===== Entering Customer Data =====

==== Phone Number ====

The phone number is displayed on the caller ID screen. Then a number is clicked on it will pull up the data we have stored for that customer. If it is a new customer to us that customer's data will need to be entered. There is only one set of customer data for all locations. No matter where the customer's phone number is entered it will pull up the customer's data.

The most important detail in taking a phone order is getting the right phone number for the customer. Sometimes they call from different numbers. So, before adding a new customer, ask if they have ever ordered before. If they have ordered before, ask them if they use a different number. We want to have the order history consolidated. But we do whatever the customer asks. One phone number can have many customers, and one customer can have many phone numbers.

If they have a new number, we can open the order entry screen with the old number and then add the new number in the “Phone Numbers” area on the lower right side of the order entry screen.

==== Customer Name ====

Enter the first and last name of every customer. We send emails and postal mailings to these people, and it is better if we have the full name.

==== Email Address ====

You can set up an Online account for a customer merely by adding their email address. Just enter it in the field on the right side of the order entry screen.

Once they have their email in the system the customer can go online and click “Forgot password” to get one. That way they can use the same account you set up online.

==== Street Addresses ====

Enter the house number and street name.

Once you have enough of the numbers and letters typed in the exact address will appear on the list. Click on the correct address at that point.

The address must be entered exactly as it is on our mapping services. POS finds the address in the Google Maps database. To correctly assign the address to your delivery area POS must get the geocodes for the address. The geocodes are the exact longitude and latitude for the address. For example, our office is at 32.922915, -96.894966.

Here’s the steps to take to add an address:

  - Start typing the address in the Address information field.
  - {{ pos:address1.png?600 }} As soon as the address appears in the list click on that address.
  - If it does not come up when you first type the address, you can try these tricks:
    - Enter the name of the business, school, hotel, apartment complex, park or shopping center etc.
    - Or when it’s a street name with numbers enter the numbers only. Like instead of “1123 CO RD 483” merely enter numbers “1123 483” without using any letters.
  - Brand new streets are sometimes not yet in Google Maps. If you can’t search for the street in Google Maps and have it place a pin on the street; POS can’t find it either. In this case:
    - Get the exact location of the customer’s address from the customer.
    - Verify that the address is within your delivery area.
    - Enter the store address for the customer and type in the real address for the customer in the Address Notes.
    - Fill out an Address Request and send it to support to have the customer’s address manually added. Remember to include a description of how to get to the address. [In POS go to Start> Documents> Address Request at the bottom.]

I can manually add any customer’s address to POS. Just get me the customer info, the address and where it should be on the map.

EVERY ADDRESS WILL WORK. There is no address that cannot be added/fixed.

==== Match Customers Where Possible ====

Sometimes POS will offer a possible customer match where the contact details match to some degree. You should try to use this feature to consolidate the customer accounts. However, we have had 2 people with the same first and last name get consolidated as one person. So ask questions.

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