Customers


Customers are created, edited and managed from the Sales module. 

 

Prerequisites:

  • Set up Accounts and Tax Rules (necessary)

  • Set up Payment Terms in Settings -> Reference Books (necessary)

  • Set up Carriers in Settings -> Reference Books (necessary)

  • Set up Price Tiers (necessary)

  • Set up Contacts (optional)

  • Set up Attributes (optional)


  1. Create a new customer

    1. Enter customer details

    2. Add addresses

    3. Add contacts

  2. Import customer details

    1. Import customer list

    2. Import customer addresses

  3. Edit customer details in bulk


Create a new customer

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New customers can be created in two ways:


To create a new supplier:

  1. Navigate to Purchase -> New -> Supplier




Enter customer details

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To enter customer details:

  1. Enter Customer name

  2. Enter Customer currency

It is important to provide the right currency that the supplier operates in as DEAR Inventory automatically creates a currency conversion at the time of making a purchase from the supplier. If the currency of the supplier is different from your base currency, a currency conversion will occur.

  1. Choose Payment Term, Account Payable and Tax Rule (see Prerequisites)

  2. Choose a Status. Deprecated means that the customer will not appear in any of the customer dropdown lists unless specified otherwise. Deprecated customers can be deleted if they are not associated with any transactions. 

  3. Select Default Carrier for the customer (see Prerequisites)

  4. Choose a Sales Representative (optional)

  5. Enter a Tax number (optional)

  6. Apply a Discount to the customer (optional)

  7. Enter a Credit Limit (optional). Credit Limits 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.

  8. Apply other filtering with an Attribute (optional - see prerequisites)

  9. Add Tags to classify customers and search for them in the future (optional). Separate tags by commas

  10. Add comments which will be filed on documents (optional)



Add addresses

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Once general information has been provided for a customer, addresses can be added. Multiple addresses can be added for the same customer. Each type of address (Business, Shipping, Billing) must be correctly identified for each customer so this information is correctly displayed on any invoices, sale orders or any other DEAR Inventory document. 



To add an address to a customer:

  1. Click or Add new address

  2. Fill in the customer’s address details

  3. Choose whether it is a Business, Shipping or Billing Address

  4. Repeat for as many addresses as necessary

  5. If the customer has multiple addresses of one type, select a default address for that type by checking the Default for Type box.



Add contacts

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One or more contacts can be added to a customer. If multiple contacts are added, a default contact must be selected. 


To add a contact to a customer:

  1. Click or Add new contact

  2. Fill in the customer contact’s details

  3. Repeat for as many contacts as necessary

  4. Select a default contact for the customer. 

 

 

Once the details have been added, save the Customer by clicking Save. The Customer can now be used to produce sale orders and sale invoices with DEAR Inventory. 




Import customer details

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Customer details can also be imported from a CSV template. This is useful for quickly adding many customers details or customer addresses in bulk. 


 


Import customer list

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To import a list of customers:

  1. Navigate to Sale -> Customers 

  2. Click Import -> Customers

  3. Download the customer CSV template

  4. Populate the template with the customer values, making sure the information matches the column headings. The column headings must not change for the import to work. 

  5. Save the CSV Template

  6. Browse your files for the populated CSV file and click Upload



Import customer addresses

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To import a list of customer addresses:

  1. Navigate to Sale -> Customers 

  2. Click Import -> Customer Addresses

  3. Download the customer addresses CSV template

  4. Populate the template with the customer address values, making sure the information matches the column headings. The column headings must not change for the import to work. Multiple addresses can be added for the same customer by adding new address lines with the same supplier name. The Action column can be used to delete a customer address by typing in DELETE.

  5. Save the CSV Template

  6. Browse your files for the populated CSV file and click Upload




Edit customer details in bulk

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As well as editing customer details individually, supplier details can be exported as a CSV file and edited in bulk. This method can be used for customers and for customer addresses.



 

To edit customer details in bulk:

  1. Navigate to Sale -> Customers 

  2. Click Export-> Customers OR Customer Addresses

  3. Save and open the CSV Template

  4. Edit the details that need to be updated

  5. Save the CSV Template

  6. Upload the template using Import