2. Customer‎ > ‎

2.1 Create a Customer (detailed)

Customer is the entity for which Invoices are generated and from whom Payments are received. Managing customers by creating new customers and editing existing customers is straightforward.

The Customer here is a company and the Contact is the person within the company.

Guide to create a Customer

  • Login to your portal as an Admin.

  • On the navigation bar scroll over Customers>> Create new Customer

Fig 11.0 shows the navigation to create customers

  • The below screen opens up

Fig 11.0 shows the customer creation form

  • The fields marked by * are compulsory fields.

  • Enter First Name, Last Name and Primary Email (required fields).

  • The email id entered in the Primary Email field is the email id to which the mails will be sent from the system.

  • The Login (required field) auto populates to what’s entered in the Primary Email field.

  • Account Number is automatically populated in serial i.e. 1001,1002….etc

  • Enter a Password (required field) of your choice and Confirm Password (required field).

  • At this point you can either Save or enter further details about the customer

  • Click on Show Address to fill the address details

Fig 11.1 shows the Address details

  • These fields are not compulsory but are optional but it is recommended to fill these fields as well.

  • Enter the Street, Suite/Dept, City, State/Province, Zip/Postal Code, Country, Primary Phone, Cell Phone.

  • Indian customers please note that the number entered in the Cell Phone field is the number to which SMS will be delivered (if applicable)

  • Click on Show Advanced Options to fill other details as below. This is not a mandatory step and can also be skipped

  • On click the Advanced Options window will be opened.

Fig 11.2 shows the Advanced Options details

  • The Tracking Reference for the customer is an external reference number from an external system like SAP or Salesforce

  • Choose Invoice Currency if this customer is be settled in a different currency.

  • Enter Credit Limit (if applicable) so that the customer is eligible only to a limited Credit on his/her account.

  • CC List and BCC list will be applicable if you have more than 1 email ID to which the mails of this customer is to be sent and multiple email ids can be set up to receive emails.

  • You can set a Notification Preference for the customer as per their convenience and the options are as below. There are some types of notifications that cannot be turned off by customer preferences. The overdue / dunning notification is one such notification, even if the customer preference is set to None, if OB has overdue notifications enabled, then the customer will receive them by design.

  • Enable Postal Delivery is an option where if there are some customers who do not want the invoice by mail but want via postal mail, enable this option and Goto Billing cycles>>Batch printing. Here Enable Postal delivery option

  • CRM Account ID is chosen when this customer is extracted out of another CRM application (such as Salesforce) where this customer might have a CRM Account ID

  • Anniversary Billing Day of Month is chosen for customers to whom all the invoices generated during different times of the month needs to be sent on a particular day (choose from the dropdown). Please enable Anniversary Billing in System Configuration

  • Business Account if enabled then the Company Name field becomes mandatory

  • Click SAVE after completion.

  • This will create a Customer profile.

Note: Not all the fields are mandatory. A customer can be created just by entering only the compulsory fields.

Fig 11.5 shows the customer created form

  1. Summary: This tab shows the details of the customer like Balance, Last Payment, Last Invoice, Lifetime Value, Status, Customer Reference Number, Tracking Reference, Sales Agents and Notes.

Fig 11.6 shows the Summary tab

  1. Billing Contact: This tab shows the details like the Company Name that the customer belongs to, the customer name, email id, customer address and the Customer Username.

Fig 11.7 shows the Billing Contact

  1. Sales Contact: This tab shows the details of the Sales Agents that this customer is attached to. Please refer the docs on Sales Agents.

Fig 11.8 shows the Sales Contact

  1. Settings: This tab shows the details like the CC List, BCC List, the Notification Preference of the customer and Email Format the customer has chosen. Here Account Name and CHL Licence No are customer custom fields

Fig 11.9 shows the Settings tab

These custom fields can be set up by navigating to System>>Customer care>>Customer Settings and entering the names of the field required and their description which acts as a tool tip when hovered over the field. You can have upto 10 custom fields for every customer.

Fig 11.10 shows the Customer Custom fields

  1. Payment Options: This tab is used to save your credit card or bank information for automatic payment processing. For security reasons, you cannot view this information once you save it. You can only delete or update this information

Fig 11.11 shows the Payment options

  1. Payment Plan: This option is used when your Customer has a big amount that needs to be cleared before raising any further invoices for them.

Fig 11.12 shows the Payment Plan tab

This option will help your customer to clear the amounts by mentioning the installment amount and in how many installments you would like your customer to clear the pending amount. This installment can be setup as per number of months, days, weeks..etc

Fig 11.13 shows the installment options for Payment Plans