Customer master | CRM overview
Good to know
- Comprehensive multichannel CRM for wholesaler distributors
- Customer masters enable you to track interactions, e.g. Email and transactions between your business and your customers.
- You can track the Customer’s Accounts Receivable balance, set credit limits, and preset terms for Payments and Pricing.
- You can customize the Customer master, e.g. add new fields that are inherited onto the respective fields on Sales Documents. See Using Customization
Create New Customer(s)
Before you save a new Customer master
Make sure you set the appropriate Currency, as this cannot be undone once the record is saved.
There a six workflows for creating Customer Masters in your system:
- Import in bulk.
- From the Customer List
- Convert a Lead
- Convert a Prospect
- From a B2C ecommerce shopping cart
- From the Trade Acceleration Portal (B2B ecommerce self service portal)
1. Import Customers
To bulk import Customer data, go to :
SETUP > Import Data > Customers
You can use the Import functionality to import all your Customer data into Salesorder.
To learn more about the import functionality, refer Using Import Data
After running import, to verify all imported Customer records, go to:
SALES > Customers > List All Customers
2. From Customer List
To manually create a new Customer in Salesorder, go to the List:
SALES > Customers > +
3. Convert Lead to Customer
To convert a lead into a new Customer, go to:
SALES > Leads > Select a Lead > Actions > Create Customer
The original lead persists on the Customer Master. Go to Find > Lead
4. Convert Prospect to Customer
To convert a Prospect into a Customer, go to:
SALES > Prospects > Select a Prospect > Actions > Create Customer
5. B2C ecommerce shopping cart
See B2C ecommerce
Article coming soon.
6. Trade Acceleration Portal (B2B portal)
See B2B ecommerce
Article coming soon
Create Transactions from Customers
You can create transactions from the Customer Master e.g. Sales Order. Customer transactions automatically inherit data from the Customer Master.
|Sales Opportunity||Using Sales Forecasts|
|Sales Quote||Using Sales Quotes|
|Sales Order||Using Sales Order|
|Cash Sale||Using Cash Sales|
|Sales Invoice||Using Sales Invoice|
|Credit Note||Using Customer Credit Notes|
|Customer Refund||Using Customer Refunds|
|Receive Payment||Using Customer Payments|
|Customer Statement||Using Customer Statements|
Other Customer Actions
Create | Edit | View mode)
|Takes you to the Customer Document configuration screen. Discussed in the Configuration section in this article.|
Edit | View mode)
|You can use this option to view all the transactions on Customer account:
|Actions can be used to perform various tasks on a Customer account:
View details like account balance, amount due and the General Ledger entries for all the transactions on the Customer account.
Generate statement for the Customer. It includes all open invoices, all open credit notes, all unallocated funds (ie. unused payment), ordered by date with oldest transaction first. Refer, Using Customer Statements
Create Statement For Period
Generate statement for a date range. It will include all open invoices, all open credit notes, all unallocated funds (ie. unused payment), ordered by date with oldest transaction first. Refer, Using Customer Statements
Create new contact for Customer account. You can define multiple contacts for a Customer account. Refer, Using Contacts
Create new Leads. Refer, Using Leads
New Billing Address
Define a new billing address for the Customer account. Refer Using Addresses
New Shipping Address
Define a new shipping address for the Customer account. Refer Using Addresses
View audit trail on the Customer account.
You can transfer Customer account ownership using this option.
DeleteThis option permanently deletes the Customer Document from the Salesorder app. However, if the document has associated transactions then you will not be able to delete the document. You cannot recover the document once it is deleted. Also, you will not be able to search for the document in the Salesorder app. However, you do have an option to view the history of the deleted Document. Go to, ACCOUNTING > Find Transactions > Search Document History Hence, caution is advised in using the Delete option.
Edit | View mode)
|You can manually put a Customer on hold using this setting. To automate this process, refer Using Credit Controls|
|You can send emails directly from the Customer account. To learn more , refer Using Email|
Create | Edit |
|Takes you to the Salesorder help documentation.|
Customer Document: Configuration
To configure Customer document, go to:
SETUP > Configuration > Customer OR
SALES > Customers > Select Customer > Configure
The following configuration options are available:
|To customize fields, sections and tabs in the document, refer to Using Customization|
These settings enables you to put Customers on hold depending on their Credit Limit or Invoices Past Due criteria.
Automated credit checksEnable and define the criteria for automated credit checks. The options are:
Customer on holdDefine the actions that are allowed when Customer are put on hold. The options are:
The Customer Portal allows Customers to:
Enable login for new CustomersCheck this option to automatically enable login access to the Customer Portal when a new Customer is created. By default, The Customer Portal login is disabled for new Customers.
Enable Portal Shopping CartThe Shopping Cart feature enables a Customer to place orders through the Customer Portal. You can check this option to allow Customers to place their orders through the portal. To learn more about how to use the Customer Portal, refer Using Customer Portal
|You can set the email options for the Customer here:
|Reference # Generation tab|
Use Auto-generated Ref #
|Reference numbers can be set to auto-generate by checking this option.|
Ref # Prefix
|You can prefix reference numbers for meaningful distinction and recognition. For example:
Current Sequence Number
|Reference numbers can be set to increment from a fixed starting point. For more details on customizing Ref #s refer Using Ref #s (Reference numbers)|
Customer Document: Reference
|Customer Name||Customer Company Name|
|Ref #||A unique identifier for the document.|
|Owner||The user creating or owning this document. To learn more, refer Using Owners|
|Balance||The amount of money the the Customer owes you.|
|Currency||Currency in which your Customer transacts. This is a very important step. When you create a Customer make sure you define the right currency. The default will be the base currency of your General Ledger. Once this currency value is set, you will not be able to edit or modify it. For more details on currencies, refer to Using Currencies|
|Credit Limit||This field defines the credit limit assigned to the Customer.|
|On hold||This field defines whether the Customer is put on-hold. To learn more, refer to Using Credit Controls|
|This tab is used to store the default contact details of the Customer.|
This tab stores the following details:
|You can add notes to the document. To learn more, refer Using Notes|
|This tab provides a granular view of all the transactions for a Customer under one dashboard. For eg. For a given order, you can view the Sales Order, Sales Invoice, Shipments and Customer Payment, Credit Note, Customer Statment, etc.
For a selected Customer, you can view:
|You may track or schedule events or assign tasks using memos. For example: You can schedule a meeting or assign a task to a team member using memos. For more details, refer Using Memos.|
|You can add addtional contacts, shipping and billing addresses to a Customer account. Using this tab, you can view all the contacts and addresses assigned to the Customer account. To learn more, refer Using Contacts, Using Addresses.|
|You can send and receive emails from Outlook, Google and other mail systems. Email is automatically filtered at the Customer contact level, so you only see and can send emails related to the Customer and its contacts. For more details, refer Using Email.|
|Refer Using Classifications|
If the Sales Order was generated through a Shopping cart or API, this tab will display the following details: