Customer data entry

The Customer – Data Entry dialog is where you view and edit the database record for a single customer. It appears when you open a record in the Customer list.

To display a complete list of the customerʼs transactions, click Transaction History.

The General tab      

The Membership tabs     

(Membership 2 and Membership 3 are used when you have more clubs than will fit on the Membership 1 tab.)

Note: Λctiv8 Manager administrators can rename these tabs: the names are assigned in the Translation table, in records of type Terminology, in the field External Code.

Status: 'Λctiv8,' 'Inactive,' or 'On Hold.'

Type: Customizable; use to define subcategories for club selections (see Club types).

Expiration: Defines the date when a memberʼs status will be set to 'Inactive.' Required for prepaid memberships.

On Hold Date, Restart Date: Used when suspending a membership.

Cancellation reason: Used when canceling a membership.

The “Newsletter” club is for members who subscribe to your club letter. The Type field is not used.

The Communications tab     

Web Address: URL of your web site.

Email Address: Memberʼs primary e-mail address; to send system e-mails to multiple addresses, separate them with semicolons.

Note: Only the first two addresses will be validated.

Email Opt In: When cleared, prevents the customer from receiving marketing e-mail (see E-mail opt out).

Email Preference: Indicates whether the customer prefers plain text or HTML-formatted e-mail.

Email Address Giftee: Addresses for the recipient of a gift membership.

The Address tab     

Company Name: Required for wholesale customers; otherwise optional.

Distribute Mailing Address: Copies this mailing address to the address fields on the Shipping and Credit Card tabs.

Country: Memberʼs country of residence (if outside USA).

Calculate Proximity of Customer Based on ZIP Code: Click to calculate distance and geographical coordinates.

Validated: Indicates whether the address has been validated through UPS or FedEx.

Validation Info: Displays the result of the address validation.

Validate Address: Click to validate the memberʼs postal address through UPS or FedEx; results appear in Validation Info.

Gift Message: Set automatically if the customer buys a gift membership through the web site; you can also enter text manually here.

The Shipping tab     

Ship Method: Indicates whether the customer normally ships, picks up, or delivers.

Special Ship Discount: Overrides any other shipping discount.

(To set a discount for a single package, adjust the Discount amounts in the Package record [on the Details tab].)

Pickup Location: The location to use when the customer picks up merchandise in person. When you create a Sales Tax rule for the location, this name appears in the String to Compare field.

Shipping Addresses:

Select Address: Select from a list of shipping addresses for the customer. To add or remove an address from the list, click Add or Remove. To make an address the default, select it from the list and check Default. To copy the mailing address from the Address tab, click Copy Mailing Address.

If the default address changes, you can copy it to one or more transactions: see Updating the delivery address.

Address Name: Lets you assign a name to refer to the selected address.

Full Name: To fill automatically, tab to this field from Last Name.

Hold at FedEx Location: When checked, Manager instructs FedEx to hold shipments to this customer for pickup at the Shipping Address, and prints a Hold for Pickup instruction on the shipping label. The address must be a valid FedEx hold-for-pickup office or dropbox. (These can be found on the FedEx web site.)

To set this option for a single sales order (without making it the customerʼs default), make the same change in the Transaction record.

Email Tracking Info to Customer: When checked, the shipper sends the customer a notice that a package has been shipped (FedEx/UPS only).

You may want to leave this option turned off. Because Manager sends its own shipping notice (including the tracking number) along with the sales receipt, the additional message from the shipper is often more confusing than helpful.

Residential Address: Clear this option for commercial addresses.

Phone on Label: Required by UPS and FedEx.

Ship Via, Ship Type: Select a carrier name and priority to override the normal shipping rules.

Fixed S&H Fee: Overrides S&H rules for this customer.

S&H Method: Overrides S&H method for this customer.

Validated: Displays the result of address validation.

Validate Address: Click to validate the memberʼs shipping address through UPS or FedEx; results appear in Validation Info.

The Billing tab     

(Features marked with * do not appear if youʼre not using a payment processorʼs “vault” service.)

Card Type: Credit card issuer; supplied automatically when you click Save.

Credit Card Number: Type without spaces.

The last four digits form the second element of the token number.
Note: To change credit card details for a specific transaction, make the changes in the Transaction record.

* Tokenized: Indicates that the card number has been added to the vault.

* Clear Credit Card removes the card number from the vault and clears sensitive data from your Λctiv8 database. When changing an existing card number, you must click here to remove the old number.

* Vault Id: The first component of the token number, assigned by the processor.

Copy Mailing Address: Copies the mailing address from the Address tab.

Address Verification Service: Enter the customerʼs name and address as they appear on the card.

* AVS Response reports the message that the processor returned when the card number was added to its vault.

Swiped vs. keyed-in cards

When youʼve entered a credit card number by swiping it in your POS systemʼs card reader, the card type, expiration date, and address fields are unknown and disabled.

The Notes tab

Notes provides a space for free-form notes on the customer.

(To enter the current date and time, press Ctrl‑D.)

Text you enter in the POS Notes field appears at the top of the New Order screen in Active POS. Use this for communications between a tasting-room manager and staff, for example to advise them not to accept a customerʼs credit card.

The Source tab

Used for customer source tracking.

The Accounting tab     

Discount: Specifies a special discount for this customer, overriding any other discounts (e.g., a “VIP discount”)

POS discount

Note: When using Λctiv8 POS, you can override this setting for a single sale by entering a % Discount or $ Discount on the Check Out screen.

Destination Tax Data: When the customerʼs shipping address is in a destination tax state, contains the sales tax to be charged for each of the available product categories. To retrieve the current tax rates, click Manual Tax Rate Lookup.

Note: Manager cannot automatically retrieve tax rates for 'Wine' or 'Hotel' items. The system also supports additional tax classes; contact Λctiv8 support for details.

For non–destination tax states, or when these fields are empty, Manager uses the default values in the corresponding Sales Tax rule. (For details on retrieving sales tax rates and codes, see Assigning sales tax codes.)


External Ref 1/2: Cross-references to the customerʼs records in QuickBooks Accounting.

Assign Loyalty Card to this customer record: Attaches a loyalty card to this customerʼs name. To view the activity on an attached card, click View Card.

The Marketing tab

Used for tracking customer attributes.

Note: The name of this tab can be changed to meet your needs. Λctiv8 administrator-level users can change it in the Translation list, or you can request the change through Λctiv8 support.

The Selection tab

Used when creating customer selections.

The Statistics tab      

Displays historical summary information on the memberʼs purchases and shipments, analyzed and updated nightly by the Λctiv8 Manager robot. This information is useful for customer tracking and club marketing, particularly for customer choice clubs.

Note: When displaying records in the Customer list, the Transaction - Statistics view provides a useful summary of this information.

Related topics:

Maintaining customer records

Finding customer records

Viewing a customer history

Customer data entry

Merging duplicates

Exporting customers