GOC Retail

Purpose

The purpose of this document is to demonstrate how to configure duplicate customer control in Cegid Y2 so a pop-up notification is triggered to prevent users from creating duplicate customer records.

Definitions

BO - Back Office

Procedure

1. Define priorities to check for duplicate customers (BO > Settings > Customers > Check for duplicates). Press ‘New’ to create a new priority list and insert code and description. In Choice 1, Choice 2 and Choice 3, open the respective drop-down menus and select the customers’ attribute(s) that will be checked for duplicates. Then press ‘Save’.

In the following example, the only field chosen is ‘E-mail 1’, which means each new customer must have a unique e-mail address or else will be deemed as a duplicate customer. However, a combination of up to nine attributes may be selected in this list, depending upon business requirements.

2. Define the priority list to be used in the company settings (BO > Administration > Company > Company settings > Commercial management > Customers Suppliers). Under the section ‘Customer existence control’, select the priority list that has been created in the previous step and press ‘Save’.

3. If you wish to set up customer existence control for one or a few stores separately, navigate to Basic data > Stores > Stores. Double click on the store to open store details and select the tab ‘Third-party’. Under the section ‘Customer existence control’, tick both ‘Check for duplicates in creation mode’ and ‘Check for duplicates in change mode’, select the priority list that has been created in step 1 and press ‘Save’.

4. If you want to run a batch modification for all stores, go to Basic data > Stores > Batch modification. At the top of the screen, press the button ‘Select All’ and then the button ‘Batch modification’. On the left-hand side menu of the new screen, double click on the following modifiable fields to add them to the list of modifications on the right hand-side:

1. Check for existing duplicates,
2. Check for name,
3. Check for priorities.

Once these three attributes are in the Modifications list, select the priority list created in step 1 for the field ‘Check for priorities’ and tick both ‘Check for name’ and ‘Check for existing duplicates’. Then press ‘Modify all records’ at the bottom left corner of the screen and all stores will be updated with these changes.

5. Test the functionality, creating a customer and then trying to create another customer with the same attributes as defined for the priority list in step 1 (e.g. ‘E-mail 1’). In this case, when you fill in the e-mail address, a duplicate customer notification is prompted and tells how many customers with this exact same detail already exist in the database. Press ‘Yes’ to view and select the existing customer and abort the new customer input (see image below).