How to find a customer's record

 

The 1st action you're likely to take with a customer on the phone is to bring up the customer's record.

 

H2OS provides these ways to help make finding customer record as simple, easy and quick as possible:

 

 

 

 

 

Command line searching

You can locate customer records by typing a full or partial last name or telephone number into the command line. Click the ellipsis button to the right of the command line to view (and reuse) previous commands entered. See Using the Command line, following.

 

 

 

Using the command line

 

There are several ways to find customer records using the command line:

 

 

 

 

By last name

 

The most common and simplest way to find a customer record is to enter the customer's last name (or firm first name) in the command line and press Enter.

 

 

 

 

 

When searching by recipient last name, you need only enter enough leading characters to make the search word unique. For example, to search for ARMSTRONG, you can enter ARMS (or just AR for the matter). If there is more than one record with the same characters in the recipient name, you will be positioned to the first one. At that point, you can either enter a longer search word or use PgDn to scroll to the desired record

 

An example:

 

 

 

 

For a business name, enter the 1st name (or portion thereof, as shown)

 

 

 

 

 

Note: when you are searching by recipient last name (or business first name), H2OS will try to locate the record with the exact spelling you've entered. If a match cannot be found for the  spelling entered, and you have the soundex option enabled (see below) then it will attempt a "soundex" match to locate a customer last name/business first name that "sounds like" the search argument you've entered. Sometimes this technique can be useful, but sometimes confusing and useless. Depends on the database and what's being searched for.

 

Note that, due to it's potential to occasionally confuse the operator,  the soundex option is turned off by default when H2OS is installed. To turn it on, navigate to Setup->Options->Display and check the use Soundex box

 

 

By telephone Number

 

If you don't know the customer's last name (or firm first name), also use the command line to find records if you know a telephone number (or portion thereof)

 

With hypenation

 

 

 

The same telephone numbers can be entered without hyphenation, as shown here:

 

 

 

 

Telephone number searching includes all registered telephone numbers for a customer (see the Tel Email page).

 

To be considered for a telephone number search, the number entered must be 4 (the rightmost 4), 7 (the rightmost 7) digits, or 10 (full telephone number with area code) digits.

 

In the cases of 4 and 7 digit telephone numbers, "wild cards" (any matching numbers) will be used for the missing numbers.

 

 

 

By file number

 

By convention a number entered is 1st checked to see if it is a telephone number. If the number does not match an existing telephone number, then the number is used to see if the number exactly matches a customer's file number.

 

 

 

 

 

Caution with street types

 

When searching for a street name, and the search includes the street type,  use the abbreviation for the street type ie., arrow st rather than arrow street, or jones ave rather than jones avenue, etc...

 

 

 

Barcode scan

Job tickets are printed with barcodes containing the Customer's record number. Later, when the ticket is returned, the barcode can be scanned to provide instant access to the customer record in the H2OS database.

 

Locator page picklist

The locator page contains a grid with one row for each customer record in the database. Customers are listed alphabetically (in order by matchcode). Click on a row in this grid to select a customer record, which will then become the current customer.