CRM - Manage Customers
Last updated 2 days ago
Welcome to the Customer Relationship Management (CRM) module! This guide will walk you through everything you need to know to effectively manage your customer information, streamline your sales process, and maintain a clear overview of your customer interactions.
1. Overview: Your Central Customer Database
The CRM module is your new central hub for all customer-related information. Think of it as a detailed, organized, and easily accessible digital address book for your business. It allows you to:
Centralize Data: Store all crucial customer details—from contact and billing information to order history and financial data—in one secure place.
Improve Efficiency: Quickly find, sort, and filter customer records to get the information you need in seconds.
Enhance Customer Service: Gain a complete view of every customer, enabling your team to provide informed and personalized service.
Streamline Workflows: Seamlessly integrate customer data with other modules like Order Management and Accounting for a unified business process.
2. Accessing the CRM Module
You can find the CRM module in the main navigation menu on the left side of your screen.
Navigate to *Sales**.
Click on *Customers**.
3. The Main Customers Page
Upon entering the module, you'll see the main Customers page. This page provides a high-level overview of all your customers in a clean, paginated table.
The Customer Table
By default, the table is sorted alphabetically by name. It includes the following columns:
Name: The name of the individual or the company.
ID: The unique identifier for the customer in the system.
Phone: The primary contact phone number.
Email: The primary contact email address.
City: The city from the customer's primary address.
Country: The country from the customer's primary address.
Balance: The total amount owed by the customer from any unpaid Sales Orders.
Searching and Filtering
Search: Use the search bar at the top of the page to instantly search the customer table by name, company, tax number, email, and more.
Filtering: Advanced filtering options allow you to narrow down your customer list based on specific criteria:
Customer Type: (e.g., Individual, Company)
Balance: (e.g., Credit Customers, Overdue Customers)
Recent Activity: (e.g., Last Order Date)
Payment Terms: (e.g., Net 30, Net 60)
Sorting
You can sort the customer list by clicking on the column headers. Available sorting options include:
Alphabetically (Name)
By Balance (Highest/Lowest)
By Total Order Value
By Most Recent Order
Page Actions
On the top right of the page, you will find key action buttons:
Add Customer: Click this to create a new customer record from scratch.
Import: This option will allow you to bulk-import customer data.
4. Managing an Individual Customer
To view or edit a customer's details, simply click on their name in the customer table. This will take you to their detailed profile page, organized into several tabs.
Details Tab
This tab contains the core contact and financial information for the customer.
Basic Information:
Customer Type: Designate the record as an Individual or a Company.
Name: The company or individual's name.
Contact Name: The primary person to contact.
Email Address & Phone Number: Primary contact details.
Website: The customer's website.
Tax Number: For company accounts (e.g., VAT, EIN).
Financial Data:
Pricing/Currency Preferences: Set the default currency for the customer.
Discount Rate: Apply a standard discount percentage to their orders.
Payment Terms: (e.g., Net 30, Net 60, Due on Receipt).
Default Payment Method: (e.g., Credit Card, Bank Transfer).
Taxing Scheme: These system values can be created and managed in the Tax Schema tool.
Current Balance: A live view of the amount the customer owes.
Credit: A field to set a specific credit limit amount for the customer.
Addresses Tab
This tab holds all address information. You can store multiple addresses and designate them for specific purposes.
Contact Address: The general contact address.
Billing Address: The address used for all invoices and billing correspondence. This information syncs with the Accounting module.
Shipping Address: The default address for sending orders.
Order History Tab
This tab provides a complete, at-a-glance history of all orders associated with the customer. The table includes:
Order ID: The unique identifier for the sales order.
Date: The date the order was created.
Total Amount: The total value of the order.
Status: The current status of the order (e.g., Pending, Shipped, Invoiced, Paid).
General Notes
A flexible text field is available for adding any custom notes or important information about the customer that doesn't fit into other fields.
Individual Customer Actions
From a customer's detail page, you have access to several actions on the top right:
Create SO: Click this to immediately start a new Sales Order that is pre-populated with this customer's information.
Edit: Allows you to modify the fields on the page.
Delete: Permanently removes the customer record. (Note: This action is typically restricted by user permissions).
5. User Permissions
Access to create, view, edit, and delete customer information is governed by your user role to ensure data integrity.
Admins: Have full control. They can add, edit, and delete any customer record.
Managers: Can add and edit customer records but cannot delete them.
Members: Have read-only access. They can view all customer data but cannot make any changes.
Should you have any further questions, please don't hesitate to contact our support team.