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ID156 - Mark Customers Inactive Overview & Sample:

Automatically mark Customer Records inactive based on no eAuto activity.

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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips |  Related Alerts

 

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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:  Daily

Type of Output: Email

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Sample

Sample

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Variables

Variables

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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

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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:

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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 for activity):

If assigned as the Customer on any Active Equipment Records

OR if Customer Location on any Active Equipment Records

OR if Customer listed on any Service Calls created

OR if on any Sales Orders for this Customer

OR on any Sales Orders where Customer was BillTo or ShipTo

OR Customer had any ARInvoice activity (including payments)

OR Customer was the BillTo or ShipTo on any ARInvoice activity (including payments)

OR Customer has any open SalesOrders, UnAppliedAR, or open AR Balance

OR Customer is the BillTo on any Active Service Contracts

If NONE of the above are true, then the program assumes the customer is no longer active and will un-check the active box for the customer.

 

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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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