Add or edit a customer

A customer is anyone you invoice. When you save one, the system also gives it an organisation record and a receivable account in the ledger, so sales, receipts and statements work from the first day.

Before you start

• At least one customer group must exist. The group is required.

• For the tax-number and commercial-registration format checks, your company's country must be set.

Add a customer

1. Open CRM › Customers › Customers and select Add customer.

1. Under Customer type, choose Person or Organisation. If the company is already in the CRM as an organisation but is not a customer yet, pick it in Existing organisation (optional). The form fills itself from that organisation, and no second organisation is created.

2. Under Contact details, enter the Name and choose the Group. Give the customer at least one way to reach it: a Mobile, a Phone or an Email, or a contact person below who has one. The Branch is always your own branch.

3. Under Relationships, check the Responsible (sales rep). It defaults to you. You can also set the Parent organisation, Industry, Source, Territory, Customer tier and Company size.

4. Under Location, choose the Country, State and City and type the Address. Place the customer on the map: search for a place, select Use my location, or click the map to drop the pin. When the pin is set, select Use this address to copy the address at the pin into Map address.

5. Under Tax & legal, enter the Tax registration number, Commercial registration and, for a person, the national ID, plus the National address. The national address is required on Saudi standard tax invoices and Egyptian business e-invoices.

6. Under Billing terms, set the Credit limit, the Payment term (days) and, if the customer already has a balance, the Opening balance.

7. Under Contacts, select Add contact to link an Existing contact or create a new one. Give each a Role and tick one Primary contact.

8. Add any Additional details, Attachments and an Image, then select Save.

Duplicates

• While you type, the form lists existing organisations that look like the one you are entering. Select Use this account to work on that record instead.

• If the tax number or commercial registration already belongs to another organisation, the save is refused and the message names that organisation. Use it, or ask an administrator to merge the two.

Edit a customer

1. In the customers list, open the row's Actions menu and select Edit.

2. Change the contact details, the responsible person, the location or the billing terms, and select Save.

The identity and classification fields are shown read-only on the edit screen, because they belong to the organisation. Select Edit on account to change them there; the change is copied back to the customer. Renaming the customer also renames its ledger account.

Price-list discounts for one customer

Once the customer is saved, Price-list cascades lets you give it its own terms on a price list: a fixed price or a chain of discounts, for all categories, specific categories or one product. Rows are applied in Priority order.

Common questions

Why is Save refused with "Add a mobile, phone or e-mail"? The customer must be reachable. Fill one of the three, or add a contact person who has one.

Can I delete a customer? No. A customer is archived, never deleted, so its invoices and ledger stay intact. See customer status and credit limit.