Accounts, Sites and Contacts Case Study

The Business Problem

The old system's customer records were hard to keep tidy. Invoice addresses and delivery addresses were mixed up, so staff often saw two delivery addresses for the same customer when taking an order. Removing a customer risked losing its order history, and contacts could not be shared sensibly between a business and its outlets.

The Solution

wildesoft.net designed a clear structure of accounts, sites and contacts. An account holds the business name, its unique account code, its price list, its invoice address and its payment terms. Each account has one or more sites, the shops or outlets that receive deliveries, each with its own address, map reference, opening hours and notes. Contacts belong to the account and can be linked to individual sites, with one marked as the invoicing contact.

Accounts, sites and contacts can be removed without deleting them, so history is kept and they can be brought back later. Removing an account also removes its sites and contacts, and a contact can only be removed once nothing else depends on it. When an account has only one address it is offered for delivery; otherwise only the sites are shown. The office can also maintain the business's own company details, vans, VAT codes and staff logins.

The Result

Customer records are tidy, complete and easy to keep up to date. The right address, price and terms are used on every order, and no history is lost when a customer stops trading.

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