The Customers section lists your customers.

To manage and view customers go to Maintenance > Customers. See here

Quick Tip

You can also access the Customer section through On Demand > Customers.

Field Name	Description
ID	The Customer Number for the customer.
Name	Name of the customer.
Address	Address information for the customer.
City	Address information for the customer.
Local Phone	Phone number 1 for the customer.
LocalLat	Latitude of the customer's address.
LocalLon	Longitude of the customer's Address.

Quick Tip

Click on a column name to sort by that column.

How to Search for a Customer

You can find customers by entering the criteria in the Look for field and selecting the column field you would like to Search Under.

How to Add a New Customer

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.
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.
- Use numbers only.
- No special characters or letters.
- This number cannot be changed once the customer is saved.
Enter a Name.

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

How to Edit a Customer

Go to Maintenance > Customers.
Double click on the customer you would like to edit.

How to Delete a Customer

Go to Maintenance > Customers.
Double click on the customer you would like to delete.
Click the Delete button.

Form

Fields

Description

Customer Name

Unique number ID for the customer.

Name

Customer name. This will appear on orders, invoices, etc. It does not have to be unique and can be changed later.

Alternate Lookup

Alternate lookup ID for the customer.

This field will only appear after the Customer Number is entered and Enable Alternate Lookup is enabled in the Global Options Misc tab.

Orders

The Orders tab contains customer's local information on the left and order form related options on the right.

Local Information

Field Name	Description
	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 1	This 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 2	Secondary phone number for the customer.
Fax	Customer fax number.
Contact	Name of the main contact.
Email	Customer's main email address.
Origin Caption	Select the caption that will show on the customer's order form. Origin Shipper Pickup From
Origin Remarks	This 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 Remarks	This 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 Comments	Comments specific to "X Route".
Labels	Requires X Dispatch 20.0 or newer. Label(s) for the customer to be used for reporting purposes. See Labels.

Order Entry Options

Field Name	Description
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. 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. 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	Requires X Dispatch 20.0 or newer. 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. 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 PDF files will not convert to any other image file type.
Dispatch Priority	Select 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 Points	Turns on the customer specific address points when taking an order. If unchecked, the customer can only view global addresses.
Require Parcel Dimensions - Rapidship	Makes parcel dimensions required in Rapidship.
Weight Required	Make weight on the order form required.
Pieces Required	Make pieces on the order form required.
POD Required	Make POD, or proof of delivery, required for the delivery of an order. This is just the text part of the signature.
Service Type Required	Make service type on the order form required.
Signature Required	Make a signature required for the delivery of an order or route stop.
Require Status Code for TW Change	Make a status code required for a time window change.
Service Type Caption	Changes 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 Reminder	Comments relating to the customer that is specifically for the dispatchers. It displays as a field in the dispatch board.
Default Mileage Unit	Select the default measurement unit of miles or kilometers to calculate the distance for on demand orders.

Accounting

Billing Address

Check the box if the billing address is different than the local address found on the Orders tab. When checked, the address button will be enabled to enter and edit the billing address.

Billing Contact

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

Field Name	Description
Name	The customer billing contact.
Phone	Phone number for billing purposes.
Fax	Fax number for.
E-mail	The "E-mail Address" of the "Customer" billing contact. This "E-mail Address" is what "X Dispatch" will use when emailing invoices to the "Customer".
Notes	General "Billing Notes".

Credit Card

Click the "Add New Card" button to save credit card information for the customer. You can save more than one credit card, choose a default credit card, and bill invoices with the default credit card.

Rate Charts and Override Pay Charts

See How to Set Customer/Human Resource Driver override pay chart for more information.

Field Names	Description
Base	Enter 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 not appear in the reports that are generated by X Dispatch. This is useful is situations where a customer account is set up to charge back your company for various deliveries, House Accounts.
Tax Exempt	Check the box to exclude the customer from sales tax.
Require verification before "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 different formats: 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. 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 Cycle	Select 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 order	Check 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 [ _ ] days	Enter a number. This number can be used on invoices and can be imported into your accounting package.

X Route

Field Name

Description

Route Surcharge Adjustment %

This adjusts from the global configuration.

If a global surcharge is not set, the default is 0.

Example: Enter "- 20" for a 20% discount off the surcharge.

If a global surcharge is set, this field will adjust the global value for any routed work for this customer.

Example: Global setting is 10%. Enter "-3" to discount the global setting by 3%, charging this customer a 7% surcharge.

Calculated % ( Including Global )

The total adjusted percent applied to the route surcharge which includes the global adjusted percent under Options > X Route.

Booked Percentage

Used for driver pay percentage of the total rate.

Contacts

This is a list of frequent contacts. It can be pre-populated and edited by using the Add, Edit, and Remove buttons on the right.

Field Name	Description
Automatically save	Check this to save contacts to the list when placing an order.
Required during order entry	Check 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.

Field Name	Description
Automatically save	Check this to save email addresses to the list when placing an order.
Required during order entry	Check this to require the "Email / Fax Alerts" field on the order form.
Default Email Addresses/SMS Text Alerts "Default email address" for X Dispatch 20.0 or older.	Email address(es) and/or phone number(s) that will automatically be entered in the "Email / SMS Text Alerts" field on the order form.

Alerts

Create automatic email notifications when the status changes.

For X Dispatch 21.0 or newer, alerts set up here will be displayed as an Email notification when order is option in the Rapidship 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.

Field Name	Description
Status Event	Select an event of an order to trigger the email notification to be sent to the email address in the "Email / Fax Alerts" field.
Message Format	Select the message format for the notification that will be sent.
Required	Check if the status event is required.
SMS Text	Requires X Dispatch 21.1 or newer. Check if the status event should send an SMS text message. See SMS Text Notifications. Visible when Global Option "Enable SMS Text Notifications" is enabled.
Edit	Click to edit the message format.
UpdatedBy	The last user to update the alert set up.
UpdatedWhen	The timestamp of when the alert was updated last.

References

The References list can be pre-populated and modified using the “Add” and “Remove” buttons.

Field Name	Description
Display caption 1	Controls what the "Reference Caption" will read on the order form.
Display caption 2	Controls what the "Reference Caption" will read on the order form in X Internet.
Reference 1 format	This value will automatically be entered into the "Reference 1" field on the order form.
Reference 2 format	This value will automatically be entered into the "Reference 2" field on the order form.
Warning for invalid reference length	Check this box if you want the warning to be based on the length of the value entered on the "Reference 1" field.
Accept listed references only ( Ref 1 Only )	Check this box if you want only the references in the in the list to be accepted on the order form. This will only apply to the "Reference 1" field of the order form.
Reference 1 Required	Check this box to make the "Reference 1" field on the order form required.
Reference 2 Required	Check this box to make the "Reference 2" field on the order form required.
Show reference list during order entry	Check this box to show all the references in the list in a drop-down on the order form.

Billing Groups

The Billing Groups list can be pre-populated and modified using the “Add” and “Remove” buttons.

Field Name	Description
Display Caption	Changes the "Billing Group" caption on the order form.
Billing Group Required	Check this box to make the "Billing Group" field on the order form required.
Accept listed billing groups only (On Demand)	Check this box to allow only billing groups from the list to be accepted on the order form for On Demand orders.
Accept listed billing groups only (Routed)	Check this box to allow only billing groups from the list to be accepted on the order form for Routed orders.

General

Field Name	Description
Business Unit	Select the business unit that the customer belongs to. Business units are configured in Maintenance > Business Units. See Using Business Units for more information.
Customer Type	Select the customer type. Example: Medical Supplier, Auto Parts Distributor. Customer types are configured in Maintenance > Customer Types. See Customer Types for more information.
Customer Source	Select the customer source. Example: How you obtained the "Customer", Advertisement, Cold Call, etc. Customer sources are configured in Maintenance > Customer Sources. See Customer Sources (Desktop 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 ID	Provided by Ensenda for their customers.
Ensenda Merchant	Provided by Ensenda for their customers.
Ensenda URL	Provided by Ensenda for their customers.
Customer Since	By default, this is the date the customer file was created. This date can be changed.
Last Ordered	Date that the customer placed their last order.
First Ordered	Date that the customer placed their first order. This cannot be changed.
First Entered	Date the customer file was created. This cannot be changed.
First Entered By	User who created the customer file. This cannot be changed.
Last Updated	Date the customer file was last updated. This cannot be changed.
Last Updated By	User who made the last update to the customer file. This cannot be changed.
Override The Default Signature Text in X Mobile	Overrides the signature text in X Mobile when capturing a signature.
Driver Notes	Enter notes to display to the driver in X Mobile when [DriverNotes] is added to the message formats.
Route Stop User Field Captions	Text entered into the User Field will modify the caption of the corresponding User Field of the customer's route stop record.

Internet Users

The Internet Users tab displays a summary of all the internet users associated with the customer. To edit an internet user, double-click the "User ID" of the internet user. See Internet Users - New / Edit Internet User for more information.

Field Name	Description
User ID	Alphanumeric username the internet user uses to log in.
Name	Internet user's name. This can be alphanumeric and is displayed when logged in.
Email	Internet user's email address.
Phone	Internet 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.
Approved	Whether or not the internet user is approved to log in to Rapidship or X Internet.
Base Rate Adj %	Internet user's Rate Adjustment which is specific to the internet user. This can be a dollar or percentage amount.
Addresses	Number of addresses in the internet user's address book.
AccountKey	The customer record's Alternate Lookup.
AllowDriverTracking(XI) "AllowDriverTracking" for X Dispatch 20.0 or older.	Whether or not the internet user is allowed to track drivers on X Internet. This does not include tracking drivers in Rapidship.

Display Driver Location	Requires X Dispatch 21.0 or newer. 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 unless the internet user's option Display Driver Location is set to "After Dispatch" or "En Route Only".

Commissions

The Commissions tab displays a list of people that receive commissions on an order from the customer.

Field Name	Description
Human Resource ID	Human Resource ID of the person that receives the commission.
Begin Date	Date the person begins receiving a commission.
End Date	Date the person stops receiving a commission.
Commission Percent	Percentage of the commission.

Invoices

The Invoices tab displays a list of invoices for the customer. The list shows the invoice number, date of invoice and total invoice amount.

In X Dispatch 18.0 or newer, both routed and on demand invoice totals will be displayed. Older versions show only on demand totals.

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
  
  This is option is disabled when the QuickBooks integration is enabled.
- Preview Invoice
- Email Invoice
Invoice color legend:

Notes

The Notes tab displays a text box that you can use to enter notes for the customer. The notes will display on the order form. Click the "Date Stamp" button to place today’s date on a new line.

Note List

The Note List tab displays notes for the customer.

How to Add a Note

Click the "Add Note" button.
Click the arrow down under Type to select the note type. Note types can be configured in Maintenance > Note Types. See Note Types for more information.
Click the Note section to add your note.
Go to File > Save when done.

How to Edit a Note

Click the Type or Note field of the note you want to edit.

How to Delete a Note

Click the box on the left of the note you would like to delete to highlight the entire row.
Press the delete key on your keyboard.

Attachments

The Attachments tab lists any files that have been attached to the customer.

Field Name	Description
ID	This number is automatically generated by the system and cannot be typed in.
File Name	Name of the file.
Description	Description of the type of file.
Created By	Name of the CSR that attached the file.

How to Insert an Attachment

Right-Click anywhere in the Attachments tab to display the menu.

Click on "Add Attachment" to select the file you want to attach.
Click on "Create Text File" to open Notepad to you can type a note to attach.

How to View an Attachment

Double-click the file name for the attachment you want to view.

How to Delete an Attachment

Right-click on the attachment you want to delete.
Click on "Delete Attachment".

Tasks

The Tasks tab allows you to create tasks related to the customer.

Field Name	Description
Task Name	The name of the task created.
Due Date	Date and time the task is due.
Created By	Name of the user that created the task.

How to Create a Task

Right-click anywhere in the Tasks tab to display the menu.
Click on "New".
Fill in the "Edit Task" form

You can set a timed reminder for the task for X Dispatch to 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.
Click "OK" to save.

How to View a Task

Double click the task name of the task you want to view.

How to Delete a Task

Right click on the task you want to delete to display the menu.
Click "Delete".

Required Driver Input

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

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

Parcel Types

The Parcel Types tab allows you to control which parcel types are available to the customer.

Section / Field	Description
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 (Desktop Operations App) for more information. Only parcel types selected in the Available Parcel Types will be available in Nextstop.
Enable parcel type list in XD	Requires X Dispatch 21.0 or newer. 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	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 (Desktop 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. Quick Tip Use the Set All Parcel Types to button to set all available parcels to the same enforcement type. Parcel 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. 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.

Status Codes

The Status Codes tab allows you to control which status codes display when a driver is scanning a parcel.

"Enforce status code list in XD" introduced in X Dispatch 18.0.

When checked, only status codes that are checked will display in the dropdown lists in X Dispatch 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.

Customers - New/Edit Customer

How to Search for a Customer

How to Add a New Customer

How to Edit a Customer

How to Delete a Customer

Form

Orders

Local Information

Order Entry Options

Accounting

Billing Address

Billing Contact

Credit Card

Rate Charts and Override Pay Charts

X Route

Contacts

Contacts

Email Addresses

Alerts

References

References

Billing Groups

General

Internet Users

Commissions

Invoices

Working With Invoices

Notes

Note List

How to Add a Note

How to Edit a Note

How to Delete a Note

Attachments

How to Insert an Attachment

How to View an Attachment

How to Delete an Attachment

Tasks

How to Create a Task

How to View a Task

How to Delete a Task

Required Driver Input

Parcel Types

Status Codes

CRM