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Customer Management

Manage customer records, track purchase history, and build lasting customer relationships.

Overview

The Customer Management system helps you maintain detailed records of everyone who shops with you. Track contact information, purchase history, preferences, and loyalty data to provide personalized service and build stronger relationships.

Common Tasks

How to Add a New Customer (Create Customer Record)

Create a new customer record to track their information and purchase history.

Steps:

  1. Go to Trading Partners → Customers
  2. Click the Add Customer button (plus icon)
  3. Fill in the customer wizard:
    • Basic Info: First name, last name, email, phone, date of birth
    • Business Profile: If business customer, add company name, tax ID, registration number
    • Addresses & Contacts: Shipping and billing addresses, additional contacts
    • Preferences: Language, currency, communication preferences
    • Loyalty & Notes: Customer segment, loyalty points, internal notes
  4. Click Save Customer to complete

Quick Add from POS

At the POS, you can quickly add customers by clicking "Add Customer" during checkout. Only basic info (name, phone, email) is required initially - you can add more details later.

How to Edit Customer Information

Update customer details, addresses, or preferences at any time.

Steps:

  1. Go to Trading Partners → Customers
  2. Find the customer using search or filters
  3. Click the ⋮ menu icon on the customer row
  4. Select Edit
  5. Update any fields in the customer wizard
  6. Click Save Customer to apply changes

Customer History

All changes to customer records are logged. You can see when information was last updated and who made the change in the customer details view.

How to Search for a Customer

Quickly find customers by name, email, phone, or other criteria.

Steps:

  1. Go to Trading Partners → Customers
  2. Type in the search bar at the top:
    • Customer name (first or last)
    • Email address
    • Phone number
    • Company name (for business customers)
  3. Results filter in real-time as you type
  4. Use the filter dropdowns for:
    • Customer status (Active, Inactive)
    • Customer type (Individual, Business)

How to View Customer Purchase History

See all transactions and purchase history for a specific customer.

Steps:

  1. Go to Trading Partners → Customers
  2. Find and click on the customer name in the list
  3. View the customer details page showing:
    • All sales transactions
    • Total purchase amount
    • Number of orders
    • Average order value
    • Last purchase date

Customer Insights

The customer details view provides insights into buying patterns, favorite products, and purchase frequency to help you understand customer behavior.

How to Add Business Customer Details

For business customers, add company information, tax details, and business-specific data.

Business Customer Fields:

  • Company Name - Legal business name
  • Tax ID / VAT Number - For invoicing and tax reporting
  • Registration Number - Business registration details
  • Business Type - LLC, Corporation, Partnership, etc.
  • Industry - Type of business
  • Payment Terms - Net 30, Net 60, etc.

Billing Address

Business customers often need separate billing addresses. Add multiple addresses in the "Addresses & Contacts" section of the customer wizard.

How to Deactivate a Customer

Mark a customer as inactive if they are no longer doing business with you, without deleting their history.

Steps:

  1. Go to Trading Partners → Customers
  2. Find the customer and click the ⋮ menu
  3. Select Edit
  4. Change status to Inactive
  5. Click Save Customer

Customer History Preserved

Deactivating a customer does not delete their purchase history or data. You can reactivate them at any time, and all historical transactions remain intact.

Key Concepts

Customer Types

Customers can be individuals or businesses, each with different fields and requirements.

  • Individual: Personal customers with name, email, phone, address
  • Business: Company customers with tax ID, registration, business contacts
  • Type can be changed later if customer structure changes

Customer Segments

Organize customers into segments for marketing, loyalty programs, and reporting.

  • Regular, VIP, Wholesale, Corporate, etc.
  • Use segments for targeted promotions
  • Segment-based pricing and discounts

Customer Purchase History

Every sale linked to a customer is automatically tracked in their purchase history.

  • View all transactions from customer details
  • Purchase totals and statistics calculated automatically
  • Use history for returns, refunds, and customer service

Troubleshooting

Cannot Find Customer in Search

Cause: Customer may be inactive, or search term doesn't match.

Fix: Clear filters, check status filter isn't set to "Active" only. Try searching by phone number or email instead of name. Check for spelling variations.

Duplicate Customer Records

Cause: Customer added multiple times, often from POS quick-add.

Fix: Search before adding new customers. If duplicates exist, edit one to merge information, then deactivate the duplicate. Consider using phone number or email as unique identifier.

Customer Purchase History Not Showing

Cause: Sales not linked to customer, or viewing wrong customer record.

Fix: Ensure sales are associated with customer at POS or in sales module. Check that you are viewing the correct customer record. Purchase history appears only for sales made after customer was added to system.

Cannot Edit Customer Information

Cause: Missing permissions or read-only access.

Fix: Contact administrator to grant Customer Management permissions. Ensure you are not in read-only mode.