Skip to main content

Customers

Customers​

In the ERP system, a Customer refers to any individual, organization, or business entity that purchases goods or services from your company. The Customers module is a central component for managing all customer-related information, tracking transactions, and ensuring efficient sales, billing, and support processes.

Purpose​

The Customers module is designed to:

  • Maintain comprehensive records of all customers.

  • Enable efficient sales management and billing.

  • Track customer transactions, balances, and communication.

  • Facilitate better customer service through historical data access.

Key Features​

  • Store detailed customer profiles including contact, address, GST and PAN numbers, and payment preferences.

  • Track all sales transactions, invoices, credit/debit notes, and payments.

  • Set customer-specific pricing, tax rules, and credit limits.

  • Categorize customers by type (individual, business, reseller, etc.).

  • Attach documents such as contracts, agreements, or ID proofs.

  • View customer activity history and communication logs.

  • Export customer data for reporting and analysis.

Customer Fields and Details​

When adding or managing a customer, the following key information is maintained:

  • Customer Name

  • Customer Type (Individual / Business)

  • Email Address

  • Phone Number

  • Billing and Shipping Address

  • GST Number (if applicable)

  • PAN Number

  • Payment Terms

  • Credit Limit

  • Customer Status (Active / Inactive)

Steps to Add a New Customer​

To add a new customer to the ERP system, follow the steps below:

  1. Navigate to Sales > Customers from the main menu to access the customer list.
Customers List

  1. Click on the "New Customer" button located at the top right corner of the page.

  2. Complete the customer entry form by filling in all the required fields such as Customer Name, Email, Phone Number, Address, and any applicable tax details (e.g., GST, PAN).

Create a Customer

  1. Click "Save" to submit the form.

  2. On successful submission, a confirmation message will appear, and the new customer will be added to the list.

  3. If there are any validation errors, an error message will be displayed on the form highlighting the fields that need correction.

Managing Existing Customers​

From the customer list view, you can:

  • Edit customer details.

  • Delete customers (only if no transactions are linked).

  • View transaction history (sales, payments, notes).

Integration and Usage​

  • Customers are automatically linked to sales invoices, payments, and return notes.

  • Customer credit balances and outstanding invoices can be monitored in the dashboard or reports.

  • Useful for CRM (Customer Relationship Management) features when integrated with support or marketing modules.

Best Practices​

  • Keep customer data up to date to ensure accurate billing and reporting.

  • Validate GST and PAN numbers for business customers.

  • Set proper credit limits to manage financial exposure.

Import Customers​

Import Customers

Customer Import Instructions

The Customer Import feature allows you to bulk upload customer data into the ERP system using a predefined Excel format. This is useful for quickly onboarding multiple customers without manual data entry.

Steps to Import Customers

  • Click the "Import" button on the Customers page to access the customer import screen.

  • Prepare your Excel file with customer data in the required format. Ensure that all mandatory fields (e.g., customer name, email, phone number) are included and properly filled.

  • If you do not have the sample format, click the "Download Sample File" link to download the template. Enter your customer details into this file.

  • Upload the prepared Excel file by selecting it using the file upload option provided.

  • Click the "Import" button to start the upload process.

  • On successful import, a confirmation message will be displayed, and the newly added customers will appear in the customer list.

  • If any errors occur during import, an error message will be shown on the page detailing the issues (e.g., missing required fields, invalid formats). Correct the issues and re-upload the file.

Important Notes

  • Ensure that no mandatory field is left blank.

  • Validate email and contact numbers for correct formatting.

  • Duplicate customer entries will be skipped or flagged based on system settings.

  • All uploaded files should be in .xlsx format.