How To Create a Customer in Accoxi?

step-by-step guide in the creation and management of customers in Accoxi



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 and create customers involved in your business for creating sales transactions like invoices, Sales Orders, etc.


How to Create/Edit/View a Customer in Accoxi?

This video illustrates how to create a customer account on Accoxi, Accounting Software for Small Business. A customer is an individual or business who purchases another company's goods or services. Customers are important because they drive revenues- without them, businesses have nothing to offer. Accoxi enables the users to add customers involved in your business. You will have to add customers for creating sales transactions like invoices, Sales Orders etc.

Key Features:
  • It shows the details of all the customers that the user created alongside the customer’s name, GST Treatment, Balance of Amount, etc.
  • Payables and Receivables are entered and the user can easily identify both by using color format. The red color 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 customer.
  • Detailed on audit trail on customer transactions


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

Customers Search:

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

Data available in customer search table:




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


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


The customer route taken by the organization is displayed here.


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

Menus Available In Customer Search Screen

1.Filter option

  1. Filter of Customer contact can be done in two ways-either you can directly enter the Customer name, GSTIN, or Phone Number into the search bar near the 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


Filter Option In Customer

2. New Customer

The New Customer button opens into the 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

New Customer Customer Details

New Customer Address



Customer Name

Enter the name of the Customer

Contact Name

Enter the contact person’s name


User can select the Currency of the customer as per the currency used for transaction.

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.

GST Treatment

Select the GST treatment from drop down menu


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.


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.

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.

Transaction Nature

If the selected GST treatment is Overseas or SEZ, a new field for selecting transaction nature will appear with values of LUT/Bond, Taxable and Zero rated.

Price List

Price list enables the user to assign a different sales rate for a customer based on business requirements. Price lists can be changed in Settings=> preference=> Sale invoice.

Customer type

The customer type can be specified in this field. User can differentiate customers as global as well as local.






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


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

Ship to Different Address

This is a check box and selection of this will opens another tab to mention shipping address of the customer. Multiple shipping address can be provided for a customer.


Enter the City of the customer

Pin Code

Enter the Pin code/ZIP code of the customer locality

Mobile No

Enter the mobile number


Enter the email id of the Customer


User can choose the customer route or click on the plus sign on the Route bar to create new customer route.


Any additional information pertaining to the customer can be given as Notes.


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


To Clear the data entered


To refresh the window


To exit from the window



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.


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.


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. Customer Info

Customer Info Overview

Customer info provides a detailed analytical report of the specified customer chosen by the user and it provides a crisp trail of all the transactions between the customer and the organization. The customer info option in Accoxi displays the transactions, balance, statements of specified customer.

The Overview page shows an eagles view of the customer’s basic information and activity. A mini dashboard displaying the customer’s balances, unused credits and receivables. A graph is present showing the sale activity of the customer.


  • History of transactional activity done between the customer and the organization can be viewed on the bottom right side of the page. It shows the invoice and payment history of the customer.
  • The Edit option redirects the user to the edit page of the customer to change and edit customer details.
  • The +New Transaction feature allows user to conduct all types of sale transactions, issuance of credit note etc. for the specified customer.
  • The More option grants the user to either inactivate the customer, and send mail to the customer.

Customer Info Transactions

The Transaction tab displays a detailed list of transaction done by the customer and the user can filter the transactions with the drop down option. User can also view the invoice from the view option.

Customer Info Statement

The statement module produces a statement regarding the invoice and payment received from the customer with date, transaction type, Details, Amount, Payments and balance. A statement is shown with the customer’s balance due after all transactions shown.

User can Filter the Statement based on timeframes and can email, print or save as PDF from the options present in the bottom left corner.

7. Colour Filter

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

8.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.


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.

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