retailCRM Documentation

Corporate customers

Note: it is also possible to work with corporate customers in retailCRM mobile app.

Settings of corporate customers

In the system settings it is possible to specify whether the main contact person and the main company should automatically be added to the order that is being created. Options are enabled by default. If “No” is specified, the above-mentioned values can be selected manually in the order.

Also, there is a setting that allows to display fields of the corporate customer in the order. That is, you can select which fields are to be displayed on the order page of the corporate customer.

Migration of existing customers to corporate customers

To activate corporate customers, click on the corresponding button in the system settings (“Customers” section, “Corporate customers” tab).

Before enabling the corporate customers functionality, the system will automatically convert the current customers to corporate ones.

Note: data migration is launched only after the corporate customers functionality is enabled. In new systems the corporate customers functionality is enabled by default.

The migration is carried out for customers with such contractor types as “Legal entity” or “Individual entrepreneur”, as well as for customers with the contractor type “Private individual” but who have orders for a legal entity.

Please note that customer migration is an irreversible operation.

After enabling the setting, the migration will be started automatically at 00:00 of the following day.

If the migration is successful, all customers with legal and bank details or with the type “Legal entity”/”Individual entrepreneur” will be converted to corporate customers. At the same time:

  1. During the migration process it will not be possible to edit customers.
  2. The customer type will be changed to “Corporate customer”. The full name of the legal entity will become the name of the corporate customer. If it is not specified, the full name of the customer will be used. All data of the customer profile (full name, gender, e-mail, phone numbers, etc.) will be transferred as the data of the corporate customer’s contact person, with the exception of discounts and VIP/BAD marks (they will be saved for the corporate customer).
  3. A company will be created for each corporate customer. This company will be the main one and the details will be transferred to it. The name for the company will be taken from the “Full name” field. If this field is empty, the name for the company will be taken from the full name of the customer. If before the migration the customer had the type “Legal entity”/”Individual entrepreneur” but the details were not filled in, the company will not be created during the migration.
  4. The contact person of the corporate customer will be added as the main one by default and will automatically be linked to the company if there is any.
  5. During the migration process the customer address will be saved for the corporate customer and named as “Main”.
  6. The cumulative discount of the customer will be converted to the personal one. If the personal discount is also specified, the largest of the two presented will be transferred.
  7. Corporate customers will be deleted from all segments.
  8. Custom fields for corporate customers will be created by analogy with those of the customer. This means that during the migration process the custom fields of the customer that are displayed in a certain area will be moved to the same display area on the page of the corporate customer if the display area differs from “Legal details”.
  9. Custom fields of the customer which are displayed in the “Address” area are moved to the “Main data” area of the corporate customer.
  10. Custom fields of the type “Checkbox (yes/no)” are moved in all cases.
  11. Custom fields for companies of corporate customers will be created by analogy with those of the customer with the display area “Legal details” (these fields will be deleted for customers). If the customer does not participate in the migration, a new custom field will be created with the same name and the value but without the display area.
  12. All orders that were previously created for the customer, will also be added to the created corporate customer. These orders will contain the data of the contact person and the company created for the corporate customer as the result of the migration.
  13. If the customer with the contractor type “Private individual” had an order with the contractor type “Legal entity”/”Individual entrepreneur”, he/she will also be converted to the corporate customer with data substitution from the order.
  14. If the customer has several orders with the type “Legal entity”/”Individual entrepreneur and the filled in details, he/she will also be converted to the corporate customer with the created companies according to the order details. To avoid duplication of companies, a check is conducted by TIN and Name (if TIN is not specified).
  15. All e-mails, SMS and calls will be attached to the created corporate customers.
  16. The corporate customers will have the id and the externalId of the original customers.
  17. For the customer who was converted to the corporate one will be added a new entry to the history which will be displayed only in API. Value of the field field - type, oldValue - customer, newValue - customer_corporate.

Important! The orders with the contractor type “Private individual” but already bound to the corporate customer may remain after the migration. These orders should be re-bound manually, especially those that are being processed. If the orders aren’t re-bound manually, they will not be validated and API requests will return an error that the contractor is incorrect.

There are two options for rebinding the order:

  1. Change the customer type from the corporate customer to the simple one (the customer ID will be changed in this case).
  2. Change the contractor type in the order from the private individual to the legal entity or individual entrepreneur (if the order should be bound to the corporate customer).

To find similar orders, use the filters in the orders list:

Access rights to the “Corporate customers” section

It is possible to restrict work with corporate customers and their orders for user groups. These settings are located in Administration > User groups > Rights (sections “Corporate customers” and “Orders of corporate customers” respectively).

Read the details about configuring user groups in the corresponding article.

Custom fields for corporate customers and companies

You can create separate custom fields for a corporate customer and his/her companies. These fields will be displayed in the corresponding blocks on the page of the corporate customer.

If you create a custom field for the customer and specify “Main data” as a display area, this field is displayed in the contact person of the corporate customer.

Read the details about configuring custom fields in the corresponding article.

Loyalty

The personal discount of the customer does not apply to the corporate customer and vise versa.

Read the details in the article “Loyalty”.

“Corporate customers” section

List of corporate customers

This section is absolutely identical to the customers list with the exception of some filters.

Let’s look at one of the filters.

Using the “Corporate customer” filter, it is possible to find the required corporate customers in the list. Multiple values can be selected in the filter, search by part of the entered value is also available. The name of the corporate customer, the company name or its TIN are used for searching. When typing a query, the system displays a list of matches found from which you can select a specific corporate customer or click “Enter” and set a filter condition for the search. The “or'' condition is applied to several conditions in the filter, which allows to display several different results simultaneously in one list as a result of filtering. The “and” condition is applied to all other filters.

You can combine corporate customers from the list. To do this, select the customers and click the “Combine” option in the “Actions” menu. To get here the list of customers for combining, use the “Corporate customer” filter.

Note: no more than 50 corporate customers can be combined at the same time.

A form will be opened where you should select the main customer. Companies, contact persons, addresses, as well as notes, calls, SMS, e-mails, tasks and files will be combined. At the conflict of fields the data of the main customer will be saved.

Page of a corporate customer

To create a page of a corporate customer, click the “New” button in the top right corner of the workspace.

You will be prompted to fill in the main data of the corporate customer:

Then you will find yourself in the view mode where the blocks “Contacts”, “Companies” and “Addresses” will be available for further filling in.

Let's look at each block separately.

Contact persons

Contact persons of the created page of the corporate customer. There can be several contact persons on one page of the corporate customer.

A contact person is a customer for whom a connection with a corporate customer was established.

To add a contact person, click the “Add a contact person” button at the bottom of the block. A pop-up window will open for entering information about the contact person. When creating a new contact person, a customer with the customer type “Contact person” will be created, who is displayed in the customers list when filtering by the corresponding type.

The customer with the customer type “Contact person” will become a full-fledged customer if you change the customer type in the order to “Customer” when creating the order for a corporate customer. The order will already be created for this customer.

It is possible to bind an already created customer to a page of a corporate customer. To do this, start entering the customer information in one of the fields: first name, last name, patronymic, e-mail or phone number. A list of available customers for establishing a connection will be generated according to the matches. Just select the required customer from the list.

The “Main” checkbox on the page of a corporate customer means that:

  1. The data of the main contact person is displayed in the list of corporate customers.
  2. The data of the main contact person is substituted automatically when creating an order if the corresponding setting is enabled.
  3. The contact information of the main contact person is substituted automatically when sending an e-mail or SMS from the page of a corporate customer.

Only one contact person of the corporate customer can be the main one. If you, already having the main contact person, mark another contact person as main, the second contact person becomes the main one.

In the “Company” field you can specify the company to which the contact person of the corporate customer belongs. A contact can be bound to several companies of the current page of the corporate customer. Please note that you can select only those companies which were already created on the page of the corporate customer.

The company is created in the block with the same name.

The created contact person is displayed in the corresponding block on the page of the corporate customer. If you click on the contact name, additional information will be opened in the view mode. This information isn’t displayed in the collapsed view.

To edit a contact person, click the “Edit” icon in the right part of the block.

To open the customer profile of the corporate customer, click this icon.

The following icon represents the main contact person of this page of the corporate customer.

When deleting a corporate customer, all his/her companies and addresses are deleted. The customers who are contact persons of the corporate customer are not deleted.

Companies

The data of the companies of the corporate customer is entered in the “Companies” block. To add a new company, click the “Add a company” button. A pop-up window will open for specifying the main information about the company, as well as its legal/bank details.

The “Main” checkbox is responsible for automatic substitution of the company data when creating an order if the corresponding setting is enabled.

Only one company of the corporate customer can be the main one. If you, already having the main company, mark another company as main, the second company becomes the main one. The data of the main company is displayed in the list of corporate customers.

In the “Address” field it is possible to specify one of the addresses of the corporate customer - this will allow to quickly fill in the data of the “Delivery” block in the order for this company. Addresses are created in the block with the same name. Only the addresses which were previously created on the page of the corporate customer can be bound to the company.

The created company is displayed in the corresponding block. If you click on the company name, additional information will be opened in the view mode. This information isn’t displayed in the collapsed view.

To edit the company data, click the “Edit” icon in the right part of the block

The following icon represents the main company of this page of the corporate customer

Addresses

The addresses of the corporate customer which can be bound to the companies are specified in the “Addresses” block.

It is possible to create several addresses. Only one address can be bound to one company but one and the same address can be bound to several companies of corporate customers.

The “Main” checkbox is used to display the data of the main address in the list of corporate customers and to substitute the address automatically when creating an order. The main address is substituted automatically only if the company for which the order is being created is not connected with one of the addresses of the corporate customer. The main address is indicated by an asterisk icon.

Only one address of the corporate customer can be the main one. If you, already having the main address, mark another address as main, the second address becomes the main one.

When creating an order for a corporate customer, you can quickly fill in the address in the "Delivery" block by clicking the "Upload delivery address" button:

Note: the “Upload delivery address” button appears only after the order is saved.

Key indicators and communications

The “Key indicators” block displays the main analytics on the corporate customer.

If there are several companies on one page, the key indicators are displayed on all companies but it is possible to view the indicators by each company separately.

The “Communications” block displays the consolidated figures on all interactions with the corporate customer.

Blocks “In work” and “Earlier”

To the right of the main information blocks is displayed the area of interaction with the corporate customer. Please note that if a contact person with the e-mail address and the phone number was not created on the page of the corporate customer, the tabs “E-mail” and “SMS” won’t be displayed.

The blocks “In work” and “Earlier” are displayed below the interaction area.

The “In work” block contains the tasks and orders which are being processed at the moment (with the exception of orders in the status groups “Cancel” and “Completed”)

The “Earlier” block contains information about the interaction with the corporate customer (calls, e-mails, SMS), orders, tasks, notes and attached files.

These blocks are absolutely identical to those that are located on the page of a simple customer with the exception of the “Visits” block - analytics on visits is not recorded for corporate customers. Read the details in the corresponding article.

Information about the corporate customer on the order page

The page of the customer who is the contact person of the corporate customer is absolutely identical to that of the simple customer with the exception of the “Connections” block. The “Connections” block displays the name of the corporate customer and the name of the company which is connected with the customer.

An order on a page of a corporate customer is created in the same way as an order on a page of a simple customer.

But let’s pay our attention to the most important moments:

The orders list contains the filters and columns related to the corporate customer:

The columns similar to the filters can be displayed in the table with orders.

The blocks “Customer” and “Legal details” are substituted by default with the data from the main contact and the main company of the corporate page respectively if the corresponding settings are enabled. This data is also bound to the blocks.

To change the company information, click the pencil icon beside the name. The fields for filling in will appear below. Changes will be made to the company profile after saving the order.

The order discount is applied depending on the entity to which the order is bound. If the order is created for a corporate customer, the discount of the corporate customer is applied; if the order is created for a simple customer, the discount from the customer page is applied.


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Page last modified on September 08, 2020, at 02:44 PM