Adding new storage accounts to SmartMoving can help track storage details and connect new accounts with existing customers.
Creating a new storage account
Navigate to Storage -> Accounts -> Create Account or click here to go directly to the page.
There are 8 steps to create a new account.
Step 1: Basic Information
First, either link an existing customer or create a new customer:
To link an existing customer, type the customer’s name into the Existing Customer field to search for and select the customer. Once linked, any previous credit cards that are on file will now be listed as an available payment method
To add a new customer, click Add new customer, and enter their name into the New Customer field.
Then, complete the following fields and click Continue.
Link Job: If you have selected an existing customer, you can use the Link Job field to link one of the customer’s jobs to the account. Linking a job will automatically add the volume and weight and other relevant information of the move to the storage account.
Billing Address: To enable credit card auto-payment, enter the customer’s billing address. For those customers that have a credit card on file, this should be the billing address for the primary payment method.
Step 2: Storage Settings
Complete the following fields, and then click Continue.
Warehouse: the warehouse where the customers items will be located
Storage Type: the type of storage used for the customer (SIT or Perm)
Move in date: the date the customer's items were moved into storage
Estimated move out date: date customer will move their belongings out of storage, if known
Total volume and weight: the volume and weight of the full move. Existing customers linked to a job may have the volume and weight automatically added.
Moving pads used: the total number of moving pads used during the move
Step 3: Containers
If known, add which containers the customer’s items are located in.
First, click Add Container.
Then, select all applicable containers, and click Add and Continue.
Step 4: Oversized Items
If the customer has oversized items, you can add them to the storage list and optionally charge them a monthly fee for each oversized item. If an item arises that is not in your master list of oversized items, you can select "custom" and add your own item to the list.
First, click Add Oversized Items.
Then, select the oversized item, and click Add and Continue.
Step 5: Lot Numbers
If known, add the lot numbers associated with the descriptive inventory taken for the move. You can add one or more lot numbers as needed.
First, click Add Lot Number.
Then, complete the following fields and click Continue.
Number
Color
From and to
Step 6: Recurring Charges
Recurring charge are the monthly fees you'll charge your customer while in your storage facility. Storage and valuation charge defaults are predetermined by your storage rate settings, but you can manually adjust them here as needed.
First, select whether Storage charges are Per Hundredweight (CWT), Per Container, or Flat Rate, and/or whether Valuation charges are CWT or Flat Rate. If your customer has opted not to select additional valuation, be sure to zero this out.
Then, modify the rates as desired and click Continue.
Step 7: Warehouse Handling
Warehouse handling charge options are predetermined by your storage rate settings, but you can manually adjust them here as needed. If you charge WHSE handling by the hour and bill this on the incoming move job, you can skip this step
First, select whether the rate type is By CWT, By Container, or By Hour.
Then, modify the fee as desired and click Continue.
Step 8: Invoice Creation
The final step is to review the invoice settings, which are split into sections:
Recurring: shows the recurring payments that will be charged every month. You can add additional charges to occur every month by clicking Add Charge.
One Time: shows one-time charges. You can add additional charges to occur only once by clicking Add Charge.
Discounts: applies any discounts, such as "One Month Free" or other discounts you've configured in your settings.
Store payment information: saves the customer's payment method for storage charges. For existing customers that already have payment information linked on their account, you can select the existing method of payment. Otherwise, click Add New Card to add a new payment method.
What day of the month should the customer be invoiced?: determines when a customer receives their invoice. If "1st of the month" is selected, the customer will automatically receive a prorated first invoice (unless today is the first day of the month). If "15th of the month" is selected, month-to-month billing will charge on the monthly account anniversary (i.e., the day the storage account was created). If "Custom" is selected, you can select the day the customer will be invoiced.
Will the customer pre-pay or post-pay?:
Pre-pay: invoice is for the month in advance for the period between now and the next billing cycle
Post-pay: invoice is for the previous month of used storage
Next, once everything is good to go, click Create Account.
Then, review the popup confirmation and click Yes, proceed to move forward or Cancel to go back and make changes.