Managing Customers
Learn how to add, edit, and manage your customer database, review transaction histories, and generate statements using the Customers module.
The Customers module allows you to maintain a comprehensive directory of your clients. You can store contact details, assign credit limits, view transaction histories, and manage account balances all in one place.
While this guide focuses on the main Customers module, you can also create new customer profiles directly on the fly:
- From the POS (Point of Sale): Quickly add a customer by entering their mobile number, basic details, and address during checkout.
- From Sales Orders/Invoices: Add a new customer directly while generating a new sales invoice, similar to how you add a vendor.
1. Accessing and Navigating the Customers List
To access the main customer directory, navigate to Sales in the left-hand menu, then click on Customers.
**[Image: Main Customers list view showing the data grid with columns like Account ID, Name, and Balance]**
The main screen displays a list of all your registered customers. You can view key information at a glance across several columns:
- Account ID: The unique system identifier for the customer.
- Branch: The specific company branch the customer is assigned to.
- Name: The primary name of the customer or business.
- City: The city where the customer is located.
- Group: Categorization of the customer (e.g., Cash Customer, Debtors).
- Currency: The default currency assigned to their account.
- Balance: The current outstanding balance for the customer.
- Status: Indicates whether the customer account is currently Active or Inactive.
2. Adding a New Customer
To create a new customer profile from the main module, click the blue + Add New button located at the top right corner of the screen.
**[Image: Add New Customer form showing basic detail fields like Customer Name, Cheque Name, and Group]**
Basic Information
Fill in the top section of the form with the customer's primary details:
- Customer Name: Enter the primary name of the client or business.
- Cheque Name: If the customer's officially registered company name for banking/cheques is different from their standard name, enter it here.
- Contact & Tax Details: Provide their Website, Telephone, City, Country, TRN No. (Tax Registration Number), and TIN No.
- Group & Salesman: Select the appropriate customer group (e.g., Debtors) and assign a default Salesman to their account if applicable.
Detailed Tabs
Below the basic information, you will find three tabs to enter more specific information:
**[Image: Tabs section of the Add New Customer form showing Contact Person, Address & Location, and More Info]**
- Contact Person: Use this tab to record the specific individual you coordinate with at the company. You can add their Name, Mobile number, Phone, and Email.
- Address & Location: Enter the physical billing or shipping address details, including Address Line 1, Address Line 2, and a specific Location name.
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More Info: This tab holds important financial constraints and defaults:
- Default Currency: Set the standard currency (e.g., AED).
- Payment Terms: Define how long the customer has to pay invoices (e.g., 60 days, 90 days).
- Credit / Debit Limit: Establish a maximum credit limit to prevent over-invoicing.
- Other Details: Add Postal Code, Fax, or custom notes.
Once all necessary information is entered, click the green Save button at the bottom of the form to create the customer.
3. Viewing and Editing Customer Profiles
To view an existing customer in depth, simply double-click on their row in the main Customers list.
**[Image: Detailed view of a selected customer profile showing the Edit button]**
Editing a Profile
If you need to update a customer's information (such as a new phone number or an increased credit limit):
- Open the customer's profile by double-clicking it.
- Click the Edit button at the top right.
- Modify the required fields in the form.
- Click Update at the bottom to save your changes.
4. Tracking Customer History and Statements
When you open a customer's profile, a series of tabs across the top allow you to review their entire history and manage their account deeply.
**[Image: Transaction and Vouchers tabs visible inside a specific customer's profile]**
- Details & More Details: Review the static profile information, addresses, and credit limits you configured during setup.
- Vouchers: View a log of all previous payment or receipt vouchers associated with this customer.
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Transaction: See a complete history of the customer's transactions (statements, invoices, etc.).
Note: You can use the "Date Range" dropdown here to filter transactions by specific timeframes such as Today, Last 7 Days, This Month, or All. - Customer Statement: Generate and review account statements. Click the View icon next to a statement to open it as a downloadable PDF document.
- Attachments: Access any documents previously uploaded to the customer's account (like contracts or trade licenses). You can also drag and drop new files here to securely attach them to the profile.