Customers are buyer master records used on every sale transaction, collection, and customer report. Maintain accurate customer details here before creating quotations, orders, and invoices.
Go to Sales → Customers from the left menu.
The customer list shows all customers with search, status filters, and export. From here you create profiles, update contact and tax details, assign groups and routes, and suspend inactive customers.
List columns
| **Column** | **Description** |
|------------|-----------------|
| Id | Customer record ID. |
| Customer Code | Short code that identifies the customer. |
| Name | Customer or organization name. |
| GSTN | First GST registration number (India). List and profile show this stored value; invoices use the number valid on the document date. |
| TRN | First tax registration number (UAE/GCC). List and profile show this stored value; invoices use the number valid on the document date. |
| Customer group | Customer Group classification. |
| Route | Sales route for field sales. |
| Phone | Primary phone. |
| Email | Primary email. |
| Created on | Date the customer was created. |
| Brand | Default brand when brand tracking is enabled. |
| Status | Active or Suspended. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Active | Active customers (default). |
| Suspended | Suspended customers. |
| Customer Approval Pending | Customers awaiting approval when customer approval workflow is enabled. |
| Customer Approval Rejected | Customers rejected in the approval workflow. |
Advanced filters
| **Filter** | **Description** |
|------------|-----------------|
| Id, Name, Customer Code, Phone | Standard search fields. |
| Customer group, Customer Category, Parent Customer | Classification filters. |
| Care Of Employee, Lead Owner | Employee filters. |
| Zone, Route, Branch | Territory filters. |
| Payment Term, Sale Type | Default commercial terms. |
| Status, Approval Status | Active, Suspended, or approval state. |
| Description, Created Date | Text and date filters. |
List widgets
| **Widget** | **Description** |
|------------|-----------------|
| Quick search | Fast text search across the customer list. |
| Export | Download the customer list to Excel. |
Customer ListCreate New CustomerCustomer View & Profile
Fields
Basic Details
| **Field** | **Description** |
|-----------|-----------------|
| Name * | Customer or organization name. |
| Email / Phone / Secondary Phone | Contact details. May be mandatory when configured in Sale Settings. |
| Customer Group | Customer Group for pricing, credit, and reporting. |
| Customer Category | Customer Category for higher-level classification. |
| Route | Sales route for field sales — limits which customers appear for route-assigned employees. |
| Is Branch | Marks customer as a branch of a parent customer. |
Sales & Display
| **Field** | **Description** |
|-----------|-----------------|
| Sale Type | Default Sale Type (Form Type) on new transactions. |
| Care of Employee | Default sales employee on transactions — editable unless locked. |
| Lock Employee | Default employee is fixed and cannot be changed on transactions. |
| Default Discount % | Pre-fills line or header discount; can be edited on bills if permitted. |
| Default Payment Term | Pre-fills payment terms on new sale documents. |
| Brand | Restricts item selection to assigned brands when brand filtering is enabled. |
| Sort Order | Display priority in listings. |
| Native Name / Print Name | Local language name and name on printed documents. |
Legal, Commercial, Addresses, Contacts, Bank Accounts
Tax identifiers (GSTN, PAN, TIN, TRN, CRN, Udyam Number, etc.), default currency, contact persons, and bank account details — as shown on the customer form.
GSTN and TRN with validity dates
Enable GSTN and/or TRN under Company Settings → Select registration numbers you will like to Add. Those types then appear in Legal & Compliance.
A customer can store up to three GSTNs and three TRNs, each with an optional validity window. Click Add GSTN or Add TRN to reveal the next slot. The buttons hide after the third slot.
| **Field** | **Description** |
|-----------|-----------------|
| GSTN | First GST number (India). 15 characters. Validate checks the number when GST validation is enabled. |
| GST Registration Date | Start of validity for the first GSTN. Leave blank for no start date. |
| GST Reg. Cancelled Date | End of validity for the first GSTN. Leave blank if still active. |
| Add GSTN | Shows GSTN 2 (then GSTN 3) with From / To dates. Maximum three GSTNs. |
| GSTN 2 / GSTN 3 | Additional GST numbers. |
| GSTN 2/3 From Date / To Date | Validity window for that slot. Inclusive of both ends. |
| TRN | First tax registration number (UAE/GCC). |
| TRN From Date / TRN To Date | Validity window for the first TRN. |
| Add TRN | Shows TRN 2 (then TRN 3) with From / To dates. Maximum three TRNs. |
| TRN 2 / TRN 3 | Additional TRN numbers. |
| TRN 2/3 From Date / To Date | Validity window for that slot. Inclusive of both ends. |
| PAN, TIN, CST, VAT, CRN, Udyam Number | Other identifiers when those registration types are enabled. No extra dated slots. |
Leave a from or to date empty to leave that side open-ended. Keep ranges non-overlapping — the form does not warn if two slots cover the same day.
Addresses
Multiple addresses per customer. Each address line includes:
| **Field** | **Description** |
|-----------|-----------------|
| Label | e.g. Head Office, Warehouse |
| Address Line 1, Address Line 2 | |
| Country, State/Province, District/Region, Area | |
| Pin Code | |
In the Select address modal (opened from sale documents and customer screens), each address card has a ⋮ menu with Suspend and Activate. Suspended addresses show a Suspended tag, appear greyed out, and cannot be selected for billing or shipping. Set Primary is not available on suspended addresses.
On sale documents (for example Sale Invoice and Credit Note), Customer Billing Address and Shipping Address can also be chosen from a searchable dropdown of active addresses. Search matches label, name, address lines, area, district, state, country, and pin.
Contacts
Multiple contact persons per customer. Each contact includes first name, last name, phone, email, title, and department. Add contacts on the customer create or edit form.
On the customer view (Contacts tab), each contact card has a ⋮ menu with Suspend and Activate. Confirm the action. Suspended contacts stay on the customer with a Suspended tag and a muted card. They are hidden from the Contact person picker on new sale documents. Activate makes the contact available again.
Removing a contact row on customer edit still deletes that contact. Use suspend from view when the person should no longer be used on new bills but the record must stay (for example, they are already linked on an invoice).
Settings
| **Field** | **Description** |
|-----------|-----------------|
| Show Balance in Bill Print | Prints customer outstanding balance on invoices. |
| Has Separate Consignee Address | Enables separate consignee/shipping address management. |
| Show Cash Party Selector | Allows cash customer selection on transactions. |
| Link with Supplier | Links to a supplier record when the entity is both customer and vendor. |
> Mandatory fields on save can include Customer Group, Phone, Email, Payment Term, Care of Employee, Customer Category, Route, Sale Type, State, and Country when selected under Customer mandatory fields in Sale Settings.
How It Works
On sale transactions
When a customer is selected on a sale quotation, order, or invoice:
Addresses — billing and shipping addresses default from the customer master.
Contact person — defaults to the first active contact. Suspended contacts do not appear in the picker.
Form Type — customer's default sale type pre-fills when configured.
Employee — Care of Employee or Lock Employee rules apply per customer settings.
Payment Term & Discount — default commercial terms pre-fill header and line defaults.
Brand filter — when brands are assigned, only those brands' items appear in item search.
Route — field sales users see customers on their assigned route only.
Pricing precedence
Customer master attributes drive pricing in this order on bill entry:
Previous customer price — last rate for this customer + item + unit when enabled in Sale Settings.
Pricing Rule — customer-specific rule → customer group rule → customer category rule → generic rule. See Pricing Rule.
Date Wise Pricing — date-effective price, including customer group column when set.
Basic Pricing — default item sale price. See Basic Pricing.
Which GSTN or TRN appears on a bill
On sale documents, prints, and Tax Reg. No columns, the system picks the first slot whose window covers the document date (company time zone). Slot order is GSTN, then GSTN 2, then GSTN 3 (same order for TRN). If no slot matches, the tax number is blank.
The customer list and profile still show the stored first GSTN and TRN.
Example. GSTN 22AAAAA0000A1Z5 with GST Reg. Cancelled Date 31 Mar 2026, and GSTN 2 27BBBBB1111B1Z6 from 1 Apr 2026. A 15 March invoice prints the first GSTN. A 2 April invoice prints GSTN 2.
Credit limit
On approve of sale quotation, order, or invoice (per credit limit configuration), the system matches Credit Limit Setting in order: Customer → Customer Group → Customer Category → generic. See credit limit doc for Bill Total Limit, Customer Total Credit limit, Credit Bill Count, and Maximum Credit Days.
List header:New, Export
Row selection (multi-select): Use the checkboxes on the list to select one or more customers. When multiple rows are selected, bulk actions appear in the toolbar.
| **Action** | **Description** |
|------------|-----------------|
| Bulk Update | Update route, group, care-of employee, and other org fields for all selected customers. See Bulk Update. Requires customer edit permission. |
| Edit | Opens the customer form (single row only). |
| Delete / Suspend | Removes or deactivates the customer when permitted. |
| Activate | Reactivates a suspended customer (single row only). |
| View / Profile | Opens customer detail and activity profile (single row only). |
Form buttons:Save / Update, Reset, Cancel
Bulk Update
Use bulk update when the same master-data change must apply to many customers at once — for example reassigning a beat route after territory realignment, moving customers to a new group, or changing the default care-of employee.
Steps
Go to Sales → Customers.
Select two or more customers using the row checkboxes (or use Select all on the current page).
Click Bulk Update in the action bar.
In the modal, fill only the fields you want to change. Leave other fields blank — they are not cleared or overwritten.
Click Update, confirm in the dialog, and wait for the success message. The list refreshes automatically.
Each updated customer receives an updated entry in Activity Logs (collection: Customer).
Editable fields
| **Field** | **Description** |
|-----------|-----------------|
| Customer Group | Customer Group for pricing, credit, and reporting. |
| Customer Category | Customer Category for higher-level classification. |
| Route | Sales route for field sales and beat planning. Visible when route access is enabled. |
| Care of Employee | Default sales employee on transactions. Filtered to employees shown in the Sale module. |
| Lead Owner | CRM lead owner for the customer. Filtered to employees shown in the Sale module. |
| Zone | Geographic zone — see Zones. |
| Branch | Company branch — see Branches. |
| Sale Type | Default Sale Type (Form Type) on new transactions. |
At least one field must be filled before save. Bulk update does not change name, contact, tax, addresses, or other fields not listed above.
Permissions
Users need customer edit permission (s.cu.e) to see and use Bulk Update. Field-level access still applies in the modal — for example, Route appears only when the user has route list access.
Bulk Update modal
FAQ
What is the difference between Care of Employee and Lock Employee?
Care of Employee auto-fills the employee but allows editing on transactions. Lock Employee fixes the employee and blocks changes.
Why are some products not visible for a customer?
Products may be restricted by brands assigned to the customer or item groups on the sale type.
Is customer credit control managed through Customer Group?
Credit limits can be set at customer, group, category, or generic level. Customer-specific limits take highest precedence.
Can I link a customer with a supplier?
Yes. Use Link with Supplier for entities that are both customer and vendor — enables consolidated statements.
Why was customer save blocked for missing fields?
Mandatory fields are configured in Sale Settings (e.g. group, phone, route). Fill all required fields before save.
How is Customer code assigned?
If auto-generate is turned on for customers in Number Settings, the system generates the Customer Code automatically from the numbering sequence. If it is off, enter the code manually.
What is customer approval workflow?
When Enable customer approval is on, new customers stay Pending until approved. Filter the customer list by approval status to process queue.
Can a sub-customer exist without a parent?
No. When Sub customer is enabled, you must select a parent customer. Clearing sub-customer removes the parent link.
How do I see outstanding bills for a parent and all sub-branches?
Open Customer Outstanding Bills or the Customer Summary outstanding section with the parent customer selected. For a full transaction ledger including payments and running balance, use Customer Statement with the parent selected.
Why was sale invoice blocked for invalid salesman?
When Lock employee is set on the customer, only the assigned employee (or care-of employee where allowed) can appear on transactions.
Can I change route or customer group for many customers at once?
Yes. Select the customers on the list and use Bulk Update. Only the fields you fill in the modal are changed; other customer data stays as-is. Each customer gets an activity log entry with status updated.
Does bulk update clear a field if I leave it blank?
No. Blank fields in the bulk update modal are ignored. To clear a value, edit the customer individually.
Why is Bulk Update not visible?
You need customer edit permission and must select at least one customer row. Single-row actions (Edit, View) hide when multiple rows are selected — Bulk Update appears instead.
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How many GSTNs or TRNs can a customer have?
Up to three of each, when GSTN or TRN is enabled in Company Settings. Use Add GSTN or Add TRN for extra slots.
Why does the invoice GSTN differ from the customer list?
The list and profile show the first stored GSTN/TRN. The invoice, print, and Tax Reg. No columns show the slot valid on the document date.
What if two GSTNs overlap on the same date?
The form does not block overlapping dates. The first matching slot is used (GSTN, then GSTN 2, then GSTN 3). Keep ranges non-overlapping.
What if no GSTN is valid on the invoice date?
The tax number is left blank on the document and on Tax Reg. No report columns.
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How do I suspend a contact person?
Open the customer view, go to the Contacts tab, open the ⋮ menu on the contact card, and choose Suspend. Confirm. The contact stays on the customer with a Suspended tag. Use Activate on the same menu to restore it. You need contact suspend / activate access.
Why is a contact missing from Contact person on a sale invoice?
Suspended contacts are hidden from the picker and are not used as the default contact. Activate the contact on the customer view if they should appear again.
Does suspending a contact remove them from old invoices?
No. Existing documents keep the contact that was saved on them. Suspend only stops the contact from being selected on new transactions.
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