Customer Management And New Customer

A Customer record is the master data the whole sales cycle runs on. Without one you cannot raise a quotation, book an order or issue a tax invoice — and the identity, credit terms and tax settings held here are what make your ageing, statements and tax filings correct.

Where to find it

Three routes, all reaching the same form:

Customer > Customer > + Add New Customer
Customer > New (top left) > Customer
The + icon beside any Customer dropdown while raising an invoice or order — creating one without leaving the transaction.

Fields marked with an asterisk are mandatory.

Name and Address

Field	Required	Description
Customer Reference	Yes	A unique code, for example `017/2025`, used for searching and internal tracking.
Customer Name	Yes	The full legal name printed on invoices and quotations.
Customer Short Name	Yes	An abbreviation used in dropdowns and search. Imports reference the customer by this, so keep it stable.
Address	No	The registered or trading address.
GST No	No	The tax registration number. Required in India for compliant tax invoices.
PAN No	No	Permanent Account Number, where applicable.

Contacts

Phone, email and the primary contact person. The email address matters more than it looks — it is where invoices, statements and the welcome email are sent.

Branch and Operational Defaults

Every customer needs at least one branch before they can be invoiced. Creating a customer creates a default branch, which carries the delivery address and tax group; add more where the customer has several sites.

Sales and Credit Control

Field	Description
Sales Type	Their price level. See Sales Types.
Payment Terms	How long they get to pay. Drives the due date on every invoice.
Credit Limit	How much they may owe at once.
Credit Status	Whether they may transact at all. See Customer Credit Status.
Discount	The default line discount applied on their documents.
Currency	The currency they trade in.
Sales Area / Sales Person	Territory and account owner, for analysis and commission.

Credit limit and credit status do different jobs. The limit says how much they may owe; the status says whether they may buy at all. A blocking status stops the sale before it is entered, regardless of the limit.

Accounts (GL Mapping)

Receivables, sales, discount and payment discount accounts can be overridden per customer. Leave them blank to inherit from System and GL Setup — override only where a customer genuinely needs separate reporting.

Others and Statutory

Tax group, tax exemption where it applies, and any statutory identifiers your country requires. The tax group is what decides how tax is calculated on their documents, so it is worth checking rather than accepting the default.

Company Details (Only for Resellers)

Reseller companies see an extra block for linking the customer to a managed company — used where you are selling the system on rather than selling to an ordinary trading customer.

Custom Fields

Extra inputs where the standard form does not capture what you need, enabled under System Preferences.

Import from Other ERP Systems

To load customers in bulk rather than one at a time, use Customers Import. Import customers before branches, opening balances or any transaction that references them.

Customers List — find and manage customers
Customer View — the full record
New Customer Branch — adding locations
Customer Credit Status — controlling who may buy
Customers Import — creating them in bulk

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