Using Customers

Web Page-Customer Master(CRM)

Customers enable you to manage interactions and transactions between your business and your customers.

Customers are trading partners and the central element of the CRM (customer relationship management) and sales activities in the system.

Every Customer in Salesorder is defined using a Customer Document. All the customer details are stored in Salesorder using the Customer
document.

A Customer Document enables users to manage and track CRM and sales activities in the Salesorder app.

Before you add your first Customer to the system, we insist you read this whole document.

New Customers

A new customer can be defined in the following ways:

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

Use Customer Master

To manually create a new Customer in Salesorder, go to:

SALES > Customers > +

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

Convert Prospect to Customer

To convert a Prospect into a Customer, go to:

SALES > Prospects > Select a Prospect > Actions > Create Customer

Capture Customers
from your Website

You can connect external web pages to capture and create new Customers.

Refer Setup Web to Lead for more details.

Transactions on Customers

Once a new Customer is defined in the system, Salesorder allows you to perform following transactions on Customers through the Customer Document:

Transaction More information
Sales Opportunity Refer Using Sales Opportunities
Sales Quote Refer Using Sales Quotes
Sales Order Refer Using Sales Order
Cash Sale Refer Using Cash Sales
Sales Invoice Refer Using Sales Invoice
Credit Note Refer Using Customer Credit Notes
Customer Refund Refer Using Customer Refunds
Receive Payment Refer Using Customer Payments
Customer Statement Refer Using Customer Statements
RMA Refer Using RMAs

For more information how to create and view above transactions, refer Customer Document: Settings (Actions section).

Customer Document: Configuration

To configure Customer document, go to:

SETUP > Configuration > Customer OR

SALES > Customers > Select Customer > Configure

The following configuration options are available:

Customize Fields

A Customer document consists of fields, sections and tabs. The Salesorder app allows you to customize all the parts of the document.

You most probably have a policy or process for opening accounts for new Customers. Your process will determine what data you need to capture when you add the customer record to the system.

If you don’t have all of the fields (or the functionality) you need, you can add custom fields to store and use additional data.

To customize fields, sections and tabs in the document, refer to Using Customization
General tab

Credit Control

These settings enables you to put Customers on hold depending on their Credit Limit or Invoices Past Due criteria.

Automated credit checks

Enable and define the criteria for automated credit checks. The options are:
  • None: Diable automated credit check.

  • Use Credit Limit: Automatically put the customer on hold when the credit limit is surpassed.

  • Use Invoices 'Past Due': Automatically put the customer on hold, when invoices are overdue.

Customer on hold

Define the actions that are allowed when Customer are put on hold. The options are:
  • Allow nothing: No Sales Orders or Cash Sales are allowed when Customer is on hold.

  • Allow Pending Sales Order - Only allowed to create Sales Orders but order status will be set to 'Pending'.

  • Allow Cash Sales: Only Cash Sales are allowed.

  • Allow pending Sales Orders and Cash Sales: Cash Sales and Sales Orders(with 'Pending' status) are allowed.
To learn more, refer Using Credit Controls

Customer Portal

The Customer Portal allows Customers to:
  • view and pay Invoices,
  • view and accept Quotes,
  • create and view Sales Orders,
  • change Contact details, etc.

Enable login for new Customers

Check 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 Cart

The 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

Email options

You can set the email options for the Customer here:

  • Email address to use for Sales Orders
  • Email address to use for Sales Invoices
You can choose from the email addresses defined in the primary contact, billing or shipping addresses.
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:

  • Sales Invoices can be prefixed as SI345
  • Purchase Orders can be prefixed as PO987
  • Customer Payments can be prefixed as CP234.

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

Fields

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
Tabs

Main Contact

This tab is used to store the default contact details of the Customer.

Profile

This tab stores the following details:

  • General information - Details related to the Customer account.
  • Customer Portal - Portal settings and login details.
  • Trading Information - Details like tax group, VAT info, payment terms, price list, shipping info, payment processor, etc.
  • Bank details - Bank account details of the Customer.

Notes

You can add notes to the document. To learn more, refer Using Notes

Transactions

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:

  • Open Invoices,
  • Overdue Invoices,
  • Money In transactions,
  • Money Out transactions,
  • All Transactions.

Memos

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.

Contacts

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.

Email

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.

Classification

Refer Using Classifications

E-Commerce

If the Sales Order was generated through a Shopping cart or API, this tab will display the following details:

  • Imported from Cart,
  • Imported On,
  • Cart Mapping.

Customer Document: Settings

The document settings are available when creating | editing | viewing a Customer document (create | edit | view mode).

The following settings are available:

Save

(available in Create | Edit mode)
Saves the Document.

Save and New

(available in Create mode)
Saves the new Customer details and refreshes the screen for creating the next Customer.

Edit

(available in View mode)
Switch the Document to edit mode.

Configure

(available in
Create | Edit | View mode)
Takes you to the Customer Document configuration screen. Discussed in the Configuration section in this article.

Find

(available in
Edit | View mode)
You can use this option to view all the transactions on Customer account:

  • Sales Invoices for the Customer
  • Sales Quotes
  • Sales Orders
  • Cash Sales
  • Payments Received
  • Credit Notes
  • Customer Refunds
  • Delivery Notes
  • Jobs
  • Sales Opportunities
  • Statements
  • Checks
  • RMAs
  • Contacts
  • Leads
  • Billing Addresses
  • Shipping Addresses

Actions

(available in
View mode)
Actions can be used to perform various tasks on a Customer account:

New Sales Quote

Create a Sales Quote for the Customer. Refer Using Sales Quotes

New Sales Order

Capture a new Sales Order. Refer, Using Sales Orders

New Cash Sale

Capture a new Cash Sale. Refer, Using Cash Sales

New Sales Invoice

Create a new Sales Invoice. Refer, Using Sales Invoices

New Credit Note

Issue a new Credit Note. Refer, Using Customer Credit Notes

New Customer Refund

Issue a refund. Refer, Using Customer Refund

New RMA

Initiate a RMA. Refer, Using RMAs

Receive Payment

Receive payments from Customers. Refer, Using Customer Payments

New Sales Opportunity

Capture a new sales opportunity. Refer, Using Sales Opportunities

New Job

Refer Using Jobs

View Account

View details like account balance, amount due and the General Ledger entries for all the transactions on the Customer account.

Create Statement

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

New Contact

Create new contact for Customer account. You can define multiple contacts for a Customer account. Refer, Using Contacts

New Lead

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

Show History

View audit trail on the Customer account.

Take Ownership

You can transfer Customer account ownership using this option.

Delete

This 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.

Hold

(available in
Edit | View mode)
You can manually put a Cutomer on hold using this setting.

To automate this process, refer Using Credit Controls

Email

(available in
View mode)
You can send emails directly from the Customer account. To learn more , refer Using Email

Help

(available in
Create | Edit |
View mode)
Takes you to the Salesorder help documentation.

In this article

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