Customer
Go to: Sales → Customer
The customer record is the anchor of the whole sales cycle. A quotation, order, delivery note, invoice, payment, support issue, and project all point back to it — and the customer screen shows every one of those links in one place.
Get the customer right before you quote. Currency, tax numbers, and addresses default onto every document raised for them, so a mistake here repeats itself on every PDF you send out.
Creating a customer
Open the form
Go to Sales → Customer and click Add Customer.
Fill in the Details tab
Name and Industry are the only fields you cannot skip. Everything else can be added later, but industry, tax numbers, territory, and customer group are what make reporting useful.
Add addresses
Add at least a billing address and, if it differs, a delivery address. Mark one of each as the default — that is what gets pulled onto quotations, orders, and invoices.
Add contacts
Record the people you actually deal with. Contacts appear in the Contact Person picker on sales documents and are the recipients when you email a quotation.
Set preferences on the Settings tab
Preferred items, ports/terminals, and bank branches narrow the pickers on later documents so your team stops scrolling through irrelevant options.
Allocate the sales team
On the Sales Team tab, add the sales people who own this customer and split their contribution. The split must total 100%.
Save
Click Create Customer. The record is immediately usable on quotations and orders.
Tabs
| Tab | What it holds |
|---|---|
| Details | Name, industry, tax numbers, territory, customer group, and addresses |
| Contacts | Named people with phone, email, and contact type |
| Settings | Preferred items, preferred ports/terminals, preferred bank branches |
| Sales Team | Sales people, contribution split, commission rate, and incentives |
| Associations | Every linked document, grouped by stage |
A sidebar alongside the tabs keeps the identifying fields — name, industry, NTN, STRN, source type, and source — visible while you work.
Details fields
| Field | What it means |
|---|---|
| Name | The customer’s legal or trading name. Required |
| Industry | Industry classification, used for segmentation |
| NTN | National Tax Number |
| STRN | Sales Tax Registration Number |
| Territory | Geographic territory the customer belongs to |
| Customer Group | Grouping used for pricing and reporting. Maintained in CRM → Selling → Customer Groups |
| Currency | The customer’s trading currency — defaults onto their documents |
| Website | The customer’s site |
| Source Type / Source | Where the customer came from — set automatically when a CRM lead is converted |
Customers created by converting a CRM lead arrive with Source Type and Source already filled in, so you can trace revenue back to the campaign or referral that produced it.
Addresses
| Field | What it means |
|---|---|
| Address | Street address. Required for every address row |
| Address Type | Billing, delivery, and so on. Required |
| Country | Required |
| City, Road, Code, Phone Number | Optional detail |
| Default Billing | Use this address as Bill To on new documents |
| Default Delivery | Use this address as Ship To on new documents |
Address, Address Type, and Country are all required on every address row. Saving a partially filled row is rejected with “Address, AddressType and Country are required to add a stakeholder address”.
Contacts
| Field | What it means |
|---|---|
| Name | Contact person’s name. Required |
| Phone Number | Required |
| Used when emailing quotations | |
| WeChat Number | Optional messaging handle |
| Contact Type | The role this person plays |
Name and phone number go together. Entering one without the other is rejected — “Contact Name is required when providing PhoneNumber” and the reverse.
Settings — preferences
| Preference | Effect |
|---|---|
| Preferred Items | Narrows the item picker on this customer’s documents |
| Preferred Ports / Terminals | Narrows the port picker on export documents |
| Preferred Bank Branches | The bank branches available for this customer’s payments and documents |
Sales Team
| Column | What it means |
|---|---|
| Team Member | A person from Sales Team |
| Contact No | Pulled from the sales team record |
| Contribution (%) | This person’s share of the customer’s business |
| Commission Rate (%) | Rate applied to their share |
| Incentives | Calculated from contribution and commission rate |
Contribution must total 100% across all rows (a rounding tolerance of 0.5% is allowed). The footer shows the running total and flags whether you are over or under. There is a control to distribute 100% evenly across the rows if you do not want to split it manually.
Associations
The Associations tab groups every document raised for this customer:
| Group | Documents |
|---|---|
| Pre Sales | Opportunity, Sales Quotation |
| Orders | Sales Order, Delivery Note, Sales Invoice |
| Payments | Payment Entry |
| Support | Issue |
| Projects | Project |
Each entry shows a count and opens the matching list filtered to this customer, or starts a new document already tied to them.
Actions
| Action | Available when | What it does |
|---|---|---|
| Edit | Always | Opens the customer for editing |
| View → Customer Ledger | Viewing a saved customer | Opens the customer ledger in Financials (needs CAN_VIEW_CUSTOMER_LEDGER) |
| Import | On the customer list | Bulk-creates customers from a CSV file |
Creating a customer mid-quotation
You do not have to leave a quotation to create the customer. A quotation raised for a CRM prospect offers a create customer action that converts the prospect into a full customer record and links it to the quotation.
Creating a customer from a quotation is restricted to administrators.
Common validations and troubleshooting
| Message / behaviour | Why | Fix |
|---|---|---|
| “Address, AddressType and Country are required…” | An address row is incomplete | Fill all three, or remove the row |
| “Contact Name and PhoneNumber are required…” | A contact row is incomplete | Fill both, or remove the row |
| Cannot remove an address | The address text is already used on a saved document | Leave it in place; historic documents reference it |
| Cannot unlink a bank branch | The branch is referenced by an existing transaction | Leave it linked |
| Create Customer button stays disabled | A required field is empty or invalid | Check the Details tab — Name is mandatory |
| Sales Team tab will not save | Contribution does not total 100% | Adjust the split, or use even distribution |
| Customer missing from a document picker | The customer was created in a different organisation, or your role lacks CAN_VIEW_CUSTOMERS | Check the organisation and your permissions |
Related pages
- Sales Quotation — the first document you raise for a customer
- Sales Team — the people you allocate on the Sales Team tab
- CRM Leads — where converted customers come from
- Financials Reports — customer ledger, customer tax ledger, customer advance ledger