Accounts

Accounts


The Accounts menu is where you come to set-up and maintain your customer accounts, produce invoices, view old invoices and produce Sage export files.  By default there’s a Cash account already set-up but you’ll need to set-up an account for all customers who you will be invoicing.  “Cash” jobs are allocated to the “Cash” account, these are jobs where the customer pays at the end of the journey.
The Accounts window
Let’s have a look at the Accounts window…
1. Click on the Accounts menu and choose Edit Accounts, the Setup Accounts window will appear…


General Page
The General page is where you’ll enter the account name and other contact information  
The left-hand column shows a list of all your account customers including the “Cash” account for cash jobs.  Single click on an account name to see the account details
This form shows all the main details for selected account
The Add account button is used to set-up a new account
Click on the other page tabs to view additional information

What do all the fields mean?
Account Name
Enter the name of the customer in this field
Account Ref
Each customer on the system must have a unique reference code.  This may be an abbreviation of the customer name and can contain a mixture of letters and numbers.


Export
If you are using Sage or Pastel to produce your company accounts, Navigator can export the invoice information into compatible file format.  To make sure the invoice information is allocated to the correct customer record in Sage or Pastel, enter the account reference in these fields.
Address
There are several address fields used for the customer address details.
The Account Reference cannot be changed once the new account has been saved
If you require invoices and/or driver statements, ensure that these two check boxes are ticked
Ticking any of these items makes them mandatory fields on the Booking Screen.  The booking cannot be saved if they are not completed
Enter the name, address and other contact details for this account
Enter a unique account reference for this customer (please see below for more information about the Account Ref field)
If you use Sage or Pastel to process your accounts, enter the relevant account reference here
Use this field to specify a default job type for this customer
Tick this box to exclude this account customer from the Long Distance Rota – please refer to the Drivers & Vehicles configuration guide for more information on the Long Distance Rota

FAO or department
This field is used to specify the name of the person or department who the invoice is sent to.  Whatever is type in here will appear on the invoice above the address.
Contact Name
Enter the main customer contact name.
Contact Number
Enter the customer telephone number.
Fax Number
Enter the customer the fax number.
Produce Invoice check box
This check box must be ticked is you wish to produce invoices for this customer.
Produce driver statements check box
This box must be ticked if you want drivers paid by statement for this account.
Treat as Cash account
If this account customer is required to pay the fare at the end of each journey i.e. they do not have credit facilities.  If this option is ticked, jobs for this account will not appear in the pricing screen and the account will not be listed in the invoices list when creating invoices.
Booking Screen check boxes
In the Booking Screen section of this form, there is a whole series of check boxes next to fields that are found on the Booking Screen.  If you place a tick in any of these boxes, it makes that field mandatory, in other words information must be entered into the field before the booking can be accepted.  On the Booking Screen, the field name will turn red and if the Telephonist tries to accept the booking without supplying the mandatory information, a message will be displayed notifying them which field needs completing before the booking can be accepted.
Passenger name required check box  
If this customer always wants to know the name of the passenger (the passenger name appears on the invoice) place a tick in the first box and this will prevent the booking from being accepted until a passenger name has been entered.
Order no. required check box  
If the customer always wants to see a purchase order number next to each job on the invoice, place a tick in this box.
Tel. no. required check box  
Place a tick in this box if a telephone number is required on every booking for this customer.
Booked by required check box  
Some customers may want the name of the person who booked the job.

Flight no. required check box  
Tick this box if a flight number is always required.
Credit card no. required check box  
Tick this box if a credit card number is always required for this customer.
 

Customer requires booking ref check box 
Some customers may want to be given a booking reference for each booking.  If this box is ticked, a message will be displayed when the booking has been accepted giving a Booking Reference.  This information can then be passed back to the customer.
 

Default Job Type
The Default Job Type field can be used to specify the normal type of job that this customer generates.  For example, if this is a local government department who arranges school runs, chances are that most of the jobs this customer generates will be school runs.  So you can use this field to specify the job type that will be automatically allocated to each new job created for this account.  Please refer to Job Types for more information about job types.
 

Notes / List Page
There’s some really useful stuff on the Notes/List page allowing you to further customise what the Telephonist and Despatcher sees and to speed up bookings.  Click on the Notes/Lists tab to view the page…


Whatever you type here will appear as a message on the screen at the time of booking
Any text you type in here will appear as a message at the point of accepting the booking and at when the job is allocated to a driver
You can enter a list of the customer’s authorised users.  This list of names will be presented to the Telephonist at the time of taking a booking and the chosen name will automatically put into the Booked By field   
The selected fields “remember” data from previous jobs for this account, creating a database of information.
History List Maintenance allows you maintain the “remembered” items.
Click on the Notes/Lists tab to view the page

What do all the fields mean?
Booking Screen note
Any text in this box appears on the Booking Screen when the telephonist chooses the account reference for the current booking.
Despatch Screen note
Any text in this box appears on the Booking Screen at the point of accepting the booking and on the Despatch Screen at the point of allocating the job to a driver.
Authorised Users
Some customers may only have certain members of staff who are authorised to make bookings.  In this field, you can enter a list of the customer’s authorised users.  This list of names will be presented to the Telephonist at the time of taking a booking and the chosen name will automatically put into the Booked By field.
Remember & History List Maintenance
Remember and History list Maintenance allow you to create you own drop-down list options for each customer on the Booking Screen allowing for faster data entry when taking bookings.  You can ask the system to automatically create a history list for each field and maintain these lists as required…
Remember
The selected items in the Remember list will automatically “remember” data from previous jobs for this customer on the Booking Screen.  For example, if there is a tick next to the From field, all pickup locations will be “remembered” for subsequent use.  This means that when the user goes to the From field on the Booking Screen, a list of previously used pickup locations will be displayed.
History List Maintenance
These “remembered” lists can be maintained in History List Maintenance, so for example if there is a pickup location that is no longer being used by this customer, you can delete the pickup location from the list so it no longer shows in the list on the Booking Screen.  Alternatively you can use History List Maintenance to add a whole list of choices in one go…
Adding an item to a History List
1. Select the field you wish to add the history item to, e.g. From
2. Click on the Add button and enter the new item


Click on the Add button to add a new item to the list

Deleting an item from the History List
1. Select the field you wish to modify, e.g. From
2. Select the item you wish to delete
3. Right-mouse click on the selected item and choose Delete from the shortcut menu


Sales Rep
If your Sales Reps receive commission on invoices raised to this customer you can enter their name and the percentage of the net invoice paid.


Unsocial Hours / Concession page
You can choose to charge any account a higher rate for jobs taken during unsocial times.  For example, we may decide that a customer of ours called ABC Ltd is charged a higher rate for any jobs between the hours of midnight and 6.30 am, therefore any jobs taken between these times will be charged at the higher rate rather than the standard rate.
Once we have set-up an unsocial time rate for a customer account, we can then copy this rate to other customer accounts.  We can also set-up dates that are charged at a higher rate, for example Christmas Day may carry a higher charge than normal days.
Concessions are to help manage and track subsidised fares for certain customers.  For example, your local borough council may offer OAPs 150 subsidised taxi rides per year.
Right-mouse click on the selected item and choose Delete

Setting up unsocial times
1. Click on the Add button  
2. The Unsocial Details dialog box will appear  
3. Specify the time range
4. Choose the pricing rate (make sure the pricing rate is already set-up – see Rates for more information)  
5. Specify the days of the week that this applies to by ticking the boxes next to the days
6. Click OK when done
Unsocial times
Unsocial dates
Concessions
Click on the Add Button
Start and end times
Pricing rate
Days of the week

Deleting unsocial times
1. Select the rate you wish to delete
2. Click the Delete button
Concessions
Concessions are to help manage and track subsidised fares for certain customers.  For example, your local borough council may offer OAPs 150 subsidised taxi rides per year.
If the OAP is set-up with a customer account, you can then allocate the number of subsidised rides to that account.  Navigator will then keep track of the number of subsidised rides and when the 151st ride is booked a message will be displayed notifying the telephonist that the number of concessions has been exceeded.  This does not stop the booking from being taken but gives the telephonist the opportunity to notify the passenger that the fare will be at the full rate rather than the discounted rate.
To set-up concessions for a particular account, just follow these instructions…
1. On the Unsocial hours / Concessions page, click on the Add button in the Concessions section  
2. Enter the date range for the concession period


3. Enter the number of concessions allowed
4. Click OK when done
Select the rate
Press Delete
Click Add to add concessions for this account

Maximum number of concessions exceeded
When the maximum number of concessions has been used, the following message will be displayed to the telephonist when taking the booking…
Resetting the number of concessions
At the end of the concession period, you will want to reset the number of concessions used back to zero…
1. On the Unsocial hours / Concessions page, click on the Edit button in the Concessions section
2. Place a tick in the Reset the current number of booking check box and click OK
3. A message will be displayed asking you to confirm that this is what you want to do
Enter the concession date range
Enter the number of concessions allowed
Place a tick in this box to reset the number of concessions used back to zero

Concessions Report
The Concessions Report will show you the current status of concessions for each account where concessions have been allowed.
To create the report, follow these instructions…
1. Click on the Reports menu
2. Choose Concession Report
3. A message appears asking if you would like to check the concession details before starting the concession report, click Yes to continue
4. Click OK on the next message detailing the number of concessions
5. On the Concession Report window that appears, select the report criteria and click either Create Report to send it to the printer or View Report to preview before printing
6.Click here when done

Deleting unsocial times
1. Select the rate you wish to delete
2. Click the Delete button


Concessions
Concessions are to help manage and track subsidized fares for certain customers.  For example, your local borough council may offer OAPs 150 subsidized taxi rides per year.
If the OAP is set-up with a customer account, you can then allocate the number of subsidized rides to that account.  Navigator will then keep track of the number of subsidized rides and when the 151st ride is booked a message will be displayed notifying the telephonist that the number of concessions has been exceeded.  This does not stop the booking from being taken but gives the telephonist the opportunity to notify the passenger that the fare will be at the full rate rather than the discounted rate.
To set-up concessions for a particular account, just follow these instructions…
1. On the Unsocial hours / Concessions page, click on the Add button in the Concessions section

 
2. Enter the date range for the concession period
3. Enter the number of concessions allowed
4. Click OK when done
Select the rate
Press Delete
Click Add to add concessions for this account

Maximum number of concessions exceeded
When the maximum number of concessions has been used, the following message will be displayed to the telephonist when taking the booking…


Resetting the number of concessions
At the end of the concession period, you will want to reset the number of concessions used back to zero…
1. On the Unsocial hours / Concessions page, click on the Edit button in the Concessions section
2. Place a tick in the Reset the current number of booking check box and click OK
3. A message will be displayed asking you to confirm that this is what you want to do


Enter the concession date range
Enter the number of concessions allowed
Place a tick in this box to reset the number of concessions used back to zero

Concessions Report
The Concessions Report will show you the current status of concessions for each account where concessions have been allowed.
To create the report, follow these instructions…
1. Click on the Reports menu
2. Choose Concession Report


3. A message appears asking if you would like to check the concession details before starting the concession report, click Yes to continue


4. Click OK on the next message detailing the number of concessions
5. On the Concession Report window that appears, select the report criteria and click either Create Report to send it to the printer or View Report to preview before printing
Click Yes to continue

Invoicing Page
All the invoice options are found on the Invoicing page tab…


What do all the fields mean?
Pricing Rate
Select the pricing rate for this customer for example, Rate 1 will probably for your Cash paying customers, Rate 2 will probably for your account paying customers.  Please refer to the Rates configuration guide for more information.
Invoice Period
Select the frequency of invoicing for this customer, for example, you may wish to raise invoices weekly for this customer whilst others may have monthly or fortnightly invoices.  Click on the drop-down arrow to choose from the list.
Specify the start and end date range of the report Specify the sort order of the report
Use this field to choose how many remaining concessions to report on, for example you may only want to see those accounts that only have less than 20 concessions left to use
Click Create Report to send the report to the printer
Click View Report to preview the report before printing

Discount /Surcharge
You may wish to give this customer a discount or charge a surcharge on all jobs.  If so, select either Surcharge or Discount from the drop-down list and then enter the percentage value in the field next door.  For example, you may wish to give a local charity a 10% discount on all jobs.  If you wish, you can change the Surcharge and Discount descriptions in System Preferences, for example, you may want to call them Extra Charges or Loyalty Discount.  For more information about changing the descriptions, please refer to Addition Label and Deduction Label on the Invoicing page in System Preferences.
Terms of trading
These are your payment terms for this customer e.g. 30 days.  The terms of trading are printed on the bottom of the invoices so the customer knows when payment is expected.  Either type the number of days into this field or use the roller buttons to increase or decrease the number.
Factoring no. for invoicing
If your company uses a factoring company for invoicing, each customer account will have a unique reference number issued by the factoring company.  Enter that reference number in this field.
VAT Number
If the account customer is VAT registered, enter their VAT number here.  
Layouts
The Layouts field allows you to specify the amount of detail required on the invoice for this customer.  The default choice is Two Pricing Titles, this puts two columns of charges for each job on the invoice, one for the job charge and the second for waiting time.  The third and fourth pricing titles are for user definable charges of your choice.  You’ll notice that that other choice will include “vias” on the invoice.
Use new style invoices
New style invoices offer far more flexibility as to what is included on the invoice because you can now create your own invoice templates and you can have as many different invoice templates as you want.   
Different invoice templates can be allocated to different account customers which is particularly handy for customising invoices for certain account customers.  For example one of your accounts may insist on seeing the name of person who booked the job listed on the invoice, whilst another might like to see the driver name next to each job.


To use the new style invoices for this account, turn the Use new style invoices option on.  This will give you the option to select a specially designed invoice template for this account customer
Use these options to opt to have either the vehicle registration number or the drivers’ call sign displayed on the invoice next to each job.  However, sometimes the layout of the invoice means that the column isn’t wide enough to display all the information so it’s probably best to design your own invoice template to include this additional information
The Invoice Template field allows you to choose which invoice template to use for this customer

For detailed instructions on how to create invoice templates, please refer to the configuration guide called Statement Layouts.
Owner Display
Use these options to opt to have either the vehicle registration number or the drivers’ call sign displayed on the invoice next to each job.   
Envelope Size
Use the envelope size options to specify what size envelope the invoices are sent out in.  Selecting the correct size will hopefully ensure that the address will appear in the envelope window when the invoice is folded!  These options are only available when using new style invoices.
Create invoice CSV
You can request a Comma Separated Value (CSV) file with the invoice information.  This CSV file format is a commonly used format that can be used with many accounts packages and other applications such as Excel.  Please see the configuration guide called Invoicing for more details.


Use Depot Name
If this check box is ticked, the Depot name will be displayed on the invoice and included in the CSV export file.   
Account specific Booking Confirmation e-mail “To”
If this account customer wants emailed booking confirmations, enter the email address of the account customer recipient in this field.  To find out more about emailing a booking confirmation please refer to the Telephonist Guide, to find out more about setting up Navigator to email booking confirmations, please refer to the Email Settings section in the System Configuration guide.
Debt Limit
The Debt Limit field can be used to give this account customer a credit limit.  The Current Debt field shows their current debt.  If they have exceeded their debt limit, bookings can still be taken but a message is displayed on the Booking Screen notifying the Telephonist that the customer has exceeded their credit limit.
Place a tick in the Create invoice CSV check box if you want this account’s invoice information exported to a CSV file

Separate Invoices Per Order Number
When this check box is ticked, a separate invoice will be raised for every different purchase order number.  Please note that sequential purchase order numbers are automatically created for each new booking taken, so unless a specifc order number is entered in the Order No. field when the booking is taken, a separate invoice will created for each and every booking taken for this customer.   
This option can be particularly handy if the customer wants to group the jobs by a particular department or project code.  For example, let’s imagine that the customer is running a project with a reference “XYZ”.  If the reference “XYZ” is entered in the Order No. field for each booking relating to this project, all these bookings will appear on the same invoice.


Setting up a new account
OK, so a new customer has just requested your services and you would like to set them up with a new account but where do you start?  Navigator is very flexible and allows you to configure each account differently.
1. Click on the Accounts menu and choose Edit Accounts


2. The Set-up Accounts window is displayed…


Click on the Accounts menu and choose edit accounts
All jobs taken for an account customer and allocated the same order number will be grouped together on the same invoice
3. Click on the Add Account button to add a new account and a brand new blank account form will be displayed…


4. Fill in as much information as you can on each page tab

Assigning an account to a different company/circuit
Navigator is now able to offer a facility for multiple companies/circuits.  This feature is particularly useful for company take-overs where you want to see the revenue separately for each company.  It’s also useful for different types of work your company may do, for example you may operate a VIP circuit or a parcel delivery circuit.  Accounts can be assigned to different companies/circuits and invoices raised to these accounts will show a different company name.  For information on setting up multiple companies/circuits please refer to Company/Circuit Info in the Advanced Features guide.
Click on the Add account button to add a new account
A new blank account form will be displayed showing the General page tab
1. Click on the Accounts menu and choose Edit Accounts
2. In the left-hand list choose the account you wish assign to a different company/circuit


3. Click on the drop-down arrow next to the Circuit field and choose the company/circuit you want to assign this account to
4. Click on the Move to circuit button
5. A message will be displayed asking you to confirm  
6. Click Yes to continue


Using multiple companies and new style invoices
If you’re using multiple companies/circuits, you must use new style invoices on all accounts for the other company name to be printed on the invoice:
1. Click on the Accounts menu and choose Edit Accounts
2. In the left-hand list choose an account that has been assigned to a different company/circuit
3. Click on the Invoicing tab and place a tick in the Use new style
Select the account you wish to assign to a different company/circuit
Click on the drop-down arrow on the Circuit field and choose the company/circuit you want to assign this account to
Once selected, click on the Move to circuit button invoices check box
4. Repeat for all accounts that have been assigned to another company/circuit and click Close when finished


Duplicate Account
Creating new accounts can be a bit tedious, so we’ve created a new feature called Duplicate Account which creates a new account and copies all the basic information from the account you are currently looking at.  For example, let’s say you have an account customer who is running two businesses from the same address and want you to start invoicing both companies separately for work, you’ll need to create an extra account with all the same basic information apart from the account reference.
The new duplicate account feature can also be used to rename an account reference.  As you know, an account reference cannot be changed once the account is set-up but if a mistake has been made and the account ref needs to be changed, you can use this feature to “clone” the account and give it a new reference (you could then hide the previous account so it doesn’t show).
1. Click on the Accounts menu and choose Edit Accounts
2. In the left-hand list choose the account you wish to duplicate
3. Click on the Duplicate Account button
Place a tick in the Use new style invoices check box
Select the account
Click on the Invoicing tab

4. A window will appear asking you to enter an account reference for the new account – the account ref. must be unique


5. A message will appear asking you to confirm the account reference just entered is correct – be careful, this cannot be changed once set.


6. The new account has been created and you can now amend any of the basic information that has been copied
If you were doing this to correct an account reference error and now wish to “hide” the original account, please refer to the section called Show/hide accounts in this guide (below) for more information.
Select the account you wish to duplicate
Click on the Duplicate Account button
Enter a new account reference and click OK

Show/Hide Accounts
The Show/Hide Accounts option can be used to hide old accounts that are no longer in use.  This doesn’t remove the account information from the system and the hidden accounts can be un-hidden at any time.


Hiding Accounts
1. Click on the Accounts menu and choose Show/Hide Accounts
2. The following window will appear…
3. Click OK and the Hide un-wanted account(s) window will appear…
Tick the accounts you wish to hide
Click OK when done
Before hiding an account it is vital that all outstanding invoices for that account are run and any driver statements that contain work for that account are run.

4. Place ticks in the boxes next to the account/s you wish to hide and click OK
5. Click Yes on the confirmation message and OK on the next message
Un-hiding Accounts
Hidden accounts can be un-hidden at any time, just follow these instructions…
1. Click on the Accounts menu and choose Show/Hide Accounts
2. The following window will appear…


3. Place a tick in the Show hidden accounts check box
4. Click OK and the Hide un-wanted account(s) window will appear…


Place a tick in the Show hidden accounts check box
Un-tick the accounts you wish to un-hide
Click OK when done

4. Place ticks in the boxes next to the account/s you wish to un-hide and click OK
5. Click Yes on the confirmation message and OK on the next message