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Add New Company

Create a new customer, vendor or partner record.

The Add New Company form opens from Add New on the Address Book. On the Company Info tab you set the company's roles, transport modes, customer details and address; the other tabs hold documents, compliance, accounting and SOPs.

Open in Info-X

The screen

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What each number means

  1. 1
    Page title

    Address Book — create a new company record.

  2. 2
    Back

    Leaves the form without saving.

  3. 3
    Submit Company

    Saves the company. Required (*) fields must be filled first.

  4. 4
    Company Info tab

    The main tab with company type, modes and address.

  5. 5
    Docs / Special Notes

    Upload documents and add special handling notes.

  6. 6
    Compliance / Cert.

    Compliance checks and certificates for this company.

  7. 7
    Accounting

    Billing terms, credit and account settings.

  8. 8
    SOP & Rules

    Standard operating procedures and rules for this customer.

  9. 9
    Entity Type

    Tick every role this company plays — you can pick more than one.

  10. 10
    BCO / NVOCC / Forwarder…

    Roles such as shipper (BCO), NVOCC, freight forwarder, agent, exporter, importer, consignee, bill-to party and notify.

  11. 11
    Vendor / Carrier / Airline…

    Supplier-side roles: vendor, carrier, airline, trucker, towing, warehouse, supplier, broker, terminal.

  12. 12
    Prospect

    Mark a company you are still trying to win as a customer.

  13. 13
    Modes of Transportation

    Pick the modes this company uses; each one adds its own settings tab.

  14. 14
    Ocean Import / Export

    Turn on ocean import and/or export for this company.

  15. 15
    Air Import / Export

    Turn on air import and/or export.

  16. 16
    Domestic / Trucking

    Tick if this company moves freight by truck.

  17. 17
    Warehousing

    Tick if this company uses your warehousing.

  18. 18
    Distribution

    Tick if this company uses distribution services.

  19. 19
    Customer Details

    Identity, tax and contact codes for the company.

  20. 20
    Office Type

    Required. Head office, branch and so on.

  21. 21
    Identity Type

    Type of ID number given below, e.g. tax or EIN.

  22. 22
    Company Name

    Required. The company's legal name.

  23. 23
    Check Duplicate

    Checks the Address Book for a company with the same name before you save.

  24. 24
    Identity No

    The ID number itself.

  25. 25
    EDI Code

    Code used for electronic data exchange with this company.

  26. 26
    Import Tax ID

    Tax ID used on import filings.

  27. 27
    FMC

    Federal Maritime Commission licence number.

  28. 28
    EORI Number

    EU customs registration number.

  29. 29
    USPPI Contact Name

    Contact person for the US exporter (USPPI) on export filings.

  30. 30
    Scac/IATA Code

    Carrier SCAC code or airline IATA code.

  31. 31
    USPPI Phone Number

    Phone number for the USPPI contact.

  32. 32
    Insurance Valid Date

    Date the company's insurance starts.

Hover a number to highlight its explanation. Click the screenshot to zoom.

Part 2 – More customer details and the address

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What each number means

  1. 1
    USPPI Email

    Email for the USPPI contact.

  2. 2
    Insurance Expire Date

    Date the insurance runs out.

  3. 3
    Sales Person

    The salesperson who looks after this company.

  4. 4
    Coordinator Phone

    Phone number of your coordinator for this company.

  5. 5
    Carrier Contract #

    Type a contract number and press + to add it; added ones are listed below.

  6. 6
    Profit Margin Type

    How margin is added: LumpSum (fixed amount) or percentage.

  7. 7
    Coordination Name

    Name of the coordinator.

  8. 8
    Consignee Type

    Kind of consignee, if this company receives cargo.

  9. 9
    Coordination Email

    Email of the coordinator.

  10. 10
    Is DPL Active

    Denied Party List screening is on for this company.

  11. 11
    Override DPL

    Lets you work with the company even if the DPL check flags it.

  12. 12
    Address Details

    The company's address and contact information.

  13. 13
    Company Name (address)

    Required. Name printed on this address.

  14. 14
    Fax

    Fax number.

  15. 15
    Parent Company

    The group or head company this one belongs to.

  16. 16
    Tel 2

    A second phone number.

  17. 17
    Office Type

    Type of office at this address.

  18. 18
    Toll Free

    Toll-free number.

  19. 19
    Address 1

    Required. First line of the street address.

  20. 20
    Alternative Email

    A backup email address.

  21. 21
    Address 2

    Second address line.

  22. 22
    Accounting Email

    Where invoices and statements are sent.

  23. 23
    Address 3

    Third address line.

  24. 24
    Notification Email

    Where shipment notifications are sent.

  25. 25
    Firms Code

    US customs FIRMS code for the facility.

  26. 26
    Do Not Send Notification

    Tick to stop automatic emails to this company.

  27. 27
    Country

    Required. The company's country.

  28. 28
    Vendor Eligible for 1099

    Tick if this vendor needs a US 1099 tax form.

  29. 29
    State

    State or region.

  30. 30
    Vendor's Tax ID

    The vendor's tax ID.

Part 3 – Contacts, accounts and the address list

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What each number means

  1. 1
    City

    City of the address.

  2. 2
    Print Address

    The address exactly as it should print on documents.

  3. 3
    Postal Code

    Postcode / ZIP.

  4. 4
    Refresh

    Rebuilds the Print Address from the fields you filled in.

  5. 5
    Province

    Province, if used in that country.

  6. 6
    Select Account Address

    Pick another address to use for billing.

  7. 7
    Contact Person

    Main contact at this address.

  8. 8
    Print Address (Accounting)

    The billing address as it prints on invoices.

  9. 9
    Contact Person Position

    The contact's job role.

  10. 10
    Email

    Main email address.

  11. 11
    Office Tel

    Main office phone.

  12. 12
    Customer A\C

    Your customer account number for this company.

  13. 13
    Vendor A\C

    Your vendor account number for this company.

  14. 14
    QuickBook Customer ID

    Customer ID in QuickBooks, for accounting sync.

  15. 15
    QuickBook Vendor ID

    Vendor ID in QuickBooks.

  16. 16
    Address List

    Every address saved for this company; click a name to load it into the form.

  17. 17
    Company Name

    Name on each saved address.

  18. 18
    Office Type

    Office type of each address.

  19. 19
    Address

    Street address.

  20. 20
    City

    City.

  21. 21
    Country

    Country.

  22. 22
    Delete

    Removes that address.

  23. 23
    Contact

    Contacts at that address.

  24. 24
    Required note

    Fields with a red * must be filled before saving.

  25. 25
    Cancel

    Throws away the form.

  26. 26
    Submit Company

    Same as the top Submit Company button.

Key areas

1

Entity Type

Roles such as BCO, forwarder, vendor, carrier or trucker.

2

Modes of Transportation

Ocean, air, domestic, warehousing and distribution.

3

Customer Details

Office type, name, tax and licence codes, salesperson and margin type.

4

Address Details

Street address, emails, phone numbers and account IDs.

5

Address List

All saved addresses for this company.

How to use it

  1. 1On Address Book click Add New — the form opens in a new tab.
  2. 2Tick the Entity Types and the Modes of Transportation.
  3. 3Choose the Office Type, type the Company Name and click Check Duplicate.
  4. 4Fill in the address — Company Name, Address 1 and Country are required.
  5. 5Click Submit Company.

Tips

  • Always use Check Duplicate first so the same company isn't added twice.
  • Use Refresh to build the Print Address from the fields you filled in.