How to Add/Edit a Customer

How to Add/Edit a Customer

Info
We have a video guide on configuring new customer-specific settings and how to add new customers - ðŸŽ¬ Adding Customers
Info
There are some default settings for newly added customers that can be changed - see HERE for more.

There are 2 ways to add a customer in Retailer:
  1. Find Customer Screen
  2. Customer Screen

Adding from the Find Customer Screen

  1. The Find Customer Screen can be accessed from any screen where you search for a customer.
    For example, pressing [F9] from the Point of Sale screen.
  2. On the bottom-left of the search screen, click the Add button.
    Idea
    If you searched the customer screen before clicking the Add button, that field will be automatically filled in the following steps.
  3. In the Customer Name and Address screen, enter the contact and address details.
  4. In the Additional Contact Details screen, enter in other details about the customer. Explanations of these details are shown in the last section below.
  5. In the Other Details screen, enter the options you require.
  6. Click Finish.
IdeaSee Setting up Add Customer Screen for details on customising the add customer screen

Adding from the Customer Screen

  1. On the main screen of Retailer, click on the Customers icon.
    Alternatively, click on Customers → Customer Screen on the top menu bar of Retailer.
  2. On the bottom-left, click on Add.
    This will create a blank slate for you to fill in any details as required.
  3. Enter the customer's details as required. Explanations of these details are shown in the last section below.
  4. Click Save.

Updating Details

You can update a customer's account details from the Customers window.
This includes their contact information, which will appear on sale receipts, invoice receipts, and their customer statement.
Besides the name, address and phone details that can be changed, the bottom section for Additional Details can be updated. The different tabs and their content are explained in the next section.
Info
If the customer's account details have been updated and you want the changes reflected on an existing invoice, you may need to update the Delivery Details for that invoice to select the new Default Customer Address.

Customer Additional Details

The details section has the customer's name and address, as well as summaries of payment history.
Under this is the Additional Details section.  The tabs along the bottom left allow you to switch between tabs which contain additional information beyond the name and address. The following explains the different tabs and information that they record:

    Contacts
    Postal
    Shipping
    Other
    Credit
    History
    Notes
    Runs
    ID
    Contacts
    This tab records more contact details along with some other general account settings. They consist of:
    1. After Hours: Secondary phone contact field.
    1. Mobile / Mobile Name: Mobile contact details, including a dedicated box for the name to associate with that specific mobile number.
    1. E-Mail: The email address field.
      Tip: You can enter multiple emails if you separate them using a semicolon ;
    1. Send Customer Account Via Email (Checkbox): Enable for statement delivery to automatically go by email.
      This option does not affect invoices and receipts.
    1. Website: Field for the customer's website URL.
    1. Country / Gender: Demographic and geographic markers.
    1. BPay No.: Reference number for BPay payments.
    1. Licence No. / Licence Expiry: For tracking identification or permits and their expiry.
    1. Allow SMS for this Customer: Permission tickbox for mobile marketing or alerts.
    Notes
    Only the customer's name is required; however, we recommend that more details be added to help identify duplication when it happens
    Postal

    This tab records an alternate postal address for the customer, including an alternate name to be printed on invoices and statements.

    These details take priority over the normal customer name and address when printing invoices and statements.

    1. Postal Name: An alternate name to be used specifically for mailings.

    2. Address: Secondary lines for a postal-specific street address or PO Box.

    3. Suburb: Postal-specific suburb.

    4. State: Dropdown for the postal state.

    5. Post Code: Postal-specific postcode.

    6. Link Account (Button): Used for setting up the Master/Sub account grouping.

      InfoClick HERE for more information on how to setup Master accounts.

    7. Store Name: Used for multi-store environments or specific branch identification.

    8. Delivery Address Flag: A dropdown used to categorise the type of address to help with delivery services.


    Shipping
    This tab records shipping details, such as name and address, for item delivery when a customer has purchased an item.
    This is available as a selection during certain sales, such as quotes and invoice sales.
    1. Shipping Name: Records the recipient's name for deliveries.
    2. Address: Two lines for the specific shipping street address.
    3. Suburb: The suburb for shipping.
    4. State: Dropdown for the shipping state.
    5. Post Code: The postcode for shipping.
    6. Country: The country for shipping.
    7. Email: A shipping-specific email address (useful for sending tracking information or delivery notifications).
    Other
    This tab has a few general but important options for the account. The Account Customer tickbox (when ticked) allows the account to track balances, get charged, and receive payment at a later date.
    For more information on account customers, click HERE.

    1. Statement: A dropdown menu to make the customer use a specific statement type.
    2. A/C Category: A dropdown to put the customer in a selected account category
    3. Categories: Three independent dropdown menus for further customer classification.
    4. Interests: Three independent dropdown menus to track specific customer interests or buying habits.
      We recommend using Tags instead of Categories and Interests. Tags will do everything they can do and more.
    5. Aging Type: Dropdown to set the financial terms (e.g. End Of Month, End of Following Month, 7 Days, 30 Days).
    6. Surcharge: A numerical field to apply a surcharge to the account when billing is run.

    7. Operational Checkboxes & Buttons:

      • Account Customer: Toggles whether the customer can charge to an account.
      • Exclude From Marketing: Flags the profile to be skipped during marketing exports or communications.
      • Loyalty Customer: Enables point tracking and shows the customer's current point balance.
      • Recalc. Loyalty / Adjust Loyalty: Control buttons for manual points management.
      • Disc Voucher Category: Dropdown to assign the customer to a specific discount voucher group.
      • Allow EDI for this Customer: If ticked, an EDI file will be generated that other Retailer users can import as an invoice.
      • Disable Receipt Printing: Stops physical receipt generation at the POS for this customer.
      • Disable Receipt Emailing: Stops the automatic email receipt send-out.
        Notes
        This does not affect customer statements at all.
      • Disable Receipt SMS Sending: Stops the automatic SMS receipt send-out, if enabled, for this customer.


    Credit
    This tab lets you impose a credit limit on the account, whether that is by age (time) of oldest transaction or a dollar amount limit.
    1. Enable credit limit by (Checkbox & Dropdown): This primary tickbox allows the system to enforce credit restrictions based on a selectable criteria (e.g. age of debt or dollar value).
    2. Maximum balance/age: This will be either an absolute dollar limit the customer can owe before the system restricts further account charges, or the age of the debt depending on the above setting (choose from preset periods).
    3. Credit limit sale types: A list that shows which types of transactions (e.g. POS sales, Invoices) are subject to the credit limit enforcement.
    4. Add/Remove Buttons (+/-): Small controls used to manage the list of sale types included in the credit limit enforcement.
    For more information on setting credit limits, click HERE.
    History
    This tab allows you to record various details for the customer as well as the number of visits.
    The ABN will only appear on Customer Statements.
    This is also where you can assign or edit a Discount Profile for automatic discounts to this account, and attach Customer Tags.

    1. No. of Visits: A counter showing how many individual transactions this customer has had.
    2. Birth Date: A date field for tracking the customer's birthday.
    3. ABN: A field for recording the Australian Business Number.
    4. Anniversary: A tracking field for significant dates, such as a membership or birthday.
    5. Start Date: Records the date the customer profile is active from.
    6. Discount Profile: A dropdown to assign a specific discount profile to the customer.
    7. Edit Discounts (Button): Provides direct access to amend the specific rules of the selected discount profile.
      A profile must be selected before you can do this.
      Using this option essentially gives the customer additional specific discounts that will only affect this customer.
    8. Barcode (Button): This allows you to print barcodes from Retailer's Barcode Manager that can be scanned at the point of sale screen to quickly link a sale to that customer in the system.
    Tag Management Section:
    1. Tag: A dropdown and text entry field used to add or select a descriptive tag for the customer.
    2. Add Button (+): Used to create and assign the typed/selected tag to the profile.
    3. Ellipsis Button (...): Provides a management view for existing tags.
    4. Tag List: A display box showing all tags currently assigned to the customer.
    Click HERE for information about Discount Profiles, and HERE for information about Customer Tags.

    Notes
    This tab lets you record notes on the customer.
    These can be displayed on the POS screen during a sale, if the Show Notes box is ticked.

    Runs
    This is for newsagencies only, and will display the Runs that customers are on.
    Info
    For more information on Runs and Run lists, click HERE.

    ID
    This tab records the CentrePay Ref number (for systems using CentrePay integration with their customer payments), and Allotrac ID (for systems using the Allotrac dispatch and delivery integration).
    Info
    For information on using Allotrac, click HERE.
    There is also a list of IDs that can be recorded here, for use with Age Checks, and other ID checks (such as firearms licences and fishing licences).
    Info
    More information on managing ID can be found HERE.


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