Defining Customers

To set up customer profiles, use the Define Customers (LM_CUSTOMER_MAIN) component . You can use the LM_CUSTOMER_MAIN component interface to load data into the tables for this component.

This topic lists prerequisites and discusses how to:

Define customer profile information.
Define customer address information.
Define customer payment information.

Customers represent organizations with learners who are external to your organization. All customer data is manually entered and maintained. There are no delivered EIPs for synchronizing customer data with other enterprise systems.

Pages Used to Define Customers

Page Name	Definition Name	Navigation	Usage
Customer Profile	LM_CUSTOMER_MAIN_3	select Enterprise Learning, then select Organizations, then select Customers, then select Customer Profile	Define learning-related customer profile information.
Customers - Address History	LM_ORG_ADDR2	select Enterprise Learning, then select Organizations, then select Customers, then select Address History	Define customer address information.
Edit Address	EO_ADDR_USA_SEC	Click the Edit Address link on the Address History page.	Edit customer address information.
Payment Information	LM_MOP_ADMIN	select Enterprise Learning, then select Organizations, then select Customers, then select Payment Information	Set up default payment methods, training units pools, chargeback accounts, and revenue accounts for a customer organization.

Prerequisites for Defining Customers

Before you define customer organizations you must:

Define learning environments.
Define contact method types.
Set up financial ChartField data if your customers can use the charge back payment method for enrollment fees.

Defining Customer Profile Information

Use the Customer Profile page (LM_CUSTOMER_MAIN_3) to define learning-related customer profile information.

Navigation

select Enterprise Learning, then select Organizations, then select Customers, then select Customer Profile

Image: Customer Profile page

This example illustrates the fields and controls on the Customer Profile page.

Customer ID

Enter the customer ID that other enterprise systems (such as financials or customer relationship management systems) use to uniquely identify the customer.

Learning Environment

Enter a learning environment with which you associate the customer. Learning environment values are set up on the Learning Environment page.

See Defining Learning Environments.

Parent Company

If this customer is associated with a parent company, specify that company here.

Note: You must first define the parent company as a separate customer.

Country

Enter the country with which this customer is primarily associated. Country codes are synchronized from the HR country code table EIP.

Stock Symbol

Enter the customer's stock symbol, if any.

Industry

Enter the type of industry with which this customer is associated. Industry values are delivered with your system.

Business

Enter a business code.

Customer Type

Enter the customer type for this customer. Customer type values are delivered with your system.

Website URL (website uniform resource locator)

Enter the customer's website URL, if any.

Primary Communication

The system displays the customer's primary communication information, as defined on the Address History page.

Customers - Address History Page

Use the Customers - Address History page (LM_ORG_ADDR2) to define customer address information.

Navigation

select Enterprise Learning, then select Organizations, then select Customers, then select Address History

Image: Customers - Address History page

This example illustrates the fields and controls on the Address History page.

Address Type

Select an address type. Address type values are defined on the Contact Method Type page.

Primary

Select to identify an address as primary. Every customer must have one primary address.

Country

Enter the country for the address. You must enter a country value if you want to edit the address.

Address and Edit Address

Enter a country value if one is not specified, and click the Edit Address link to add or update the address information on the Edit Address page.

Phone

Phone Type

Select a phone type. Phone type values are defined on the Contact Method Type page.

Country Code

Enter the country for the phone type.

Phone

Enter the phone number.

Ext (extension)

Enter the phone number extension, if any.

Primary

Select to identify a phone number as primary. If you have one or more phone numbers for a customer, one must be marked as primary.

Email

Email Type

Select an email type. Email type values are defined on the Contact Method Type page.

Email Address

Enter the email address.

Primary

Select to identify an email address as primary. If you have one or more email addresses for a customer, one must be marked as primary.

Payment Information Page

Use the Payment Information page (LM_MOP_ADMIN) to set up default payment methods, training units pools, chargeback accounts, and revenue accounts for a customer organization.

Navigation

select Enterprise Learning, then select Organizations, then select Customers, then select Payment Information

Image: Payment Information page

This example illustrates the fields and controls on the Payment Information page.

Payment Methods

External learners can only use the payment methods that you define for the customer. The payment methods that are selected by default are inherited from the Learning Environments - Defaults page. You can modify the default selections here.

See Understanding Payment Method Setup.

Cash, Check, Credit Card, Purchase Order, and Charge Back

Select the valid payment methods for the customer organization.

GL Business Unit (general ledger business unit)

Select a general ledger business unit. The customer organization inherits ChartField values for chargeback and revenue accounts from the general ledger business unit. Define ChartField values for general ledger business units on the Business Unit Accounts page. This field is required if you select the Purchase Order, Charge Back, or Training Units option.

Display chartfields to Self Service user

Select to display ChartFields to self-service learners. If ChartFields appear, learners and managers can change the ChartField values when using the self service pages to enroll. Disable this option if you do not want learners or managers to modify ChartField values.

Training Units

Select to enable training units as a valid payment method for the customer organization.

Pool

Enter a name for the training unit pool. Names must be unique within a customer organization, but multiple customer organizations can use the same training unit pool name.

Description

Enter a description of the training unit pool.

Currency

Select the currency for the training unit pool. This currency must match the currency of a class or program fee for a learner to successfully enroll.

When training units are used to pay for enrollment, the system converts the training units to a currency value when it writes the payment transaction to the subledger. The currency value is a percentage of the overall cost of the training units divided by the number of training units that is charged for the class fee, program fee, or drop fee. For example, if a customer organization buys 100 training units for 100.00 USD and a learner needs five training units to enroll in a class, the cost of the class in currency value is 5.00 USD.

ChartField

Displays the ChartField that is used for training units. Select the ChartField for training units on the Payment Methods page.

Value

Select a ChartField value. The ChartField values that you can select are any values with an active status on the Chartfield Values page.

Owner

Select an owner for the training unit pool. The owner can be anyone from the customer organization. Owners of training unit pools must approve any enrollment or registration request for a learner that uses the training unit pool when the system requires payment approval to enroll in the class or register in the program. Define approval types for classes on the Classes - Class Details page. Define approval types for programs on the Maintain Programs - Details page.

A learner's enrollment or registration in a class or program is not confirmed until the owner gives payment approval. Payment approval is not required if no owner is assigned to the training unit pool or if payment approval is not required to enroll in the class or register in the program. Owners of training unit pools can approve enrollment and registration requests by using the approvals page.

See Understanding Enrollment and Registration.

Charge Back Account

Specify chargeback account information for the customer organization. The ChartFields that the system displays depend on which ChartFields are selected for use on the Chartfield Configuration page. All fields that are in this group box are uneditable until a general ledger business unit is selected in the Payment Methods group box. The system populates the fields with the default ChartField values as soon as you select a general ledger business unit. The ChartField values that you can select for each ChartField are any values with an active status on the Chartfield Values page. Administrators can modify these values during enrollment or registration. Learners and managers can modify these values only if you select the Display chartfields to Self Service user option.

Discount

Enter a discount percentage for the customer organization. The discount applies to all payment methods except training units, because there is a built in discount with this feature. The system applies the discount to all class and program currency prices and drop charges. All learners in the customer organization receive the discount.

Revenue Account

Specify revenue account information for the customer organization. The ChartFields that the system displays depend on which ChartFields are selected for use on the Chartfield Configuration page. All fields that are in this section are uneditable until a general ledger business unit is selected in the Payment Methods group box. The system populates the fields with the default ChartField values as soon as you select a general ledger business unit. You can modify the default ChartField values. The ChartField values that you can select for each ChartField are any values with an active status on the Chartfield Values page. These values cannot be modified during enrollment or registration.