Automatically mark Customer Records inactive based on no eAuto activity.
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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips | Related Alerts
Overview
Overview
This task process will mark your eAuto Customer Records inactive based on activity recorded against each record.
**THIS ALERT IS NOT FOR ANY CLIENT WHO HAS BEEN ON E-AUTO LESS THAN 18 MONTHS! !
Run Schedule: Monthly, first of the month
Type of Output: Email
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Sample
Sample
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Variables
Variables
Variable W: Number of Months with no invoicing to flag inactive
Variable X: Ignore customer created in last X months
Variable Y: Enter Customer Numbers you want to specifically exclude (never de-activate), separated by comma
Variable Z: Enter Customer Type(s) you want to specifically exclude (never de-activate), separated by comma
Variable 1: Enter Branch Numbers to review (separated by comma), or enter 'All' for all branches, or enter 'Consolidated' for one company-wide report.
*Please note:
If left blank or if Variable1 equals ‘Consolidated’, alert will email one single report for all branches. It will not send to branch roles in this case.
If Variable1 equals ‘All’ it will send a separate email per branch.
If Variable1 has a list of branches, it will send a separate message per branch listed.
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Alert Functionality
Alert Functionality
1. Unchecks the 'Active' box on Customer Record:
2. This process should only be used IF you have been on eAuto for 18+ months.
3. Our installer will install in test mode first so you can see a list before we make any changes to your eAuto, you let us know once you are ready to go live.
4. Once the alert is switched to run live, you will receive list of Customer Number(s) marked inactive in PDF format. This is not available in excel format.
5. This task process is to run through and inactivate Customer Records. eAutomate is a true relational database. Therefore deleting any records once they have been used in any context in the system is not possible as this would impact the integrity of the database and your historical reports. So eAuto has the 'Active' checkbox at the bottom of most records and this checkbox controls the visibility of that record (customer, item, code, etc.) in the drop down lists in eAutomate.
6. We check to see if the customer is still Active by seeing if any of the following conditions are true (based on VariableW and VariableY for activity):
Customer was created in last [VariableX] months
OR
Assigned as a Parent Customer for an Active Location/Child Customer Record
OR
Assigned as the BillTo for an Active Customer Record
OR
Assigned as the Main Customer on any Active Equipment
OR
Assigned as the Customer Location on any Active Equipment
OR
Used on Sales Order(s) in last [VariableW] months
OR
Used as BillTo on Sales Order(s) in last [VariableW] months
OR
Used as ShipTo on Sales Order(s) in last [VariableW] months
OR
Has any ARInvoice activity in last [VariableW] months
OR
Set as the BillTo on any ARInvoice activity in last [VariableW] months
OR
Set as the ShipTo on any ARInvoice activity in last [VariableW] months
OR
Has any open SalesOrders, UnappliedAR OR Open AR Balance
OR
Is the BillTo on any Active Contract Records
OR
Used on a Service Call in last [VariableW] months
If NONE of the above are true, then the program assumes the customer is no longer active and will un-check the active box on Customer Record(s).
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Best Practices & Tips
Best Practices & Tips
1. THIS ALERT IS NOT FOR ANY CLIENT WHO HAS BEEN ON eAUTOMATE FOR LESS THAN 18 MONTHS! !
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Related Alerts
Related Alerts
ID157 - Mark Customer Records Inactive
ID337 - Mark Item Records Inactive
ID479 - Mark Contact Records Inactive
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