Set up Contacts

Main Menu > Contacts

Your Shop is the "Gallery" Record in Your Contacts

Important: The first record present in your Contacts file is yours!

Warning: Never delete the gallery record or change the name to a customer’s name. The ID# for this record is GALLERY.

When framing prints (in stock) for your own retail product sale gallery display, enter this gallery record as the “customer”. Then use the Convert/Update side bar button to return the print back into stock.

Entering Contacts/Customer Information

If you have an existing customer list, you can enter it one record at a time in the Contacts file.

Note: If you have an existing database of customers that you want imported into the your Contacts, then contact STS Technical Support for the correct method of importing your records.

How to Create a New Contact

  • Click Main Menu > Contacts section > New Contact button

    or

  • Main Menu > Contacts > New Contact button (upper right hand corner)

Tip: Use the Tab key to move from field to field. The cursor will tab to the PC or Zip field after the address field. Enter in the postal/zip code. If it is a code that has been previously entered, FrameReady will automatically enter the city and Province/State.

Caution: Changing the Contact (customer) ID number may result in unintended relookups of tax exemption fields in Work Orders and Invoices. This could cause a tax exemption or undo a tax exemption from what was originally entered.

Information to Collect

Probably the best opportunity to glean as much information as possible from a customer is the first time they visit your business:

  • Do they have an email address?

  • How did they hear about your shop? See your sign?

  • Were they referred? By whom?

  • Birth date?

  • What type of art do they like to collect?

  • Do they wish to receive your promotional mailings?

Different parts of the screen allow you to document this information.

Important: Be aware of any State/Federal Privacy Laws which apply to the collecting and storage of personal data.

Entering Opening Sales

  • The amount of money the customer spent prior to using FrameReady.

  • If you have switched from another POS software, data from the other program can be entered here to record how much the customer spent prior to you implementing FrameReady.

  • The amount in the Opening Sales field is also calculated into the Total Invoices field.

  • See also: Contacts - Invoices Rewards Tab

Entering a Referral

  • FrameReady has the ability to track referrals: it is easy and profitable. Each time you create a new customer record, you can swiftly identify who referred them.

  • Use the Referrals tab in the Contacts File to track this information.

Entering Special Notes

The Note field may be used for special notations which you want to be able to see when creating a Work Order or Invoice for the customer.

  • The Note field is located below the customer’s address.

Tip: This same note will appear on all of their records for Work Orders and Invoices.

  • The note does not print onto any documents.

  • Examples are: “Call after 4 pm.” or “Loyalty Member” or “Don't call after 6:00pm”.

  • The note is automatically included whenever a new Work Order is created for that customer, so be discrete, the customer might see this information on your screen.

  • Do not use this field for mailing list tracking.

    Instead use the Keywords for tracking group designations, such as, Rotary Club Member, Artist, Newsletter, etc.

Entering a Customer Discount

When documenting a new customer for the first time you may wish to record whether they receive a special discount on framing.

  • Switch to the Terms tab. Enter the percentage amount in the Discount field.

    This value will auto-fill on any Work Order created for this customer.

    Example: You provide framing for an artist. They receive a 20% discount on all Work Orders they place. Enter 20 into the Discountfield. You may also wish to switch to the Keyword tab add the keyword “Artist Discount” for this customer. This provides an easy way to later search all artists who buy wholesale from you.

Customer Sales Tax Exemption

  • If a customer qualifies for any type of retail sales tax exemption, then you must enter their certificate number into the Terms tab at the bottom of the Contacts file. You cannot enter it into the Work Order file directly.

  • When a Work Order or an Invoice is created for this customer, the exemption auto-fills with this value.

  • Additional fields in the Terms tab accept an expiry date and whether or not you have an exemption certificate on file as proof. As a vendor, you may be liable for the sales tax if you do not have a signed certificate on file.

Entering a Customer Photo

  • If you wish to attach a photo to a customer record, open the Artists tab and use the Add Photo button.

 

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