Customers

Customers buy your products and services. They are created, edited and managed from the Sales module.


Send your customers statements of their sales activity and outstanding balances with Customer Sales Statements


Prerequisites:


Table of Contents:


Create a new customer

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New customers can be created by navigating to Sale -> New -> Customer or Sale -> Customers and clicking + to add new. 


Customers can also be created during a sale, where pressing + next to the customer name field will open a pop-up window where customer details can be entered. 


Customers can be imported in bulk via CSV file.


Enter customer details

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If default values for new Customer records have been set up previously in Settings>Reference Books>Default Field Values, the applicable fields will be pre-filled with these values. If default values are not set up, all fields will be empty. Regardless of whether default values are set up or not, all fields on the New Customer page remain editable. For more information, see Default Field Values for New Customers.


Fields marked with a red asterisk (*) are mandatory.



To enter customer details:

  1. Enter the Customer name.
  2. Enter the Customer currency.
    • NOTE: It is important to provide the right currency that the customer operates in as DEAR Inventory automatically creates a currency conversion at the time of making a sale. If the currency of the customer is different from your base currency, a currency conversion will occur. The exchange rate can be modified at the time of the sale to reflect the actual rate.
  1. Choose a Payment Term, an Account Payable and a 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 only be deleted if they are not associated with any transactions.
  3. Select a Default Carrier (optional) for the customer. This will be pre-filled in the sale shipping information but can be changed at the time of the sale. 
  4. Choose a Sales Representative (optional).
  5. Enter a Tax number (optional).
  6. Apply a Discount to the customer (optional). If this customer has a standing discount with you, enter a number in this field to apply it to sale order lines for this customer. 
    • NOTE: Entering '10' into the discount field will apply a 10% discount to purchase order lines. This can be manually altered when processing a purchase.
  7. Enter a Credit Limit (optional). Credit Limits can either notify you that a customer's credit limit has been reached at the time of creating the sale order for that customer or it can physically stop you from processing a particular sale order until outstanding balances have been paid. If left blank, customers will not be given a credit limit and can run up any balance. 
  8. Apply other custom fields using Additional Attributes (optional).
  9. Add Tags to classify customers and search for them later (optional). Separate tags by commas.
  10. Add comments which will be added to 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 that this information is correctly displayed on invoices, sale orders or any other DEAR Inventory document.


Customer addresses can be imported in bulk via CSV file.



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.


Customer addresses can be imported in bulk via CSV file.



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, customer addresses, or customer contacts in bulk. It is important that the column names and order are not changed when editing the CSV template.

 


Import customer list

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Import large numbers of customer details via CSV file to save time.


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 be changed 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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Import large numbers of customer addresses via CSV file to save time.


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 be changed for the import to work. Multiple addresses can be added for the same customer by adding new address lines with the same customer 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.



Import customer contacts

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Import large numbers of customer contacts via CSV file to save time.


To import a list of customer contacts:

  1. Navigate to Sale -> Customers.
  2. Click Import -> Customer Contacts.
  3. Download the customer contacts CSV template.
  4. Populate the template with the customer contact values, making sure the information matches the column headings. The column headings must not be changed for the import to work. 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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Aside from the ability to edit customer details individually, customer details can be exported as a CSV file and edited in bulk. This method can be used for customers, customer addresses and customer contacts.



To edit customer details in bulk:

  1. Navigate to Sale -> Customers.
  2. Select the appropriate Export option (Export-> Customers, Export->Customer Addresses, Export->Customer Contacts).
  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.


Deprecate and delete customers

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Customers can be deprecated when they are no longer active or in use. If the customer has not been used in any sales transactions, it can then be deleted. Customers that have been used in transactions cannot be deleted from DEAR. Deprecated customers will no longer appear to be selected for sales operations. 


Deprecate a customer:

  1. Navigate to Sale -> Customers and click on the customer record. 
  2. Change the status from ACTIVE to DEPRECATED
  3. Save your changes.  


To deprecate multiple customers at once, it is most convenient to use a CSV template. 


Deprecate multiple customers at once:

  1. Export your customer list by navigating to Sale -> Customers and clicking Export -> Customers
  2. Download and open the CSV template.


  3. In the Status column, change all customers to be deprecated from ACTIVE to DEPRECATED
  4. On the customers screen, click Import -> Customers.
  5. Upload the edited template. 


Deprecated customers can be deleted from DEAR if they have not yet been used in a sales transaction. 


Delete deprecated customers:

  1. Navigate to Sale -> Customers.
  2. Click on More Actions -> Delete deprecated customers. 
  3. Click Delete to confirm. 


Merge customers

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Multiple customer records can be merged into a single record. 


NOTE: Merging customers is not reversible. You will need to merge the same customers in your accounting software.


Merge customer records:

  1. Navigate to Sale -> Customers
  2. Check boxes to indicate customer records to merge. 
  3. Click More Actions -> Merge selected customers.


  4. Select the primary customer record and click Merge to confirm. 


NOTE: Customer fields that only allow a single value (Tax Rule, Currency, etc.) will take the value of the primary customer record. Customer addresses and customer contacts from all merged customers will be transferred to the primary customer. All transactions involving merged customers will now point to the primary customer.


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