Customer

CUSTOMER

Customer

A customer is an individual or business that purchases another company's goods or services. Customers are important because they drive revenues- without them, businesses have nothing to offer.

Customer in ACCOXI

In ACCOXI, you can add customers involved in your business. For creating sales transactions like invoices, Sales Orders etc. you will have to add customers.

CUSTOMER (1)

Key Features:
  • It shows the details of all the customers that the user created alongside customer’s name, GST Treatment, Balance of Amount etc.
  • Payables and Receivables are entered and user can easily identify the both by using colour format. Red colour indicates the Payables and the green indicates the Receivables.
  • Payment terms can be set to your customers
  • It enables the user to add maximum Credit Limit and Opening Balance of the customer.

CUSTOMER1

When we click on the Customer Module, it opens into Customer Search.

Customers Search:

Customer search consist of various menus and it displays the details of the customer added to the business.

Data available in customer search table:

Field

Description

#

The serial number of the data in the table

Customer name

The name of the customer created Is displayed in this column

Contact name

The contact name of the customer created Is displayed in this column

Phone no.

The phone number of the customer created Is displayed in this column

GSTIN

The GST number of the customer created Is displayed in this column

GST treatment

The GST treatment of the customer created Is displayed in this column

Branch name

The branch name where the customer is created is shown in this section

Type

The branch type of the customer which is global/local is shown here

Balance

The balance amount of the customer which might be receivable/payable. The closing balance of the Customer is represented either in red or green to denote payable or receivable respectively

 

Menus available in customer search

Customer Search

1.Filter option

  1. Filter of Customer contact can be done in two ways-either you can directly enter the Customer name, GSTIN, Phone Number into the search bar near filter option or by clicking the filter drop down. You can filter the data by Customer name, Phone No, Email, GSTIN
  2. There is also a sorting option available. By selecting Order By and Sort Order, the data can be sorted into ascending or descending order. Under sort by option we have Amount and Name.
  3. By ticking Inactive, it filters the inactive customer

 

2.New Customer

The New Customer button opens into Customer Form where the user can add New Customers. Compulsorily fields are marked in red.

Steps to create a new Customer

  • Go to Customer Module
  • Click the + New button on top right hand side of the page
  • Enter the details of your Customer
  • Select the GST treatment
  • Add other details like Billing Address, Payment terms, Opening Balances etc.
  • After entering all the details, click Save

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Fields

Description

Customer Name

Enter the name of the Customer

Contact Name

Enter the contact person’s name

Mobile No

Enter the mobile number

Email

Enter the email id of the Customer

GST Treatment

Select the GST treatment from drop down menu

 

GSTIN

If the Customer is Registered Business or Special economic Zone, Enter the GSTIN number

 

For the Customers whose GST treatment is Overseas or Unregistered party the GSTIN field turns inactive.

 

PAN

If the Customer is Registered Business or Special economic Zone, Enter the PAN number

 

For the Customer whose GST treatment is Overseas or Unregistered party the PAN field turns inactive.

 

 

Branch type

The customer branch type can be allocated in this option. User can differentiate customers as global as well as local.

Country

 

 

 

 

Other than Overseas GST treatment, the country name is set as India. You cannot choose any other country

 

if GST treatment is overseas, the country drop down option becomes active and you can choose the required country

 

State

Other than Overseas GST treatment of Customer, you can set the state from the drop down option

 

But the state field turns inactive for the overseas Customers

 

Billing Address

Enter the Customer address. User can add different customer address into the data by choosing ship to different address option

 

City

Enter the City of the customer

Pin Code

Enter the Pin code/ZIP code of the customer locality

Place of Supply

Based on the Customer GST number this field automatically identifies the state. In case of Customer who does not have GST number like unregistered party or overseas, user can choose the state from the drop down list.

Maximum credit limit

Here you can set the maximum credit limit allowed to your customer. If your sales to this particular customer cross this limit, a warning message will appear.

Payment Terms

Here you can set the payment terms and the said term will appear in the sales invoice. Based on this payment term, the status of the invoices like overdue, unpaid etc. are decided.

 

 

Opening Balances

You can add the opening balance of the Customer if any. If there is no opening balance then you can set it as “0”

Account Type

 

 

 

The opening balance can be set as credit or debit amount. From the drop down menu of account type you can choose the appropriate field.

Active

 

 

The user can enable and disable the created customer by ticking the active option.

 

Export Taxable & Export Exempt

If the GST treatment is overseas, additional fields as LUT/BOND, ZERO RATED, TAXABLE SALE appears. Using the radio button choose any one.

 

Save

The entered customer data can be saved by clicking Save button.

 

Clear

To Clear the data entered

 

Refresh

To refresh the window

 

Exit

To exit from the window

 

3.Export

The Customer list can be exported to Excel format. Click the Export button at the top right corner near the +New button. Select the file location and click Save. The fields that can be seen in export file are Customer Name, Contact Name, Phone Number, GSTIN, GST Treatment and Balance.

4.Refresh

If your latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.

5.Edit

You can edit the customer details if required using the Edit icon. By clicking this icon the Customer Form opens. You can see the entered details and you can update the new details as per your requirement.

6. Colour Filter

The closing balance of the Customer is represented either in red or green to denote payable or receivable respectively.

7.Pagination Control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. Enter page number in the box and click on Go button so that the user can jump to the intended page.

8.Exit

Below the pagination control, there is an Exit button. If you want to exit the Customer Search Page, click Exit button.

Frequently Asked Questions?

01How can I add different shipping address to my customer?

  • Click on New Click (indicated by ‘+’ in the dashboard) in Customer Module
  • In the Customer Details page, there will be Billing Address section. In that section, you will find Ship to Different Address with a check box
  • Select Ship to Different Address by clicking the check box

The user will be launched to Shipping Address window. Enter the address.

02How should I provide Opening Balances to my customer?

  • Click on New Click (indicated by ‘+’ in the dashboard) in Customer Module
  • In the bottom right corner of the Customer Details page, Opening Balance section can be seen.
  • Enter the Opening Balance in the space provided
  • Set the Type as Debit or Credit  depending up on the nature of Opening Balance

03How to add contact person details to My Customer?

  • Select New Click (indicated by ‘+’ in the dashboard) in Customer Module
  • Enter the name of the contact person in Contact Name field

04How many shipping address can be set for a single customer?

A single customer can have up to three shipping addresses. This can be done by selecting New Click (indicated by ‘+’ in the dashboard) in Customer Module and clicking the Ship to Different Address check box. Enter the address in the field provided in the Shipping Address window.

05Can I have duplicate of customers with the same display name?

No, the duplicate of customers with same display name is not allowed.

06How to set the payment terms of my customers?

In Customer Details form, there is a field named Payment Term in which eight set of predetermined values like NET 7, NET 15, On Receipt, Specific Date etc. will be available. From the drop down option in Payment Term select the appropriate value and Save the customer details.

07If I set the payment terms as Specific Date, where shall I provide the date?

  • Select New Sales Invoice (indicated by ‘+’ in the dashboard)  in the Sales Dashboard
  • Select the required customer from the drop down menu of Customer
  • The Payment Term will be automatically updated as per the customer detail settings
  • If Payment Term comes as Specific Date, then in the Sales Invoice form the Due Date column becomes active and we can choose a date from the drop down calendar menu.

08How to edit already created customer?

Select the Customer Module. At the right hand end of the each customer there is a Pencil icon which indicates edit. Click on the icon to make required changes and select Save button.

09Can I remove a customer?

No, customer can only be edited not deleted.

10How can I export my customer and their contact numbers to an Excel file?

Select the Customer module. The Customer Search window opens. Click on the Export button at the top right corner near the New button. Select the file location and click on Save.

11While creating a Customer I gave Opening Balance. On a later date I received the amount. How do I adjust this receipt with opening balance?

  • Sales Module-Payment Received-Opening Setoff
  • Choose the Customer and enter Instrument details,Narration etc
  • Give the amount to be adjusted
  • Click on Save.

12I don’t have any opening balance for my Customer, but while saving my Customer contact it says “Please enter Opening Balance”. What should I do?

While saving the Customer, if you get a warning message saying Please enter Opening balance, In the opening balance column give the amount as Zero and then save the Customer data.

13What does GST treatment in Customer details form implies?

GST treatment decides how the transaction to be accounted for. Based on the GST treatment , the automated journal is created as Interstate,Intra state ,overseas etc.

14If my opening balance of my Customer is credit balance. How to record the same?

  • Open Customer Module
  • Choose the Customer whose opening balance is to be given
  • Under opening balance column enter the amount
  • Choose the account type as debit from the drop down option.
  • Save the Customer data.

15How to inactive a Customer?

  • Open Customer Module
  • Open the Customer form of the required Customer in Edit Mode
  • Untick the checkbox Active
  • Click on Save.