limit - Enter the maximum quantity allowed to be purchased for the department with the selected products.

Product ID - the selected Product ID(s) are listed in the field.


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To assign product based on Product Attributes, select the product type and then a related attribute from the drop-down list.

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Click the Add Product(s) to Department button and the products are added to the department.   

  • Click  on the icon-checkbox.png  icon to remove the selected products

  • Click on the hammer-wrench.png icon to edit its attributes

  • Click on the icon-plus_expand.png  icon to add Start and End dates to individual products

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17

Enter your Start and End dates for product availability and click Add. The start and end dates might be used with seasonal or special products

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An expanded product screen displays with details about the product and the dates of availability.

  • Click  on the icon-checkbox.png  icon to deleted the dates.

  • Click on the hammer-wrench.png icon to edit the dates.

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19

Click on the Channels link to set the Sales Channels that will be associated with your In-House Account.

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20

Select each of the channels to be part of the In House Account and click on the Add button.

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The selected channels displays in the Channels list. Click on the icon-checkbox.png  icon to delete a sales channel.

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IHA Overrides

An override option has been added that allows for store management to “Authorize” a product into an IHA order even though the product to be purchased is not assigned to an IHA Department.

Permissions have been added for access to both the IHA Override function and the IHA Override report.
 
 
 

Tax Exemption

There is the ability to specify tax exempt status (certificate) at the IHA level, to be inherited automatically to all IHA member customers. For SOI, Website, and POS orders; if the customer is a member of an IHA and the order is designated as an IHA order, the IHA parent customer will be searched for tax exempt certificates. If any are found, they are used. If none are found, flow proceeds as normal, and tax exempt certificates for that specific customer are checked and applied as appropriate.

 

The System Settings > Order Lifecycle Management > Orders > Allow IHA Parent Customer Tax Exempt Certificates applies exemptions from the parent customer.

 

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If the system settings is set to "Yes," the IHA Manager > General Attributes tab for your IHA. displays a box listing "Active Tax Exempt Certificates."

 

 

See Also

 

 

 

 

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