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Customer Files

The customer record contains information about the customers for whom you perform maintenance or repair work. Your customers may be other departments, cost centers, owner-operators, other companies, or any other entity that is billed for work completed. Setting up the customer file allows markups to be applied for services rendered or items sold.

If you're planning to bill customers for maintenance and repair work, contact our support@rtafleet.com for more information on how to allow this feature.

If an asset belongs to a specific customer, it's a good idea to specify the customer number in the asset file. Then, when a work order is created for that vehicle, the customer number automatically comes up as the default.

As items are posted to work orders or fuel transactions are input, any applicable markups set in the customer records are applied and added to the work orders and fuel transactions.

Adding a customer:

The customer record consists of four tabs:

  • The Primary Panel and General Tab

  • Markups Tab

  • Accounts Tab

  • Attachments Tab

It's not necessary to enter information in all four tabs though we recommend initially entering as much as possible.

To add a customer, do the following:

  1. Click on the Organization area in the menu

  2. Click on Customers

  3. Click on the + (add) icon in the upper right corner

  4. Enter the following information:

    1. Customer # - can be alpha numeric

    2. Abbreviation - Use to help with search and identification of the customer as a customer number is not always known at all levels of the organization

    3. Name - Full Customer Name

    4. Contact Information including Primary Contact Name, Email, and address for customer

  5. Add a customer profile picture if desired

  6. Click Create

The screen will now display the information entered for the creation of the file and give access to the other tabs for data entry

General Tab

Add shipping and billing address information into these panels by clicking into a field, entering the information, and clicking the checkmark to save the entered data

Markups Tab

The Overhead Rate Flag must be set to customer for these to apply.

Use this tab to define markup and rate information for the customer

Posting Markups

  • Customer-specific markups for Parts and Labor can be defined

  • Click into a field, add the data, click the checkmark to save it

  • These markups will be applied to work order postings for this customer

Rates

  • Override Labor Rate - Activate an override for labor rate and enter a labor and/or labor tax percentage to be used instead of the individual employee labor rate when work is done for this customer

  • Shop Supply Rate - Many shops apply this fee to recoup costs for non-chargeable items such as grease, lubricants, nuts, bolts, and disposal and environmental fees. Set those percentages and make the appropriate selections. The shop supply rate will be applied to the labor rate and can be viewed on the bottom of the printed WO under “Shop”.

The additional amount charged is calculated by multiplying the total (inside) labor cost posted on work orders by the specified rate. Select the Tax Shop Supplies checkbox to include shop supply costs in the base amount when tax and/or GST tax is calculated.

  • Calc GST Rate - For Canadian and Australian customers - Enter the goods and services tax rate (Canadian and Australian customers). Select a radio button to indicate if the tax is to be calculated using the Linear or Compounding method. The GST rate is multiplied to total labor, parts, tires, warranty, outside, and shop supply costs (if applicable) posted on work orders.

Fuel Markup

To apply a markup to fuel for this customer, select a fuel type from the drop down, click the +, choose the method, and add the markup amount/value

  • Methods are as follows:

    • Add To - add an additional dollar amount

    • Flat Price - apply a flat price per gallon

    • Percent - a flat markup percentage can be applied to the per gallon price

Accounts Tab

Additional account codes can be entered for the various items. The use of account codes is purely for company benefit and these are not used by RTA in any way

Attachments Tab

Attachments can be added to the customer file. Refer to Attachments if assistance is needed in using this feature.

Changing a customer:

To change a customer record, do the following:

  1. Click on the Organization area in the menu

  2. Click on Customers

  3. Locate and click on the customer to be edited

  4. Navigate to any editable field in the file

  5. Click in the field and edit or add the value desired

  6. Click the check mark while in the edited field to save the changes

Deleting a customer:

To delete a customer record, do the following:

  1. Click on the Organization area in the menu

  2. Click on Customers

  3. Locate and click on the customer to be edited

  4. Click Delete in the upper right-hand corner

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