Customer data entry

Related topics:

Managing customers

Customer data entry

Viewing a customer history

Validating addresses

Assigning sales tax codes

Calculating customer proximity

Assigning customer attributes

Tracking customer source

Managing web IDs

Customer list views

Managing club memberships

Wholesale customers

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.

Searching for customer data

Managerʼs Customer list provides a large number of Quick Searches you can use to locate specific customer records. Because customer data can vary widely, however, the saved searches may not find exactly the records youʼre looking for, so that you may occasionally need to create a custom search.

Unlike other data lists in Manager, the Search Customer dialog does not match the Customer – Data Entry dialog: many fields appear on different tabs in the two places. To see where to look in the Search dialog for a data field listed below, hold your mouse cursor over the field name.

In the example shown here, holding the cursor over the Country field (below) reveals that in the Search Customer dialog, youʼll find this field on the Address tab.


For a tutorial video on e-mail tracking and history searches, see https://player.vimeo.com/video/360452312.

The data entry dialog

The customerʼs Full Name appears at the top of each tab (see below), along with indicators when the customer has a Prepaid or Gift Membership in any of your clubs.

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

The General tab      

Type refers to one of the main customer types used in Λctiv8 POS ('Retail,' 'Restaurant,' etc.).

You can create new Customer types, or rename existing ones, by editing Rules of Type 'Customer.'

Subtype: Not defined; use as needed for searching and sorting.

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

Spouse/Co-Owner: Optional; a second name attached to the account may be needed for authorizing deliveries.

Company Name: Appears on the shipping label. Required for wholesale customers; also often used for company club accounts.

Any name you enter here will appear as the Full Name at the top of the dialog; the First and Last Names displayed will be those of your primary contact at the company.

Web Address, Fax: Not required; used mainly for wholesale customers.

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.

Notes provides a space for free-form notes on the customer. For internal use; text here isnʼt displayed elsewhere in the system.

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.

(In either of the Notes fields, you can press Ctrl‑D to enter the current date and your name.)

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.

Prepaid: Customer has prepaid for the membership and club shipments (disabled until an Expiration date is set for at least one club).

Gift Membership: Membership was a gift. (Details on the gift recipient appear on the Giftee tab.)

The following fields appear for every club:

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

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

Member Since: Filled automatically when a memberʼs Status is set to 'Active.'

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 Mailing tab     

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

Calculate Proximity of Customer Based on ZIP Code: Click to calculate Distance and geographical coordinates. (See Calculating customer proximity.)

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

The Billing tab     


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

Card Type: Credit card issuer; supplied automatically when you enter a Credit Card Number and click Save.

Credit Card Number: Type without spaces.

The last four digits form the second element of the token number.

To change credit card details for a specific transaction, make the changes in the Transaction record.

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.

* 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.

Copy Mailing Address: If the customerʼs billing address is the same as his mailing address, click to copy it from the Mailing tab.

The Shipping tab     

Note: For gift memberships, details on this tab are for the gift recipient (giftee).

Ship Method: Indicates whether orders for the customer are normally shipped, picked up, or delivered.

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 address from the Mailing tab, click Copy Mailing Address.

Notes: Itʼs a good idea to include a shipping address even for pickup customers: itʼs used for pickup list reports, and as a backup in case a pickup order needs to be shipped. 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.

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.

Birth Date: Required by some shipping companies for shipments of alcohol.

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 selected shipping address through UPS or FedEx; results appear in Validation Info. To validate a different address, select it from the list and click Validate Address again.

The Giftee tab     

Most fields are filled automatically from the Shipping tab; youʼll need to enter the following:

Email Address: Needed for sending notifications to the person who receives the gift.

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

The Source tab

Used for customer source tracking.

The Marketing tab     

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.

Newsletter: Use this setting to include the customer in your newsletter mailing. Set automatically when the customer subscribes using the newsletter signup web tool.

For a tutorial video on newsletter subscriptions, see https://player.vimeo.com/video/308133399.

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

Email Address Validation: Fields display validation results whenever the Email Validation job is run.

Abbreviation, Label, Status, Description: These fields arenʼt predefined; use them as needed to classify records for searching and sorting.

Marketing Part 1 and Marketing Part 2 are used to set customer attributes.

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.

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.

The Selection tab

Used when creating customer selections.


Choose a topic:

Managing customers

Maintaining customer records

Merging duplicates

Exporting customers