Customer Profile: Setup, Billing, and EDI Options
Customer Profile: Setup, Billing, and EDI Options
Before You Use This Article
- Access needed: EDI enabled on your Load Manager account. If you do not see the option, it may not be enabled for your account.
- Use this article when: your Load Manager account has EDI enabled and you are setting up or troubleshooting that connection. Company paths that commonly use this article: Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.
- Use a different article when: you do not use this integration or feature; return to the company path that matches your current workflow: Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.
The customer profile controls the information Load Manager uses for customer records, leads, stops, billing defaults, load notes, and customer-specific EDI options. Use this article as an overview of the main sections on the customer record and where each section affects the rest of Load Manager.
Before you start: EDI must be enabled for your account.
Screen cue: open the customer profile to review company, contact, billing, notes, EDI, and customer-specific setup fields.
Open or Add a Customer Profile
- Go to Customers.
- Search for an existing customer, lead, or stop, or choose the option to add a new record.
- Review the Customer Information section.
- Enter or update the needed details.
- Select Save or Save & Exit.
Customer Information
The Customer Information section stores the main contact and location details for the record. Common fields include company name, code, address, city, state, ZIP code, country, contact person, phone numbers, email, and website.
The Type field determines how the record is used:
- Customer (Bill To): Used as a bill-to customer on loads and invoices.
- Stop: Used as a saved pickup or delivery location.
- Lead: Used for prospects that are not yet active customers.
Assignments and Load Defaults
The profile can store default assignment information that helps prefill or control future load activity.
- Sales Rep / Sales Rep 2: Sales users associated with the customer.
- Dispatcher / Dispatcher 2: Dispatch users associated with the customer.
- Lock on Loads: Keeps the selected sales rep or dispatcher locked on loads for that customer when your workflow uses those options.
- Tags: Searchable labels that help organize customer records.
- Assigned Office: The office or offices tied to the customer record.
Billing and Credit Fields
The billing section controls customer payment and credit information used by accounting workflows.
Screen cue: review the lower customer-profile sections for billing defaults, factoring/remit details, load notes, and EDI options that affect future loads and invoices.
- Payment Terms: Default payment terms for the customer.
- Credit Limit: The customer's credit limit, when editable for your role and setup.
- Balance: The customer's current balance.
- Available: The remaining available credit based on balance and credit limit.
- Bill From: The bill-from company, when your company uses multiple bill-from companies.
- Post To Accounting: Controls whether the customer is included in accounting posting workflows.
Remit and Factoring Information
The customer profile can store remit-to or factoring details used for billing. If a factoring company is selected, Load Manager can fill in related remit name, address, city, state, ZIP code, contact, phone, and fax information.
Consolidated Invoice Options
If consolidated invoices are enabled for your company, the customer profile may include options such as:
- Include Individual Invoices
- Print PO# Column?
- Print BOL# Column?
- Print Reference# Column?
- Print Date Column?
These options affect how consolidated invoice reports display load-level details for that customer.
EDI Options
EDI options are customer-specific. If your customer has an active EDI setup, confirm the appropriate options are selected on the customer profile.
- Send EDI 214: Allows shipment status updates to be sent for the customer when EDI 214 is configured.
- Send EDI 810: Allows electronic invoice data to be sent for the customer when EDI invoicing is configured.
These options may be restricted depending on user access. If you do not see or cannot change them, contact your administrator or Load Manager Support.
Default Notes for Loads
The customer profile includes note fields that can flow into load workflows. Use these fields to keep repeat instructions consistent.
- Instructions on Load Screen: Customer instructions that should appear on loads.
- Internal Notes on Load Screen: Notes for your internal team.
- Dispatch Notes on Load Screen: Dispatch-specific instructions.
- Carrier or Driver Notes on Load Screen: Notes intended for the carrier or driver side of the workflow, depending on your company setup.
- Customer Terms on Load Invoice or Quote: Customer-specific terms that can print on invoices or quotes.
Customer Commodity Pricing
The Customer Commodity Pricing table stores customer-specific commodity rows that can be used on future loads. Depending on your setup, each row can include a commodity, description, quantity, dimensions, weight, customer rate, direct cost, and an Auto-Add to Load option.
Use this table when a customer regularly uses the same commodity or pricing details and you want those details available from the customer profile.