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Excerpt
  1. Go to Maintenance > Customers and click the New button in the top left, or click the down arrow next to the New button and click Customer.

  2. Enter a unique Customer Number. The customer number can be entered manually or generated using the "Generate ID" button  located on the toolbar. Generate ID generates the and ID number based on the "Customer ID Algorithm" setting in the global options' "Misc" tab. See Global Options for more information.

    Note
    • Use numbers only.
    • No special characters or letters. 
    • This number cannot be changed once the customer is saved.


  3. Enter a Name. 


Tip

You can load default field entries by clicking the "Load Defaults" button located on the toolbar. See Default Customer.


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Requires X Dispatch 20.0 or newer.
Field NameDescription

Click the Address button to enter or edit the address that will appear in the origin or destination field when the insert key is used while on the order form.

Phone 1This phone number will be placed in the Phone field of an order if the customer is used as the origin or destination. The phone number will automatically be formatted. Example: A number entered as "4053456789" will be changed to "(405) 346-6789".
Phone 2Secondary phone number for the customer.
FaxCustomer fax number.
ContactName of the main contact.
EmailCustomer's main email address.
Origin Caption

Select the caption that will show on the customer's order form.

  • Origin
  • Shipper
  • Pickup
  • From
Origin RemarksThis will be placed in the Remarks field of the Origin on the order from when the local address information is used for the pickup.
Destination Caption

Select the caption that will appear on the customer's order form

  • Destination
  • Consignee
  • Delivery
  • To
Destination RemarksThis will be placed in the Remarks field of the Destination on the order from when the local address information is used for the delivery.
Route CommentsComments specific to "X Route".
Labels
Info

Label(s) for the customer to be used for reporting purposes. See Labels (Classic Operations App).

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Requires X Dispatch 20.0 or newer.Makes parcel dimensions required in RapidshipMake a signature required for the delivery of an order or route stop
Field NameDescription
Default Service Type

This field can be left blank. The service type selected will be placed in the "Service Type" field of the order form every time this customer places an order.

Note

All service types are available for selection, but it is possible that the customer will not have the availability of a service type based on the assigned rate chart.


Default Order Type
This field can be left blank. The order type selected will automatically be placed in the "Order Type" field of the order form every time this customer places an order.
Note

All order types are available for selection, but it is possible that the customer will not have the availability of an order type based on the assigned rate chart.


Default Image File Conversion
Info

Default image file type used for the customer's image attachments when sent through the message format status alert emails and used when saving in

X Dispatch and Rapidship

the Operations App and the Client Portal. Select from the following:

  • No Conversion - File types will not be changed. The original file type is used
  • BMP - Image file types will be converted to BMP
  • JPG - Image file types will be converted to JPG
  • PDF - Image file types will be converted to PDF
  • PNG - Image file types will be converted to PNG
  • TIF - Image file types will be converted to TIF
Note

PDF files will not convert to any other image file type. 


Dispatch PrioritySelect the level of importance of the customer from 0 to 10. It is displayed in the dispatch board and can be a useful tool for making dispatch decisions. 
Allow Customer Address Pointscustomer address points

Turns on the customer specific address points when taking an order. 

Note

If unchecked, the customer can only view global addresses.

Require Parcel Dimensions - Rapidship

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Weight RequiredMake weight on the order form required.
Pieces RequiredMake pieces on the order form required.POD RequiredMake POD, or proof of delivery, required for the delivery of an order. This is just the text part of the signature. 
Service Type RequiredMake service type on the order form required.Signature Required.
Require Status Code for TW ChangeMake a status code required for a time window change.
Service Require Parcel Dimensions - RapidshipMakes parcel dimensions required in the Client Portal.
POD RequiredMake POD, or proof of delivery, required for the delivery of an order. This is just the text part of the signature. 
Signature RequiredMake a signature required for the delivery of an order or route stop.
VOPD RequiredMake visual proof of delivery required for the delivery of an order. The driver can take a picture with the camera on their device or attach a file or image.
  • Camera Required

When checked, the driver is required to take a picture with the camera on their device and cannot attach an image or file as the VPOD.

This field is enabled as an option when VOPD Required is checked.

Force Location Scan on Pickup
  • None
  • Upon Arrival: Requires an arrival scan, where the driver has to scan a location barcode from the Driver App.
  • Upon Departure: Requires a departure scan, where the driver has to scan a location barcode from the Driver App.
  • Both: Requires both arrival and departure location barcode scans.

See Force Location Scan in the Driver App (Nextstop 3).

Force Location Scan on Delivery
Service Type CaptionChanges the caption of the service type on the order form. You can select "Service Type" or "Vehicle Type".
CSR Reminder

A reminder that will appear on the order form with a red flashing siren next to it. 

Dispatch ReminderComments relating to the customer that is specifically for the dispatchers. It displays as a field in the dispatch board.
Default Mileage UnitSelect the default measurement unit of miles or kilometers to calculate the distance for on demand orders.

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If the Billing Contact information is left blank, X Dispatch will default to the information in the Local Information section in the Orders tab will be used.

Field NameDescription
NameThe customer billing contact.
PhonePhone number for billing purposes.
FaxFax number for.
E-mailThe "Ee-mail Address" of the "Customer" billing contact. This "E-mail Address" is what "X Dispatch" will use address of the customer's billing contact. Used when emailing invoices to the "Customer"customer.
NotesGeneral "Billing Notes".

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Field NamesDescription
BaseEnter the number of the base chart you would like to assign the customer.
Rate Adjustment %

This is a discount or increase of the base chart. Enter a positive number for an increase, or a negative number for a discount. 

Example: Enter "- 20" for a 20% discount off the rate chart assigned.

Apply to base rate only

When enabled, the Rate Adjustment % to only apply to the base rate. 

When disabled, the Rate Adjustment % will be applied to base and item rates only. Surcharges are not included in the rate adjustment.

Order Type Overrides

Click the button to override order type settings on a customer by customer basis. You can override time parameters by extending time frames on order types, give discounts or increases for a certain time, and change the distance factor calculation.

Driver Override %Enter the total driver pay percent. This will override the driver pay percent in the driver's HR record. 
Exclude from sales reports ( House Account )Check the box if you would like the revenue from this customer customer not appear in the generated reports that are generated by X Dispatch. This is useful is in situations where a customer account is set up to charge back your company for various deliveries, House Accounts. 
Tax ExemptCheck the box to exclude the customer from sales tax.

Require verification before

info
"

Require verification before

invoicing" for X Dispatch 20.0 or older.

Check the box to require verification on an order before the selected action.

  • Invoicing
  • Settlements
  • Invoices and Settlements
Print invoice detail format

Check the box to print invoices according to the format selected. By default, X Dispatch provides three Three different formats are provided by default:

  • Standard Invoice
  • Reference Sort
  • Billing Group Sort

You can set up additional formats.

Email invoice detail format

Check the box to email invoices to the email in the “Billing Contact” section and select a format.

  • Data Spreadsheet – Sends an Excel spreadsheet.
  • Use Print Format – Sends a PDF file of the format selected in the “Print invoice detail format” field.
Account Status

Select from the following:

  • Active – Allows orders to be placed on the customer's account and the customer has placed at least one order. This is the status of most customers.

  • Inactive – Similar to deleting a customer, but this allows you to change the customer's status back to active. 

    Note

    Customers cannot be deleted if orders have been placed on their account.

    In the inactive status, orders cannot be placed on the customer's account. The following symbol  is placed in the first column next to the customer when in the "Customer Mode".  

  • Past Due – Allows the CSR to still take an order, but a warning window alerting of the "Past Due" status will be displayed. The following symbol  is placed in the first column next to the customer when in the "Customer Mode".
  • Credit Hold – The customer cannot place orders and the CSR will see a message of the customer's status. The following symbol  is placed in the first column next to the customer when in the "Customer Mode".
  • Blacklisted – Identifies that the customer is never to place an order again. The following symbol  is placed in the first column next to the customer when in the "Customer Mode".
  • Prospect – The customer has not placed any orders yet. The customer will become "Active" the first time they place an order. The following symbol  is placed in the first column next to the customer when in the "Customer Mode".
Billing CycleSelect how often the customer will be invoiced. You can add more billing cycle options. See How to Invoice a Customer Outside of the Normal Billing Cycle.
Create a separate invoice for each orderCheck the box to bill and invoice each order placed by the customer separately. The invoice number will be the same as the order ID.
Invoice due in [ _ ] daysEnter a number. This number can be used on invoices and can be imported into your accounting package.

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Field NameDescription
Automatically saveCheck this to save contacts to the list when placing an order.
Required during order entryCheck this to require the "Contact" field on the order form in X Dispatch.

Email Addresses

This is a list of email addresses used for the "Email Confirmation" field on the order form. It can be pre-populated and edited by using the Add, Edit, and Remove buttons on the right.

"Default email address" for X Dispatch 20.0 or older.

SMS Text Alerts

Field NameDescription
Automatically saveCheck this to save email addresses to the list when placing an order.
Required during order entryCheck this to require the "Email / Fax Alerts" field on the order form.

Default Email Addresses/SMS Text Alerts

Info

Email address(es) and/or phone number(s) that will automatically be entered in the "Email / SMS Text Alerts" field on the order form.

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Create automatic email notifications when the status changes. 

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Tip
titleQuick Tips
  • More than 1 status alert can be added for a single Status Event.
For X Dispatch 21.0 or newer, alerts
  • Alerts set up here will be displayed as an Email notification when order is option in the
Rapidship
  • Client Portal Place Order page. For example, the Status Event "Order - Delivered" must be set up here for "Delivered" to be an option for Email notification when order is.


Requires X Dispatch 21.1 or newer.
Field NameDescription
Status EventSelect an event of an order to trigger the email notification to be sent to the email address in the "Email / Fax Alerts" field field.

Message Format

Select the message format for the notification that will be sent.
RequiredCheck if the status event is required.
SMS Text
Info

Check if the status event should send an SMS text message. See SMS Text Notifications.

Visible when Global global Option "Enable SMS Text Notifications" is enabled.

EditClick to edit the message format.
UpdatedByThe last user to update the alert set up.
UpdatedWhenThe timestamp of when the alert was updated last.

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Field NameDescription
Business UnitSelect the business unit that the customer belongs to. Business units are configured in Maintenance > Business Units. See Using Business Units for more information.
Customer TypeSelect the customer type.  Example: Medical Supplier, Auto Parts Distributor. Customer types are configured in Maintenance > Customer Types. See Customer Types (Classic Operations App) for more information.
Customer SourceSelect the customer source. Example: How you obtained the "Customer", Advertisement, Cold Call, etc. Customer sources are configured in Maintenance > Customer Sources. See Customer Sources (Classic Operations App) for more information.

User Field 1

Allows you to keep track of any data you would like. These fields accept any type of data.
User Field 2
Ensenda Courier IDProvided by Ensenda for their customers.
Ensenda MerchantProvided by Ensenda for their customers.
Ensenda URLProvided by Ensenda for their customers.
Customer SinceBy default, this is the date the customer file was created. This date can be changed.
Last OrderedDate that the customer placed their last order.
First OrderedDate that the customer placed their first order. This cannot be changed.
First EnteredDate the customer file was created. This cannot be changed.
First Entered ByUser who created the customer file. This cannot be changed.
Last UpdatedDate the customer file was last updated. This cannot be changed.
Last Updated ByUser who made the last update to the customer file. This cannot be changed.
Override The Default Signature Text in X MobileOverrides the signature text in X Mobile when capturing a signature.
Driver NotesEnter notes to display to the driver in X Mobile when [DriverNotes] is added to the message formats.
Route Stop User Field CaptionsText entered into the User Field will modify the caption of the corresponding User Field of the customer's route stop record.

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AllowDriverTracking(XI)

"AllowDriverTracking" for X Dispatch 20.0 or older.Requires X Dispatch 21.0 or newer.
Field NameDescription
User IDAlphanumeric username the internet user uses to log in.
NameInternet user's name. This can be alphanumeric and is displayed when logged in.
EmailInternet user's email address.
PhoneInternet user's phone number.
Hide Rates

Whether or not rates are hidden for the internet user.

  • Yes - Internet user option "Show Rates" is disabled.
  • No - Internet user option "Show Rates" is enabled.
ApprovedWhether or not the internet user is approved to log in to Rapidship the Client Portal or X Internet.

Base Rate Adj %


Internet user's Rate Adjustment which is specific to the internet user. 

Note

This can be a dollar or percentage amount. 


AddressesNumber of addresses in the internet user's address book.
AccountKeyThe customer record's Alternate Lookup.
Info
Lookup.

AllowDriverTracking(XI)

Whether or not the internet user is allowed to track drivers on X Internet. This does not include tracking drivers in Rapidshipthe Client Portal.

Display Driver Location
Info

Setting for whether or not driver location is displayed for all of the customer's internet users.

  • After Dispatch - Display the driver's pin location when the internet user clicks the Show Driver Location button on the order after it has been dispatched to the driver 
  • En Route Only -  Display the driver's pin location only if the driver is en route to the location of the destination address, or if the order has been marked as the "Next stop" by the driver in Nextstop. This will also allow the internet user to see the "# of stops away" count on the Track Order Detail card. 
  • Use Global - This is the default setting and will use the Display Driver Location selection in the Global Options Internet Options tab.
  • Disabled - The Show Driver Location button will not be visible in Rapidship the Client Portal unless the internet user's option Display Driver Location is set to "After Dispatch" or "En Route Only".

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The Invoices tab displays a list of invoicesinvoices for the customercustomer. The list shows the i nvoice invoice number, date of the invoice, and total the total invoice amount for both routed and on demand orders. 

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xd18InvoicesImprovement
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Working With Invoices

  • Click on the [+] next to the invoice to show the orders in the invoice.
    • Double click the order number to open the order form.
  • Right-click on an invoice for a menu to:
    • Mark as Paid
    • Mark as Short Paid

    • Mark as Unpaid 

      Note

      This is option is disabled when the QuickBooks integration is enabled.


    • Preview Invoice
    • Email Invoice

  • Invoice color legend:  

    Tip
    titleQuick Tip

    The "CC Pending" status is for when invoices have been authorized, but have not been processed. See How to Charge, Process and Reconcile Credit Cards in X Dispatch. 


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  1. Right-click anywhere in the Tasks tab to display the menu. 

  2. Click on "New".

    Div


  3. Fill in the "Edit Task" form 

    Div

    You can set a timed reminder for the task for X Dispatch to and receive an alert you when it is almost due. When a "Reminder" is set, the "Edit Task" window will automatically appear at the time that the "Reminder" is set.


  4. Click "OK" to save.

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The Required Driver Input allows you to enter prompts for drivers in Nextstop when at a stop. See Nextstop 3 Driver App Required Driver Input for more information. 

Info

For X Dispatch 21.0 or newer, required driver input will not be added This does not apply to posted recurring orders. Required driver inputs can for recurring orders must be added directly to the recurring order form.

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Requires X Dispatch 21.0 or newer. 
Section / FieldDescription
Available Parcel Types

Select the parcel types that are specific to the customer by checking the checkbox in front of the parcel type or click the Add all button to check all the boxes. You can edit the parcel types list in Maintenance > Parcel Types. See Parcel Types (Classic Operations App) for more information. 

Note

Only parcel types selected in the Available Parcel Types will be available in Nextstop.


Enable parcel type list in XD
Info

When enabled is checked, all of the orders, route stops, contract stops, and parcel forms associated with the customer in X Dispatch will only accept the selected parcel types. 

Available Parcel Items


Info

Requires X Dispatch 19.2 or newer and used in Nextstop 3 or newer. 

Configure parcel items and parcel type enforcement for drivers to select in Nextstop. See Parcel Items (Classic Operations App). The checkbox must be checked to enable parcel item options in Nextstop for Available Parcel Types selected.Click the corresponding button in the Parcel Type Enforcement column to edit the parcel item's enforcement type. 

 

Tip
titleQuick Tip

Use the Set All Parcel Types to button to set all available parcels to the same enforcement type.


Panel
titleParcel Type Enforcement Icons
  • No Icon - The enforcements are using the global settings.
  • Yellow Caution Icon - There are overrides from the global settings.


Required Mobile Route Parcel Types

Configure required parcel types during driver action for specific stop types by selecting the Parcel Type and Stop Type. The Parcel Type cannot be duplicated.

Note

For parcel types to be available in Nextstop, the parcel type must be selected in both Required Mobile Route Parcel Types and Available Parcel Types.


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xd18EnforceStatusCode

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When "Enforce status code list in XD"

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is checked, only status codes that are checked will display in the dropdown lists in

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the Operations App and you will be restricted from manually entering in a new status code on any form associated with the customer. This is disabled by default.

CRM

The CRM tab allows your company to create customized fields to be able to track any type of data. The CRM tab is empty until you define the CRM fields. You can add and edit CRM fields in Maintenance CRM Fields. See CRM Fields for more information.

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