Customer
Introduction
A customer, who is sometimes known as a client, buyer, or purchaser, is the one who receives goods, services, products, or ideas, from a seller for monetary consideration.
Every customer needs to be assigned a unique id. Customer name itself can be the id or you can set a naming series for ids to be generated in Selling Settings.
To access the Customer list, go to: Home > Selling.
Then under the Selling section click on the Customers shortcut.
Steps to create a Customer
The Steps to create a Customer are explained below:
Navigate to Home > Selling. Then click on the Customer shortcut to open the Customer List View screen.
Click on the Add Customer button. This will open the New Customer pop up screen. On this screen you can specify the Series, Customer Name and Customer Type. Click on the Save button. This will create a New Customer.
However, you can click on the Edit Full Form button to open the detailed New Customer screen. You can also upload customer details via the Data Import Tool. You can customize the Customer DocType using Customize Form tool.
New Customer Screen Explained
The New Customer Screen is split into the following Tabs. Each Tab contains information specific to the section it corresponds to.
Details
Contact and Address
Tax
Accounting
Sales Team
Settings
Portal Users
The Details Section
This section of the New Customer screen includes basic information about the Customer. For example, Customer’s Name, Customer’s Type, Customer’s Group, etc.
The various fields in the Details section are explained below:
Series
Select the customer naming series from the drop down list. Setting a naming series will allow the ID's to be generated automatically whenever a new customer record is created.
Customer Name
Specify the full name of the customer. This field is mandatory. In this case, if you create two customers with identical names, - 1 will be suffixed to the second customer.
Customer Type
Select the Customer Type from the drop down list. This field is mandatory.
Customer Group
Select the Customer Group from the drop down list or choose to create a new Customer Group by clicking on the create a new Customer Group option. The groups - Individual, Commercial, NonProfit and Government are available by default. However, you can create additional groups if you need. See: Customer Group
Date Of Birth
Select the Customer's Date of Birth from the calendar pop up screen.
Loyalty Member
Check this box if you want this customer to be a Loyalty Customer. When you tick this checkbox, two additional fields get activated. These are - Loyalty Notification and Loyalty Program. See: Loyalty Program
Loyalty Notification
Check this box if you want the Loyalty Customer to receive Loyalty notifications. This field is visible only when the "Loyalty Member" checkbox is ticked.
Loyalty Program
Select the Loyalty Program from the drop down list or choose to create a new Loyalty Program by clicking on the create a new Loyalty Setup option. This field is visible only when the "Loyalty Member" checkbox is ticked.
Territory
Select the Territory from the drop down list or choose to create a new Territory by clicking on the Create a new Territory option. Territory is the geographical location of the customer. You can add multiple sub-territories under a parent territory. See: Territory
From Lead
Select the Lead from the drop down list or choose to create a new Lead by clicking on the create a new Lead option. This is applicable only if the customer is being created against a Lead. A lead is a potential customer who might be interested in your products or services. Sales executives usually work on leads by calling them, building a relationship and sending information about products or services. This field is optional.
From Opportunity
Select the Opportunity from the drop down list or choose to create a new Opportunity by clicking on the create a new Opportunity option. If an Opportunity is created against the Lead, the status is set to Opportunity. It indicates that the Lead is qualified and may lead to sales. This field is optional.
Account Manager
Select the Account Manager from the drop down list or choose to create a new Account Manager by clicking on the create a new User option.
Date Of Anniversary
Select the Customer's Anniversary Date from the calendar pop up screen.
Billing Currency
Select the Billing Currency from the drop down list or choose to create a new Billing Currency by clicking on the Create a new Currency option. This is the currency that will be used as the default currency when billing this customer. iVendNext supports Multiple Currencies and Price Lists. You can set the default currency to be used for this customer in sales orders and sales invoices by selecting the appropriate currency in Billing Currency. Similarly, you can set the default price list to be used for this customer in sales orders and sales invoices by selecting the appropriate currency in Default Price List.
Default Company Bank Account
Select the Default Company Bank Account from the drop down list or choose to create a new Default Company Bank Account by clicking on the Create a new Bank Account option. This is the Bank Account that will be used as the default Bank Account for recording all the debit and credit transactions with this customer. You can use the same customer record in multiple companies. Since a Bank Account is company specific, you need to select the company and the corresponding Bank Account if you decide to have separate Bank Accounts for a customer.
Default Price List
Select the Default Price List from the drop down list or choose to create a new Price List by clicking on the Create a new Price List option. This is the price list that will be used as the default price list when transacting this customer. iVendNext supports Multiple Currencies and Price Lists. You can set the default currency to be used for this customer in sales orders and sales invoices by selecting the appropriate currency in Billing Currency. Similarly, you can set the default price list to be used for this customer in sales orders and sales invoices by selecting the appropriate currency in Default Price List.
Is Internal Customer
Check this box if the customer represents one of your own companies. Check Inter -Company Invoices for more details.
Represents Company
Specify the name of the company the customer represents. This field is visible only when the "Is Internal Customer" checkbox is ticked.
Market Segment
Select the Market Segment from the drop down list or choose to create a new Market Segment by clicking on the Create a new Market Segment option. For example you can create a Market Segment based on income, region, location, etc This field is optional.
Industry
Select the Industry from the drop down list or choose to create a new Industry by clicking on the Create a new Industry option. For example Automobile, Fashion, Food, etc This field is optional.
Website
Specify the website address. This is generally the URL of the landing page or the home page.
Print Language
Select the Print Language from the drop down list or choose to create a new Print Language by clicking on the create a new Print Language option.
Customer Details
Specify the additional information related to the customer, if any. This field is optional.
The Address and Contact Section
This section of the New Customer screen includes basic information about the Customer’s contact details. For example, Customer Contact, Customer’s Address, etc.
Customers are separate from Contacts and Addresses. Contacts and Addresses are stored separately so that you can attach multiple Contacts or Addresses to the customer. Customers can have multiple Contacts and Addresses.
The various fields in the Contact and Address section are explained below:
Customer Primary Contact
Select the Customer’s Primary Contact to make the customer searchable with this field. Reselect, if the chosen contact is edited after save
Customer Primary Address
Select the Customer’s Primary Address to make the customer searchable with this field. Reselect, if the chosen address is edited after save
The Tax Section
This section of the New Customer screen includes basic information about the Tax. For example, Tax ID, Tax Category, etc.
The various fields in the Tax section are explained below:
Tax ID
Specify the Tax ID of the customer, if any. This field is optional.
Tax Category
Select the Tax Category from the drop down list or choose to create a new Tax Category by clicking on the create a new Tax Category option. A Tax Category allows applying one or more Tax Rules to transactions based on various criteria.
Tax Withholding Category
Select the Tax Withholding Category from the drop down list or choose to create a new Tax Withholding Category by clicking on the create a new Tax Withholding Category option. Tax Withholding Category is Tax Deducted at Source. According to this, a person responsible for making payments is required to deduct tax at source at prescribed rates.
You can set the Tax Withholding Category to set up TCS against eligible customers. For more information, visit the Tax Withholding Category page.
The Accounting Section
This section of the New Customer screen includes basic information about the Accounts. For example, Account Receivable, Credit Limit, etc.
Unlike many accounting software, you need not create a separate accounting ledger for each customer. By default a unified ledger named Debtors is created.
However if you specifically need a separate ledger for a customer, first create the ledger under Accounts Receivable in the Chart of Accounts and then add it in the ACCOUNTING section of the customer.
iVendNext supports Multi-company Accounting. You can use the same customer records in multiple companies. Since an accounting ledger is company specific, you need to select the company and the corresponding ledger in the ACCOUNTING section if you decide to have a separate accounting ledger for a customer.
The Tax Section
The various fields in the Tax section are explained below:
Default Payment Terms Template
Select the Default Payment Terms Template from the drop down list or choose to create a new Default Payment Terms Template by clicking on the Create a new Payment Terms Template option. You can select the default Payment Terms to be applied in sales orders and sales invoices in the 'Default Payment Terms Template' field. Payment Terms Template allows you to club multiple payment terms together and fetch in transactions. Once created, this template can be set to a specific Customer or a Supplier. On selecting the Customer or the Supplier in a transaction, the Payment Terms Template will be fetched automatically into the transaction.
Company
Select the Company from the drop down list or choose to create a new Company by clicking on the Create a new Company option.
Credit Limit
Make use of the Credit Limit Template to specify the Customer's Credit Limit by entering the amount in 'Credit Limit'. Credit Limit is the maximum amount of credit you are willing to offer to a Customer. See: Credit Limit
Bypass Credit Limit Check at Sales Order
Check this box if you don't want the customer's credit limit to be checked when placing an order at the POS terminal. This option is visible under the Credit Limit Template.
Company
Select the Company from the drop down list or choose to create a new Company by clicking on the Create a new Company option.
Default Account
Select the Default Account from the drop down list or choose to create a new Default Account by clicking on the Create a new Account option. When making Payment Entries, the default bank account will be fetched in the following order if set: > Company form > Mode of Payment default account > Customer/Supplier default bank account > Select manually in Payment Entry See: Chart of Accounts
Advance Account
Select the Advance Account from the drop down list or choose to create a new Advance Account by clicking on the Create a new Account option. See: Chart of Accounts
The Sales Team Section
This section of the New Customer screen includes basic information about the Sales Team For example, Sales Person, Commission Rate, etc.
If you have one or more Sales Person to manage the sales to the customer, you can add them in the SALES TEAM section. If multiple sales people are involved you can split the contribution among them. Make sure that the sum of all sales persons' contributions equals 100%. Check Salesperson in Sales Transaction for more details.
A Sales Partner is a third party distributor / dealer / commission agent / affiliate / reseller who facilitates your products/services sales, for a commission. If you sell your products/services to the customer through a sales partner you can set it in 'Sales Partner' field and mention the 'Commission Rate' for calculation of commission.
The various fields in the Sales Team section are explained below:
Sales Person
Select the Sales Person from the drop down list or choose to create a new Sales Person by clicking on the create a new Sales Person option. This field is mandatory.
Contribution (%)
Specify the contribution required from the Sales Person in percentage.
Contribution to Net Total
The value in this field is fetched automatically.
Commission Rate
The value in this field is fetched automatically.
Incentives
The value in this field is fetched automatically.
Sales Partner
Select the Sales Partner from the drop down list or choose to create a new Sales Partner by clicking on the create a new Sales Partner option. Sales Partners are people or companies that assist you in getting business. Sales Partners can be represented by different names in iVendNext. You can call them Channel Partner, Distributor, Dealer, Agent, Retailer, Implementation Partner, Reseller, etc. For each Sales Partner, you can define a commission rate. When a Sales Partner is selected in transactions, their commission is calculated over Net Total of Sales Order/Invoice or Delivery Note. See: Sales Partner
Commission Rate
For each Sales Partner, you can define a commission rate. When a Sales Partner is selected in transactions, their commission is calculated over Net Total of Sales Order/Invoice or Delivery Note. See: Sales Partner
The Settings Section
This section of the New Customer screen includes settings and controls related information. For example, Sales Invoice Creation controls etc.
The various fields in the Sales Team section are explained below:
Allow Sales Invoice Creation Without Sales Order
Check this box if you want to allow the cashier to be able to generate a sales invoice without creating a sales order. A Sales Invoice is a bill that you send to your Customers against which the Customer makes the payment. Sales Invoice is an accounting transaction. On submission of Sales Invoice, the system updates the receivable and books income against a Customer Account. If the "Delivery Note Required" or "Sales Order Required" option is configured as "Yes" in Selling Settings, it can be overridden for a particular customer by enabling the "Allow Sales Invoice Creation Without Sales Order" or "Allow Sales Invoice Creation Without Delivery Note" in the Customer Master.
Allow Sales Invoice Creation Without Delivery Note
Check this box if you want to allow the cashier to be able to generate a sales invoice without creating a delivery note. A Delivery Note is made when a shipment is shipped from the company’s Warehouse to the customer. If the "Delivery Note Required" or "Sales Order Required" option is configured as "Yes" in Selling Settings, it can be overridden for a particular customer by enabling the "Allow Sales Invoice Creation Without Sales Order" or "Allow Sales Invoice Creation Without Delivery Note" in the Customer Master.
Is the customer exempted from sales tax?
Check this box if the customer is tax exempt. Tax exempt customers are not required to pay sales tax.
Is Frozen
Check this box if you want to temporarily suspend the customer. This will temporarily prevent the creation of sales orders and sales invoices against a customer.
Disabled
Check this box if you want to disallow creation of sales orders and sales invoices against a customer.
The Portal Users Section
This section of the New Customer screen includes information related to customers who are authorized to use the customer portal.
The various fields in the Sales Team section are explained below:
User
Select the User from the drop down list or choose to create a new User by clicking on the create a new User option.
View Button
Once you have filled in the required information including the mandatory fields click the Save button, all the information on the New Customer Screen is saved and a new Customer record is created.
When you open this Customer record, you will see a View Button appear in the header section of the screen.
Accounting Ledger
Click on the Accounting Ledger button to view all accounting transactions with the customer.
Accounts Receivable
Click on the Accounts Receivable button to view the details of all outstanding invoices.
