Traveller automatically provides client numbers when new client records are created. Whilst this is convenient, it does not allow client references to be manually input. This document describes changes to Traveller which allow an optional, completely separate, 'Client Reference' to be added. The changes also provide a facility to find bookings using the manually input reference, print the client reference on documents and include the client reference in CRS Downloads.
We have added a new 'Client Reference' field to the Client Details window. This is a 15 character alpha-numeric field. It must be unique to the client so any entry will be rejected if the same reference is found on another client within the same Branch. It is possible to amend the Client Reference at any time, but it must remain unique. It is possible to leave the Client Reference blank if required. Adding a reference to an existing client will not affect any previous documents only those moving forward.
We have a new option to the Client Consultations menu. This will allow clients to be found using either a partial or complete Client Reference. For example, searching for Client Reference 'AB' would display all clients which have a Client Reference that begins with 'AB', e.g.: AB123, AB456, AB789 The main booking window is shown when a client has been selected from the search results. Please not that historic bookings will begin with a blank reference to allow this feature to transparently inter grate with the existing system.
We have added the new *CLIREF* Keyword which can be used in the Document Designer. This allows the new Client Reference field to be printed on documents. Please note that the Client Reference will not be printed on documents, e.g.: receipts, unless a valid entry has been made for the appropriate client.
We have added a new Keyword which can be used in the CRS Download. How it will be used will depend on whether the download is for a new client or an existing client: (FT-CLIREF-THECLIENTREFERENCE) . Check out our prompt cards for a full list of commands.
The downloaded Client Reference will be added to the new client record so long as it is unique, i.e.: not currently in use in any existing client. The booking will be moved to the CRS Error Queue if the downloaded Client Reference is not unique. If the Client Reference Keyword is not included in the download, then processing will continue as normal but the Client Reference will be left blank. The user can manually add it later in the Client Details window as described above.
The existing CRS Match Fields will be used to locate the client (note this may also include manual selection from multiple clients that match). Once an existing client is selected, the downloaded Client Reference will be compared with the Client Reference stored in the Client Details of the selected client record. Processing will continue as normal so long as the Client References are identical. This is effectively a 'second check' that the correct client has been found. The booking will be moved to the CRS Error Queue if the downloaded Client Reference does not match the other one (stored in Traveller).
If the Client Reference Keyword is not included in the download, then processing will continue as normal but please note there will be no 'second check' against the client that it used.
If CRS Auto Payment is used, a document may be created in a situation where the Client Reference is blank. Please note that in this case no Client reference would be printed on the document that is created.
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