You have a couple of options when creating a new customer or updating an existing customer record. And you can access your customer lists by following the Customers link on the dashboard or navigating to the sale module and then either creating a new customer or viewing an existing list.
Let’s first take a look at how to
create a new customer through the user interface.
We'll select the New Customer option. Within the New Customer screen you'll be required to populate all fields marked with the red asterisk to be able to save this customer in the system.
Starting from the very top you'll be required to populate the customer name and select his status.
There are two statuses available, either active or deprecated. When deprecated status is selected for a customer, that customer does not show up in any of the lists unless specified otherwise. You also have the ability to delete deprecated customers as long as they don’t have any transactions associated with them.
Next is the currency. You will need to identify the currency in which the customer operates in. When this currency is different to your base currency, currency conversion would take place at the time of creating a sale for this customer.
Next is Payment Term. You will need to set up the payment terms within the Settings and Reference Books area before being able to use them within the customer record.
Account Receivable refers to the Chart of Accounts which is sourced from the accounting application. So if you're unable to see any accounts in this drop-down, it means that you first need to create them in the accounting application, sync them over to DEAR Inventory, and then you'll be able to pick them up in this Customers screen.
The same applies to the sale account. This is driven by the Chart of Accounts which is generated in the accounting application first of all. And the same applies to the Tax Rule. You can change name of the tax rule itself within the Settings and Reference Books.
You then have the ability to set a price tier that will apply to this customer. There are up to 10 price tiers available in the DEAR Inventory Large plan. You can also rename these price tiers however you like and you can do that within the Settings and General Settings area.
You then have the ability to attach a sales representative to this customer as well as a default carrier and default location. You can also provide a tax number, discount percentage if applicable as well as the credit limit.
The credit limit has a couple of applications. It can either notify you that their credit limit has been reached at the time of creating the sale order for that customer or it can physically stop you from processing the particular sale order if the credit limit has been reached.
Next, you're able to set an additional attribute set. Additional attributes can be set in the Reference Books initially and then picked up within the customer record. Additional attributes allow you to store information regarding the customer which cannot be accommodated by any of the existing fields.
You also have the ability to add a number of tags to the customer separated by a comma. So if you'd like to classify your customers and have them belong to different categories or groups, you can specify all of those tags within the customer record and be able to search based on the tag at a later point in time.
You can also attach comments to this customer and use that information to populate various documents. You can attach multiple addresses for the customer. The addresses have types associated with them.
These are Billing, Business, and Shipping. You’ll need to make sure that you specify an address for each of the types for this information to be picked up on the relevant documents which are produced for this customer.
You also have the ability to add multiple contacts per customer record. And once you've specified a contact, you can also select a particular contact to be a default contact when generating a document for this particular customer.
Entering as much information as possible for the customers will save you a lot of time when actually generating sale orders or any other types of documents for the customers as this information will automatically pre-populate on the documents. Once you've entered all this information, you can save the customer and this customer can now be used to produce sale orders or sale invoices.
There's another way to add customers to the system. Let’s take a quick look.
Return to View All customers list. And there are two functions here: Import and Export. To initially import your customers, if you don’t have any customers in the system at all, you will need to navigate to Import and select the Customers template.
You will need to download this CSV template to your computer, provide all the customer details in the template, save the template and then use the Browse function and Upload function to upload the data into DEAR Inventory. Keep in mind that you shouldn’t change any of the column headers. You shouldn’t delete them or change their names. If you don’t have any data to put into that particular column, simply leave it blank.
If you already have customer records in the system and you would simply like to import multiple addresses for those customers, you can download the Customer Addresses template. And for example if you had four different addresses that you wanted to specify for a particular customer, you would need to repeat the customer details four times and then enter the various addresses. Complete the rest of the info.
You will need to save the data in the template and then use the Browse and Upload function to upload the data into DEAR Inventory. This will automatically update all customer addresses in bulk rather than you having to enter them in individually at the customer record.
You can also use the Export function to bulk update a customer list already in DEAR Inventory as well as customer addresses. And this follows the same logic. You export the list into an Excel file. You can then make all the relevant changes within the template, changing the status for example for bulk clients. Changing the currency, payment terms, any of the details that appear in this template. Then saving those changes and then, as in the previous scenarios, using the Import function to then upload the relevant template.