Client Management                               Cancellations                               How to Cancel a Customer

How to Cancel a Customer (continued)

Reference – This is a free-form text field where the User may enter up to 25 characters of information.  This field is typically used in one of two manners: 1) for entering the central station account number(s) to be canceled or 2) for assigning a person responsible for working on this cancellation record.  This field is optional.

Entered On & Entered By – These two fields are automatically filled in by the application.  The name of the User creating the cancellation record will be saved in the Entered By field and the date/time the cancellation record was saved will fill into the Entered On field.   These fields are system controlled and cannot be modified.

Reason – The User will make a selection from the drop-down list that describes why the customer is being canceled.  This is a required field.

Cancel Profile – The User will make a selection from the drop-down list that describes the situation for the cancellation so that the appropriate Cancellation Task list will be loaded.  This is a required field.

Full Cancellation – Select this option if all recurring for all Sites for the Customer is to be canceled.

Notice Date – Enter a date or select a date using the calendar icon to the right of this field that indicates the date the customer notified your company of the cancellation.  If your company is initiating the cancellation, indicate the date your company notified the customer.

Effective Date – This is the date on which any and all active recurring lines will end.

Follow Up Date – Enter or select a follow up date when a User should visit this cancellation record again.  This date field is optional but recommended.

 Important Note: If the cycle billing process will be generated prior to the completion of the customer cancellation and you do not want this customer to be invoiced again for recurring services, the User will have to open the Customer Explorer record and manually cancel the recurring lines.

4.  The Sites tab is for display only and will list all Sites associated with the customer being canceled.  If contract information was set up on the System record for the site, any balance of contract due will be listed in this area.  The SedonaOffice application will not generate an invoice for balance of contract; this is provided for informational purposes only in the event your company will be invoicing the customer for these amounts. 

The calculation for the balance of the contract looks at the contract start date and and the initial [contract] months entered on the System record then looks at the cancellation effective date entered on the cancellation form to determine how many months is remaining on the contract (if any) and multiplies that quantity times the monthly recurring rate.

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