Customer Management And New Customer

Name and Address

• Customer Reference*: A unique alphanumeric code (e.g., 017/2025) used for quick searching and internal tracking. It automatically iterates, and the user can change the default iteration in Setup > Transactions Reference under Company.
• Customer Name*: The full legal name of the individual or company. This name will be printed on all official Tax Invoices.
• Customer Short Name*: A brief "nick-name" or trade name (e.g., Abc Pvt Ltd) for easy identification in lists.
• Address: The primary billing location. Enter the full street address to ensure accurate delivery and professional documentation.
• GST No: Specifically for users in India, enter the 15-digit GSTIN. This is mandatory for B2B transactions to allow your customers to claim Input Tax Credit (ITC).
• PAN NO: Specifically for users in India, enter the 10-digit Permanent Account Number required for income tax reporting and TCS compliance.
• Customer’s Country: Select the country where the customer is based from the pre-populated list. This defines whether the transaction is domestic or an international export.
• States: Choose the specific state. Use the + icon to add any state not in the list.
• City: Select the city from the pre-populated dropdown for precise delivery and regional reporting. Use the + icon to add a missing city immediately.
• Post/Zip Code: Enter the postal code to ensure accurate logistics and tax jurisdiction mapping.
• Customer’s Currency: Select the specific currency used for transactions with this customer (e.g., INR, USD, EUR).
• Sales Type/Price List: Assign a default pricing category, such as Retail or Wholesale, to ensure the correct rates are applied to their orders globally. This Sales Type is automatically populated when the customer is selected in sales transactions, such as orders and invoices, in the Sales Type dropdown in the transaction form. Click the + icon and fill in the necessary fields in the rendered popup to add a new sales type based on your needs.

Contacts

• Phone*: Primary mobile or landline numbers for delivery and payment follow-ups.
• Secondary Phone Number: Backup mobile or Backup landline numbers for delivery and payment follow-ups.
• Fax Number: Record traditional fax details if required by the client's industry.
• E-mail*: Please provide the Customer's Email Address for accurate communication and efficient transaction processing.
• Bank Account Number: Store the customer’s bank details for reference during payment reconciliation or refunds.
• Sales Person: Assign a specific staff member to this account to manage relationship-based sales and commissions.

Branch and Operational Defaults

• Default Inventory Location: The warehouse from which this customer usually receives goods.
• Default Shipping Company: The preferred courier or transport service used for this client.
• Sales Area: Categorize the customer by territory (e.g., Global, Local) for filtered sales reporting.
• Tax Group: The default tax rule applied to the customer (e.g., GST or Exempt).

Sales and Credit Control

• Discount Percent: A fixed percentage discount automatically applied to all orders for this customer. This field only works when the system calculates line discounts in percentage, so ensure "Use Amount Discount in Sales Line Discount" is disabled in Setup > Preference > Use Amount Discount in Sales Line Discount.
• Prompt Payment Discount Percent*: This prompt payment discount encourages customers to pay early. The value is displayed as a label in the customer payment form when the customer is selected, serving as a reference. You can apply this discount in the discount column of the customer payment form.
• Credit Limit*: The maximum debt allowed for this customer. The system will alert you if an invoice exceeds this value.
• Opening Balance: The unpaid balance brought forward from your previous accounting system during migration. If you have the customer's money, add it as a negative value. Otherwise, if the customer owes you money, add it as a positive value.
• Payment Terms: The agreed-upon timeframe for payment.
• Credit Status: This Credit Status defines how the customer makes payments. Users must update this manually based on the customer's payment. Users can create a status to stop the later payment option based on poor transaction traffic from the customer. Ensure correct input when creating the Credit Status.

Accounts (GL Mapping)

• Sales Account: The revenue ledger where income from this customer is recorded.
• Sales Discount Account: The expense ledger used to track discounts given to this customer.
• Accounts Receivable Account: The asset ledger tracking the total money owed by this customer.
• Prompt Payment Discount Account: Specifically records the cost of early-payment incentives.

Others and Statutory

• Branch / Department: Associate the customer with a specific internal division for localized reporting.
• General Notes: A free-text area for internal comments, such as special delivery hours or contract terms.
• TCS Class: Specifically for users in India, select the applicable Tax Collected at Source category to automate statutory deductions.

Company Details (Only for Resellers)

• Pack: Select the specific service package or subscription level assigned to this new company.
• Company Name: Enter the full legal name of the business entity being created.
• Company Address: Provide the complete physical headquarters or billing address for the new entity.
• E-mail: Enter the primary administrative email address for the company, which will be used for official communications and account recovery.
• Generate Password: Use the Generate Password button to create a secure, system-generated temporary password for the new company account.
• Password: This field displays the generated password. It is critical to copy and securely share this with the new company administrator.
• Phone: Provide the primary contact number for the new business entity.
• Add Field: Click this button if you need to include additional custom data points for this specific company profile.

Custom Fields

• Go to Setup -> Preferences
• Enable Show Add Custom Field on Forms

Import from Other ERP Systems

• Direct Path: Navigate to Customer Module > Import/Export > Customers.
• Setup Path: Go to Setup > Import/Export > Customers.

• Name*: The full legal name of the customer as it appeared in your previous ERP.
• Short Name: A brief nickname or trade name for quick identification.
• Tax ID: The official registration number (e.g., GSTIN for India or local Tax ID for international trade).
• Currency: The base currency used for transactions (e.g., INR, USD, EUR).
• Sales Type: The designated price list or pricing tier (e.g., Retail, Wholesale).
• Payment Terms: The agreed-upon credit or payment cycle (e.g., Cash Only, Prepaid, Net 30).
• Tax Group: The tax rule assigned to the customer (e.g., GST, IGST, or Exempt).
• GL Accounts (Mapping): Enter the specific ledger codes from your Chart of Accounts for Sales, Discounts, and Receivables (e.g., 4510, 1200).
• Address & Area: The physical billing location and the assigned sales territory (e.g., Global, Local).
• Sales Person: The staff member responsible for managing this account.
• Credit Status: The current standing of the customer's credit (e.g., Good History).
• Opening Balance: The outstanding balance or credit carried over from your previous ERP at the time of migration.

• Use the Template: Always download the sample CSV/Excel file from the import page to ensure your columns match the system requirements.
• Validate Data: Check for special characters or missing mandatory fields (marked with *) before uploading.
• One-Time Migration: Use this feature during your initial setup to move large volumes of data instantly.