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.)

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.

Suspend 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 the customerʼs web site

Email Address: Memberʼs primary e-mail address; to send system e-mails to two addresses, separate them with a semicolon

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: Address for the recipient of a gift membership

The Address tab     

Company Name: 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 or picks up

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.

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.

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; click Save to fill automatically.

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

Provides a space for free-form notes on the customer.

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

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.

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 selection clubs.

Related topics:

Maintaining customer records

Finding customer records

Viewing a customer history

Customer data entry

Merging duplicates

Exporting customers