Creating a New Customer Folder

Related Document

Searching for a Customer Folder

Creating a Folder from an EMS Extract

When to Create a New Folder

A folder represents a (potential) visit to the company. A new folder should be created for every NEW point of contact. Repairs made at the same time, regardless of the number of claims, will go under the same folder. Conversely, if a customer comes in for a second repair 6 months after the first repair, you will create a new folder, but select the existing customer record. Any vehicle return work for warranty will also be added to the folder of the original repair.

This flowchart illustrates the decision making process and steps taken when creating a customer folder.
 

Creating a New Folder

Open Folders from the Customers menu (or hit F4). When creating a new Folder in Nexsyis, always search first to make sure that the Folder does not already exist in the system. If no results show, click the New button on the button bar.

Step 1- Customer

Here you have three options:

1) Search for an Existing Customer

2) Create a New Customer

3) Create Folder from EMS Extract file

(1) Returning Customer

Use the Last Name search box to find the customer record. 

If the customer has an existing record in the system (has been there before), and select the customer record. 

Important Notes: Verify the address with the customer to ensure that you do not select another customer with the same name. Also, it is imperative that you do not create a duplicate folder for a returning customer. If the customer insists that she has repaired with your company before, exhaust all search categories, such as street address or claim number, in the folder search field to see if she is in the system but her name was entered incorrectly before. You will now be directed to enter in the Vehicle Information.

(2) New Customer

If the customer does not have an existing record in the system: If you do not see a record matching your customer, select whether this is a "Customer" (individual) or "Company" and enter all of the contact information in the field boxes provided and select the insurance company from the dropdown if applicable. Note: if you key the zip code and hit Enter, it will automatically load the City and State for you. For phone numbers, select "C" for Cell, "H" for Home, and "W" for Work. Note: the checkbox next to “Include in CSI” will be checked by default. Uncheck it only if management would not like this folder included in the Consumer Survey Index.

(3) From an EMS Extract (Assignment)

If you already have an estimate, you can create a new customer folder from an estimate file. Select the "Import Estimate" button to open up the Estimating Files. See the help document on Creating a Folder from an EMS Extract for more information

Step 2- Vehicle

Enter in all of the vehicle information. Items in bold text are required. You can put in a VIN and production date but if you import an estimate, vehicle information will be overridden with information from the estimate. Click Next >>

Proceed to completing the Folder Summary tab information.