Inserting New Accounts and Recurring Charges

Overview

Inserting your customers has never been easier! With Cornerstone, you can insert a new customer with just a few easy steps. Not only can you enter customer information quickly and efficiently, but you can double-check your work by running the Accounts Created Report.

Verifying Your Work

The Accounts Created Report will provide you with:

• New customer information you've entered
• Information that you have yet to insert (e.g., customer recurring charges)
• A complete audit trail of recently created accounts

Inserting a New Customer Account

Step 1: Start the Insert Process

1. Click on Customers
2. Click on Insert

Step 2: Account Number

The account number will always begin with two letters (this is designated for you).

Note: If you are using auto-numbering, this step can be ignored as the system will assign the number automatically.

Step 3: Enter Customer Name

• For Commercial accounts: Enter the business name in the 'Customer Field'
• For Residential accounts: Enter the last name in the 'Customer Field'

Step 4: Enter Address Information

1. Enter the primary address information for the account
2. If there is a separate Bill-To address, you can enter that in the "Other Bill-To" field

Step 5: Select Customer Type

Choose the customer type: Residential or Commercial by clicking on the "Type" drop-down box.

Step 6: Enter Contact Information

Fill in all relevant contact details including:

• Phone numbers
• Contact person (for commercial accounts)
• Any other required contact information

Step 7: Enter Email Address (Optional but Recommended)

If the customer has an email address:

1. Click on the Email/Misc Tab
2. Enter the email address
3. The Primary Email Address is the email that will receive copies of invoices (if selected in the recurring charges)

Step 8: Save the Account

Click on "OK" to save the customer information.

Entering a Recurring Charge

Once you've created the customer account, you can set up recurring billing.

Step 1: Open Recurring Charges

1. In the customer screen, click on the Recurring Charges icon

Step 2: Insert New Recurring Charge

1. Click on Insert

Step 3: Enter Recurring Charge Details

Enter the following required information:

• Code - The service code for the recurring charge
• Billing Cycle - How often to bill (monthly, quarterly, annually, etc.)
• Next Date - The period to be invoiced
• Billing Amount - The charge amount
• Tax - Select Yes or No to tax

Step 4: Select Delivery and Payment Options

Invoice Delivery Method

You can choose whether the invoice is sent by:

• Printer method - Hard copy via mail
• Email - Electronic delivery
• With a credit card - Include payment link
• By checking or savings - ACH payment option

Posting Date

You may also choose to post on the 1st or 15th of the month.

Best Practices

When Creating New Accounts

1. Verify customer type (Residential vs. Commercial) - this affects how the name displays
2. Enter complete address information - essential for service and billing
3. Always capture email addresses - enables electronic invoicing
4. Double-check spelling - prevents future communication issues

When Setting Up Recurring Charges

1. Verify the service code - ensures proper revenue tracking
2. Set the correct Next Date - determines when first invoice generates
3. Confirm billing amount - prevents billing disputes
4. Choose appropriate delivery method - matches customer preferences
5. Set tax correctly - ensures compliance with tax regulations

After Creating Accounts

1. Run the Accounts Created Report to verify all information
2. Check for missing recurring charges on new accounts
3. Review and correct any errors before the first billing cycle
4. Verify email addresses are entered for electronic invoicing

Common Questions

What if I make a mistake?

You can edit customer information at any time by searching for the customer and updating their record.

Can I add recurring charges later?

Yes, you can add recurring charges at any time after creating the customer account.

What if the customer has multiple services?

You can add multiple recurring charges to a single account by repeating the recurring charge insert process.

How do I know the account was created successfully?

The system will save the account and return you to the customer screen. You can also run the Accounts Created Report to verify.

Quick Reference Checklist

New Account Setup:

• Customer name entered correctly (Business name for Commercial, Last name for Residential)
• Complete address information
• Customer type selected (Residential/Commercial)
• Contact information entered
• Email address captured (if available)
• Account saved

Recurring Charge Setup:

• Service code selected
• Billing cycle chosen
• Next Date set
• Billing amount entered
• Tax setting configured
• Delivery method selected
• Posting date chosen (1st or 15th)
• Recurring charge saved

Need Help?

Still have questions? Contact Cornerstone Holding Co. 847-405-9517 or email us customer.success@alarmbills.com