Customer Management is your central hub for managing all customer information, including company details, contacts, addresses, and financial settings. Build comprehensive customer profiles to streamline sales, invoicing, and account management.
Overview
The Customer Management system provides:
- Complete customer profile management
- Multiple contacts per customer with type restrictions
- Multiple addresses with intelligent duplicate handling
- Financial settings (credit limits, payment terms, pricing)
- QOI history and transaction tracking
- Customer statistics and analytics
- Status management (ACTIVE/INACTIVE)
- Quick actions menu for common operations
Searching for Customers
1 Access Customer Search
Click "Customers" in the left sidebar menu.
2 Enter Search Terms
You can search by:
- Company name (e.g., "Acme Steel")
- Contact name (e.g., "John Smith")
- Both fields are optional - leave empty to see all customers
3 Filter Options
Use the "Active Only" checkbox to show only active customers, or uncheck to see all customers including inactive ones.
4 View Results
Click on any customer row to view full details. Results show customer code, name, primary contact, and status badge.
Creating a New Customer
âšī¸ Required Information
To create a new customer, you MUST provide:
- Company Name
- Contact First Name
- Contact Phone Number
- Payment Terms
- Tax Status (defaults to DEFAULT)
- Pricing Matrix (defaults to DEFAULT)
1 Start New Customer
Click the "â New Customer" button at the top of the customer search page.
2 Fill Company Information
| Field | Description | Required |
|---|---|---|
| Customer Code | Unique identifier (letters/numbers, no spaces). Optional - auto-generates from company name if left blank (e.g., "ABC Metals" â ABCME001) | No (auto-generated) |
| Company Name | Full business name | Yes |
| Legal Name | Official registered name | No |
| Tax ID | Federal tax identification number | No |
| Industry | Business sector (e.g., Construction, Manufacturing) | No |
| Website | Company website URL | No |
| How Found Us | Marketing channel (select from dropdown) | No |
| CSM | Customer Success Manager name | No |
3 Add Contact Information (Required)
| Field | Required |
|---|---|
| First Name | Yes |
| Last Name | No |
| No (but recommended) | |
| Phone | Yes |
| Mobile | No |
4 Add Address (Optional)
You can add a primary address during creation or add addresses later. The address label field is not needed during initial creation.
5 Financial Information
| Field | Description | Required |
|---|---|---|
| Payment Terms | Select from dropdown (e.g., NET30, COD) | Yes |
| Credit Limit | Dollar amount (must be > 0 if NET terms selected) | Conditional |
| Tax Status | Defaults to DEFAULT | Yes |
| Currency | USD, CAD, etc. | Yes |
| Pricing Matrix | Default pricing tier | Yes |
6 Save Customer
Click "đž Save Customer". The customer detail page will open automatically, where you can add additional contacts and addresses.
Viewing Customer Details
When you open a customer record, you'll see comprehensive information organized into sections:
Information Sections
- Header: Company name and status badge (ACTIVE/INACTIVE) in top right
- Company Information: All basic details, industry, website, tax ID
- Financial Information: Payment terms, credit limit, tax status, current balance
- Operations & Pricing: Delivery method, pricing matrix, discount settings
- Contacts: List of all contact persons with types and status
- Addresses: All customer addresses with types and status
- Hamburger Menu (â°): Quick access to all customer actions
Customer Actions Menu (â°)
The hamburger menu in the top-right of the customer detail page provides quick access to common operations:
| Action | Description |
|---|---|
| âī¸ Edit | Modify customer information |
| Manage Contacts | Add, edit, or view contact persons |
| Manage Addresses | Add, edit, or view customer addresses |
| Start new QOI | Create quote, order, or invoice for this customer |
| QOI History | View all past quotes, orders, and invoices |
| Statistics | View customer analytics and purchase patterns |
| Print Statement | Generate and print account statement |
| Enter Payment | Record payment received from customer |
Managing Customer Contacts
1 Open Contact Management
From customer detail, click the hamburger menu (â°) â "Manage Contacts"
2 View Contacts
See all contacts with their status. Use "Show Inactive" checkbox to include inactive contacts in the list.
3 Add New Contact
Click "â New Contact". Contact Type appears first in the form for easy selection. Fill in details (first name and phone required) and save. Status defaults to ACTIVE.
4 Edit Contact
Click any contact row to edit. You can change status to INACTIVE to "soft delete" a contact without removing it from the database.
â ī¸ Contact Type Rules
Each customer can only have:
- One MAIN contact
- One BILLING contact
- Unlimited OTHER contacts
If you try to create a duplicate MAIN or BILLING contact, you'll see a dialog with three options:
- Mark existing as inactive: Deactivates the existing contact and saves the new one
- Change existing type: Changes the existing contact to a different type (dropdown shows only available types)
- Cancel: Cancels the operation without changes
This ensures data integrity and prevents conflicts in billing and primary contact information.
Managing Customer Addresses
1 Open Address Management
From customer detail, click the hamburger menu (â°) â "Manage Addresses"
2 View Addresses
See all addresses with their types and status. Use "Show Inactive" checkbox to include inactive addresses.
3 Add New Address
Click "â New Address". Select address type from dropdown:
- PHYSICAL: Primary business location
- BILLING: Invoice mailing address
- SHIPPING: Delivery address
- MAILING: Correspondence address
- OTHER: Additional address
Status field is non-interactive for new addresses (defaults to ACTIVE).
4 Edit Address
Click any address row to edit. You can change status to INACTIVE if the address is no longer valid.
â ī¸ Address Type Rules
Each customer can only have:
- One BILLING address
- One PHYSICAL address
- Multiple addresses of other types
If you try to create a duplicate BILLING or PHYSICAL address, you'll see a dialog with three options:
- Mark existing as inactive: Deactivates the existing address and saves the new one
- Change existing type: Changes the existing address to a different type (dropdown shows only available types)
- Cancel: Cancels the operation without changes
The dropdown intelligently filters out types already in use, preventing conflicts and ensuring data integrity.
QOI History Viewer
View and filter all quotes, orders, and invoices for a customer:
1 Open QOI History
From customer detail, click hamburger menu (â°) â "QOI History"
2 Filter by Date Range
Select start and end dates (defaults to last 90 days). Click "đ Refresh" to update the list with your selected date range.
3 Filter by Status
Choose from status filters:
- All: Show all QOIs
- Quote: Only quotes
- Order: Only orders
- Invoice: Only invoices
- Completed: Completed transactions
- Cancelled: Cancelled QOIs
- Paid: Fully paid invoices
4 View Details
Click any row to open the full QOI details modal. Each row shows color-coded status badges for quick visual identification.
Best Practices
- Keep contact information current - Update contacts when roles change
- Use meaningful customer codes - Short, memorable identifiers help with quick lookup
- Maintain accurate credit limits - Regular review prevents over-extension
- Add multiple contacts - Include purchasing, receiving, and AP contacts
- Keep addresses up to date - Prevents shipping and billing errors
- Use INACTIVE status - Don't delete customers, mark them inactive to preserve history
- Review QOI history regularly - Understand customer patterns and preferences
- Document CSM assignments - Ensures consistent customer service
Troubleshooting
Cannot Save Customer - Required Fields Missing
Problem: Save button is disabled or error message appears.
Solution:
- Verify all required fields are filled: Company Name, Contact First Name, Contact Phone, Payment Terms
- Check that Customer Code doesn't contain spaces or special characters
- If using NET payment terms, ensure Credit Limit is greater than zero
Duplicate Contact Type Error
Problem: Cannot add MAIN or BILLING contact - duplicate exists.
Solution:
- Review the duplicate handling dialog that appears automatically
- Choose to either mark the existing contact as inactive or change its type
- If neither option is suitable, cancel and manually edit the existing contact first
Duplicate Address Type Error
Problem: Cannot add BILLING or PHYSICAL address - duplicate exists.
Solution:
- Review the duplicate handling dialog that appears automatically
- Choose to either mark the existing address as inactive or change its type
- The dropdown will show only available address types to prevent further conflicts
Customer Not Appearing in Search
Problem: Cannot find customer in search results.
Solution:
- Check the "Active Only" filter - customer might be inactive
- Try searching with partial name matches
- Clear all search fields to see all customers
- Verify customer was saved successfully (check customer count at bottom of list)
Related Topics
- QOI Management - Creating quotes, orders, and invoices for customers
- Accounts Receivable - Managing customer payments
- Product Management - Setting up products for customer orders