How to manually add Customers in RetailEasy on-cloud?

How to manually add Customers in RetailEasy on-cloud?

Purpose: RetailEasy on-cloud values your customers and this is evident from its features. Adding and categorizing customers based on the frequency of visits, updating customer contact details for one or more branches of the same customer for delivery, setting default Price Levels for the customer, and much more is possible on RetailEasy on-cloud.

 

Benefits of Adding Customers:

  • Build a brand affinity with your customers and keep them coming

  • Recognize and reward loyal customers with exclusive discounts and offers  

  • Serve your customers better by knowing their feedback and suggestions

  • Stay connected with your customers and tell them what's new in your store.

Three  Ways in which Customer can be added in Truepos

  1. Quick adding Walk In Customers in Sales Quotation and Sales Order or in Sales Bill. Refer Quick Add Customers.
  2. Bulk Import Customer details from a .xls file. Refer Import Customer.
  3. Manually Add Customer in Customer screen. (See below).
How to manually add Customers?

 

Step 1: In the main tab of RetailEasy on-cloud, click on Master > Customer.



Step 2: Click on Customer > Customer (from the dropdown).



Step 3: In the Customer screen, click on Add Customer.



Step 4: In the Create Customer screen, enter the fields under the General section.


Note: Refer to the descriptions given below to fill up the fields

 

  1. Title, Name, Customer ID, Alias Code: Enter the title and name of the customer you are creating . Last name & Short name - Enter the last name and  Abbreviated name or nickname for easy identification.

  2. Sales Type: Specify the type of sales with the customer. Choose the Sales Type from the field's drop-down

    • Local - If your customer is within the state

    • Interstate - If your customer is in another state

    • International - If your customer is in another country or overseas
         

  1. Payment Mode: Specify the customer's mode of payment by selecting a Payment Mode  from the field's drop-down

  • Credit Only - The customer pays only via credit (Not cash)

  • Cash only/No Credit - The customer pays only via cash, at the time of billing

  • Both Cash and Credit - The customer pays via cash or credit

  • Cash on delivery - If you are making home delivery to the customer and they pay after they receive the items.

 

Note: Selecting 'Cash Only/No Credit' will disable the Credit sale of the current Customer.

Note: RetailEasy on-cloud restricts the customer's Credit during Sales Bill entry based on the values in Credit Balance, Credit Limit, and Credit Days.

Fill in the fields - Credit Limit, Credit Balance, Credit Days, only if the Payment mode involves credit, i.e. Credit Only or Both Cash and Credit.

 

  1. Credit Balance - The credit amount yet to be paid by the customer

  2. Credit Limit - The maximum credit amount for which the customer can borrow goods from your store

  3. Credit Days - The number of days within which the customer should pay the credit amount

  4. Branch: The Branch from which the customer makes his purchase.

  • Assigning the Branch as GLOBAL indicates that the customer purchases from multiple outlets.

  • Assigning the Branch to a particular Branch indicates that the customer purchases only from that Branch.

Note: Once the customer is mapped as Global, it cannot be edited and changed to a single branch. 

 

  1. Status: Assign the Status as Active to use the customer for transactions. Assign the status as Inactive to delete or remove the customer.

  2. Sales Formula: In RetailEasy on-cloud, you can set customer purchases as tax inclusive or tax exclusive. If the customer purchases goods at a rate inclusive of all taxes, the Tax-inclusive Sales Formula can be assigned to the customer. If the customer purchases goods at a rate exclusive of all taxes, the Tax exclusive Sales Formula can be assigned to the customer. Once the Sales Formula is set, taxes will be calculated based on it.

Note - Select either one among "GST_sales_incl_yes" and "GST_Sales_incl_no"

 

  1. GST Type: Select the GST Type from the drop-down of the field.

  • Regular: In the regular GST Type the item-specific tax rates, fixed by the government is collected from the customers of your store

  • Composite: In the composite GST Type the tax rates are not item-specific, it is uniform and not collected from the customers and paid by the retailers

  • UnRegister: In the composite GST Type the retailer is not registered and does not owe GST to the government.

  1. I wish to receive SMS: Assigning Yes to the field implies invoices will be sent as SMS to the customer's phone number, right after billing. Assigning No to the field implies otherwise.

  2. CID & Customer ID - CID will auto generate for each customer, Customer Id -Manual id for categorizing your customers can be provided.

  3. FSSAI number - Enter the FSSAI license number (used for food safety compliance).

  4.  NIF no - Used in countries where NIF (Tax Identification Number) is mandatory.

 

Step 5: Enter the fields under the Contact Details section

Note: Refer to the description given below.

 

  1. Address1, State, Country, Postal Code, Phone, Email, and Mobile: These details can be filled and used for telephonic contacts or shipments to your customer.

  2. Remarks: This field can be used to annotate any contact descriptions.

  3. GST No., PAN No., BRN No.: Enter the GST, PAN, BRN number of the customer.

  4. GST Verified Date - You can provide when the GST was verified for the customer for record purposes.

 

Note: GST calculations are State-dependent, based on the state mapped, the GST will be calculated. If the Customer's State and Billing Branch State is the same, CGST and SGST will be included, else, IGST will be included.

 

With RetailEasy on-cloud, you can add more than one contact detail of a customer. Click on Update to save the current entry and click on Add New Contact to add a new contact. By adding more than one location we can have the contact details of different delivery locations/branches of the customers.

 


Step 6: Enter the fields under the Others Section  

Note: Refer to the descriptions given below.

 

  1. Gender: Select the Gender of the customer

  2. Price level: Map the price level to be applied to the sales bill. Refer to the link Price level to know more about Price levels.

  3. Discount %: Set a default discount %, applicable to all purchases made by the customer.

  4. Enable loyalty: Assign YES, if you want the loyalty program to be activated for the customer, else assign NO.

  5. Loyalty rule: Map the current loyalty rule to activate the loyalty program for the customer.

  6. Ecommerce GST No.: Provide the GST no of the customer. RetailEasy on-cloud automatically maps the address with the GST No. The GST No. is mandatory to file GST returns.

  7. Mail type: Select the mail format for the customer.

 

Step 7: Click on Save.

 

The Customer has been successfully added to your RetailEasy on-cloud domain along with their contact and tax details and also classified into customer categories. Providing category-specific discounts and connecting with customers can all be done with a few clicks.


FAQ

Q1.We have created the customer in customer master and the respective customer is active but not showing in the sales bill screen. why?


Answer : Go to Master --> Customer --> Customer --> Edit the respective customer -- Check the branch mapped against the customer --> If the branch is mapped as "GLOBAL" then only the customer will be visible for all the branches in the sales bill and if the particular branch has selected then it will be visible for the particular branch only.

Q2.While saving the customer i am getting "Customer Phone already exists" error and What to do the steps further?


Answer -- If the same contact number entered it will throw the above message. Kindly check in the customer master report by going to Reports --> Master --> Customer Master and use advanced filter  and filter with phone number and check the customer if you have entered the phone number already and enter the correct phone number against the customer and check and refer the below screen shot.

Q3.When I am trying to edit the particular field in customer master but its un editable why?


Answer - Kindly go to Master --> More --> Tools --> Master Attributes --> Search with the particular menu like customer and search with the particular attribute and if it is not editable make it as editable and refer the below screen shots.

Screen shot : Check with the particular Menu as showing below

Q4.In the Sales Bill screen, when entering a registered mobile number in the customer field, the "Quick Add" option is displayed. Why is the registered customer not being fetched in the Sales Bill screen?

Answer:

The Customer Master branch is set to "Any specific" location. The branch should be mapped as "Global" for the registered customer to be fetched.

Q5.Can we edit a customer's mobile number if it is the same as a family member's mobile number in the customer master?

Answer: Yes, you can .In order to edit mobile number same as their family member, Follow the below mentioned steps:

Step 1: Go to tools-->Configuration-->Business Configuration--> Enable Map Customer Family members based on Mobile  and Click on Save.

Step 2: In the customer master, when you edit the customer and update the mobile number, a pop-up message will appear saying, "The mobile number is already mapped to customer xxx. Are you sure you want to map it under a family member?" Kindly select "Yes" and then click on "Update." The mobile number will be successfully updated.

Step 3: You can verify in customer master or customer master reports where the updated mobile number will be displayed.

Q6.How can we map the mobile numbers of customers from the same family?

Answer: Step 1: Go to tools-->Configuration-->Business Configuration--> enable Map Customer Family members based on Mobile and Click on Save.



Step 2:  In the sales bill screen, when you try to create a new customer via the "Quick Add Customer" screen and enter a mobile number that is already mapped to another customer, a pop-up message will appear saying, "Mobile number already exists for the customer code-xxx. Are you sure you want to create this as a family member?" Click OK to proceed and complete the sales bill transaction.



Step 3: Go to Reports-->Master-->Customer Master Report. You can verify in customer master reports where same mobile number mapped based on family members configuration.


Q8.How to validate customer phone through OTP?


After enabling this configuration, when you create a customer in the customer master screen and enter all the details, you need to select the 'Update' button on the Contact Details tab to validate the mobile number. 
A pop-up will appear with the message 'OTP Verification.' Enter the received OTP and click on the 'Verify and Save' button. You will then receive a message stating 'OTP validated successfully.'
otp1otp2

When you edit the customer details in customer master , and when you select the update button ,  you need to select the 'Update' button on the Contact Details tab to validate the mobile number. 
A pop-up will appear with the message 'OTP Verification.' Enter the received OTP and click on the 'Verify and Save' button. You will then receive a message stating 'OTP validated successfully.'

In Quick Add customer in sales bill, if you are adding new customer and enter the details along with mobile number, A pop-up will appear with the message 'OTP Verification.' Enter the received OTP and click on the 'Verify and Save' button. You will then receive a message stating 'OTP validated successfully.'

QAotp

Q9.How to create Weborder Customer?

Answer- This feature comes as a custom license. If you wish to use this feature, please reach out to retaileasycloud-support@gofrugal.com.
For more information, refer Weborder in TruePOS

Q 10.Why Credit Tender not found while save the sales bill?

Answer- In customer master, check the Payment mode should be Both Cash and Credit or Credit only. Then check the credit details.

Q 11.How to check the customer full name in Sales bill screen?

Answer- In business config, Show Customer First & Last name in sales should be enabled.

Q 12.Why is the Attachment option used in the Customer Master screen?

Answer- Some shops may collect documents as proof of identity, such as Aadhar cards or PAN cards. These documents can be uploaded and attached in the Customer Master screen for record-keeping purposes.

Q 13.When I have update the GST in customer master against the Customer, the updated address is changing why?


Answer -- If you have update the address based on GST, the address will take based on the GST no updated in Customer master by confirmation to update pop up (Refer the screenshot attached)


Q 14. How to add Multiple address to the same customer

Answer: Refer the detailed steps "Multi address for customer" to enable the settings and Process to add the multi address.

Q 15.To Enable hidden fields to provide more details of the customers- Certain fields will not be available by default. If you require the hidden fields, you can enable it via Master configuration. Refer the link Master configuration  on the process.

16. How does the PIN Code auto-fill feature work for Indian customers?

When Fill the customer Address based on pincode configuration is enabled, entering a valid PIN Code for Indian customers automatically populates the customer address details in the Customer Master and Quick Add Customer screens.


 
  • Navigate to Customer --> Add Customer.
  • Enter the customer Name
  • Navigate to Contact details.
  • Enter Pincode.
  • Do you want to update address based on PinCode Pop-up will display, click Ok.

  • Select the address and click OK.
  • Select the address.
  • Address will be automatically applied to reduce the manual work.