Customers

All fields should be entered: Mandatory fields are identified by red prompts. Fields that are highlighted in yellow on saving and can be entered, if necessary, at a later stage.

Create a new Customer

Reference: this is a unique reference generated by the system when a new customer is saved in SLM.

Circulation: where available enter the circulation of the customer’s publication. This is useful when pricing licence requests. Also enter frequency the customer’s publication is distributed.

Charity number: if the customer is a UK charity then entering this number will ensure they are not invoiced for VAT.

EU VAT exemption: if the customer is able to supply this then please enter this value. It will mean the customer won;t be charged VAT.

Indicate whether the customer is a Spot client or Permissions client for the purposes of licence requests.

Also indicate whether the customer operates for profit, or is non profit, or a registered charity.

UK tabloid? should be checked if the client is a UK tabloid. This information is stored as it might affect usage of content and fees.

Analysis 2: enter an Analysis 2 code that will be applied to royalties being paid out against this customer's licence fees. This can be over-written as needed when entering a contract (see Invoices tab).

Type: Select from the list of preset values which category the requestor falls under e.g. an Academic institution or a Commercial publisher etc

Description and Notes: additional information can be stored in these text boxes.

A main Billing address must be entered and further contacts/addresses can be entered in the Contact addresses tab. If requests come in from more than one contact – these can be added in the contacts tab by creating further records using the Add record function.

The billing contact details are sent to Oracle AR when an invoice first needs to be raised. From that point the details are locked in SLM and can only be changed in Oracle AR and an automated process will update SLM. The contact details can always be maintained in SLM.

Contact address can be marked as obsolete if the person no longer works at that organisation. This means we are able to keep a record of any correspondence with them, but it prevents new licence requests being attached to that contact.

Requests

To Enter a new request for this customer click on New.. for more details see New Requests

Show... displays Requests/licences for the selected Customer. For more details see Review Requests

Linking Customer to Publishing group

You may link a Customer to a Publishing Group / Contracting Party in the window by looking up a list of values on that field. It may be necessary to create a Publishing Group / Contracting Party by typing a new name in the field which will bring up the following prompt:

Changing a name of a Customer

Oracle AR is the owner of the customer details. Once Oracle has received the Customer details the details that were sent are 'locked down' in RCS. Should you need to update the Customer name, or other locked details, then email: master.data@theguardian.com

Fee Profile

A fee profile can be set up for the customer so that when a request is being entered the fee will be populated with the value defined in this window according to the date.

There is a check box that when ticked will be apply the values from this window to all requests from that customer from the website.

Rights Profile

Similar to the fee profile, the initial Rights for the customer can be set up so that when a request is first being created it will be pre-loaded with the Rights values defined here.

There is a checkbox that when ticked will be apply the values from this window to all requests from that customer from the website.

Notes about this screen

To search for a existing customer in this screen, click on List… adjacent to Name and in the pop-up window type in the customer's name until you find a match. Alternatively, type a name or part of a name into name and click on List…