Entering Customer Information

Primary information about a customer is entered in the Customer tab.

Procedure

  1. From the top menus in Flow, select Customers > Manage.
  2. Select the customer you wish to edit and choose Details, or double-click the customer name.
  3. On the Customer tab, enter the General information about the customer:
    1. Customer Name is the main identifier for the customer.
    2. Customer Number is a unique identification number that can be assigned to the customer.  This is an optional field that may be useful as a criterion for future searching or report creation; it can be left blank.
    3. Select Active Customer to allow the customer to log into MultiTrans. An inactive customer is still kept within MultiTrans for historical reporting purposes.
    4. Enter the customer's Web Site.
    5. If a person or company referred this customer, their name can be recorded in the Referred By field.
    6. The main customer Time Zone should be identified.
    7. Enter any Comments about the customer, viewable by other project managers.
    8. The Project Code is a unique identifier that is automatically added to each project submitted by or for this customer. It can be up to five characters long, and can consist of numbers, letters or both. If a project code is ACME, each project will be ACME-Date-Number.
    9. MultiTrans stores documents for this customer in the Project Folder on the server. Typically this should be the same as the Project Code.
  4. Enter the Billing and Project information for the customer:
    1. The QuickBooks Name defines how the customer is referred to in QuickBooks. If your installation includes the optional QuickBooks module, this enables MultiTrans to synchronize invoicing information with that used in QuickBooks.
    2. The Currency is used to invoice the customer.
    3. The Language preference is used for invoices.
    4. The Billing Term is used to define the customer's payment terms in days.
    5. The Billing Notes are to add any notes related to invoicing. This note appears as the project manager creates the invoice but does not appear on the invoice itself.
    6. A Footer Template (Invoice or Quotation) can be associated with the customer, and this footer would appear on all invoices or quotations sent to the customer.
    7. Project Notes appear on every project created by or on behalf of this customer, and is only seen by project managers.
    8. When Use source document name when sending project is selected, MultiTrans enforces that the target documents retain the source file names.
    9. If the customer should not be taxed, select Do not apply taxes.
    10. Use the Taxes section to define which taxes are applied to this customer and when. A tax Number can be added, select Applied if the tax is applicable to the customer address and Forced if the tax is to be applied to the customer regardless of the address.
  5. Enter Other information required:
    1. Add a Customer Code if needed.
    2. Select the appropriate Project Creation Form (PCF) through which this customer will create projects from the Customer Portal. The CSS version determines the look and feel of the PCF; selecting version 3.0 is recommended.
    3. If Mandatory reason for refusal is selected, requestors must provide comments if a delivery is refused.
    4. The Login methods allowed determine how the customer's users will be connecting . Typically, Form-based login will be selected if a standard username and password have been provided, and Encryption-based auto-login will be selected if the customer is connecting via single sign-on.
    5. The Session Timeout field specifies the number of minutes that a session can remain idle before the server terminates it automatically. The value at the customer level will override the system default.
    6. You can Edit the login redirection page if you'd like the customer contacts to see a specific message when they are timed out automatically.
    7. Any archival or deletion plan used to conform to document retention policies is defined in the Archive Plan.
    8. If language providers can use Trados Studio to translate or revise the customer's documents, select Allow Studio packages to be downloaded.
    9. Select Can access via MultiTrans Mobile to allow project requestors to view the status of their projects in the MultiTrans Mobile app.
    10. If customer contacts have access to the MultiTrans Mobile app, you can Enable two-factor authentication to tighten security.
  6. Enter the Notification information if needed:
    1. Overwrite Server URL is used to enter an alternate URL, for example when logging in through single sign-on. All notifications sent to the customer will include this URL for a direct link to projects and documents.
    2. Notifications will be sent to the Default PM email account when new customer contacts are created.
  7. Enable the Study Budget Estimate Tool (SBET) in the Admin SBET section:
    1. Enable or disable the availability of SBET for the customer with the Turn on/off checkbox.
    2. Add your SBET document types and default values through the Document Type Assumptions Import. Download the Document type assumptions sample for assistance.
    3. Configure the necessary countries and languages through the Languages per Country Import. Download the Languages per country sample for assistance.
  8. Click Save.