Customer Management

Create, search, and manage customer information during sales transactions.

Customer management connects transactions to customer records, enabling loyalty programs, personalized service, and sales tracking. The system supports both new account creation and existing customer lookup.

Customer management enables:

• New customer account creation during transactions.
• Discovery and application of existing customer accounts to sales.
• Customer purchase history and account detail viewing.
• Application of customer-specific pricing and discounts.
• Customer information tracking for future transactions.
• Loyalty program benefits and tracking.

Customer accounts track purchase history, enable loyalty benefits, and facilitate better customer service.

Navigation: Process Sales → Add Customer (Alt+A) or Search Customer

Creating a Customer

Creating a customer account enables you to attach the customer to transactions, track their purchase history, apply customer-specific pricing, and build loyalty records. Customers can be created on the fly during a sale.

Creating a new customer during sales:

1. During Process Sales (F1), click the Add Customer button (or press Alt+A)
2. The customer creation dialog opens with a form for entering information
3. Enter customer information as available (see Available Fields below for complete list)
4. Complete at least one name field (first name OR last name is required)
5. Click Add Customer to create the customer record
6. The customer is automatically added to the current transaction
7. Customer-specific pricing applies immediately if configured

Required Fields:

• First Name OR Last Name (at least one is required -both are preferred but not mandatory)

Optional Fields:

• Company, phone, email, address, and all other contact/business information
• These can be entered now or added later if the customer edits their profile

Typical workflow:

1. Customer provides their name at checkout
2. You search to see if they're in the system (F10)
3. If not found, use Add Customer (Alt+A)
4. Enter first name and last name (and any other info they provide)
5. Click Save
6. The sale continues with the customer attached

Searching for Customers

Finding and selecting an existing customer:

1. The Search Customer or Select Customer button should be clicked.
2. The search box should be used to find the customer.
3. The customer should be selected from results.
4. The customer is added to the transaction.
5. Customer-specific pricing applies automatically.

Search works by: Last name, first name, phone number, company name, customer ID.

Search tips:

• Search by partial name (for example, "Smith" finds all Smiths).
• Use phone number to locate the customer.
• Create a new customer if not found.

Customer Information Fields

Field	Required	Description
First Name	Optional	The customer's first name.
Last Name	Optional	The customer's last name. At least one name is required.
Company	Optional	Company or organization name.
Phone	Optional	Customer contact phone number.
Email	Optional	The customer's email address.
Address	Optional	Street address and location information.
Customer ID	Auto-generated	Unique identifier assigned by the system.

Custom Customer Fields

Additional customer fields can be created and modified using Field Definitions in the Admin module. Administrators can add custom fields to capture business-specific information such as customer preferences, loyalty details, or special attributes. These custom fields will appear in customer creation and edit dialogs at the register.

Viewing Customer History

Viewing a customer's purchase history:

1. A customer should be selected or searched for.
2. Alt+H should be pressed or Customer History should be clicked.
3. The history dialog displays past transactions and details.
4. Purchase patterns and order frequency should be reviewed.
5. The information should be used for customer service and loyalty recognition.

Keyboard Shortcuts

Shortcut	Action
Alt+A	Open Add Customer dialog.
F10	Open Search Customer dialog.
Alt+H	View customer history.
Ctrl+L	Update loyalty program.

Related Documentation

Process Sales

Complete sales transaction guide

Adding Items to Sale

Add products to transactions

Take Payment

Collect payment from customers

Hold & Recall a Sale

Save and resume incomplete transactions

The Sale Screen

Overview of the sales interface

FAQ

Frequently asked questions

Remember

Existing customers should be searched for before creating a new account. Excellent service is provided to loyal customers by reviewing their purchase history. Customer information should be kept accurate and current for future transactions.

Available Screen Fields

Customer Creation Dialog - Personal Information:

Field	Required	Description
First Name	Required or Last Name	Customer's given name
Last Name	Required or First Name	Customer's surname
Company/Full Name	Optional	Business or organization name
Contact Name	Optional	Contact person name
Loyalty ID	Optional	Customer loyalty program ID

Customer Creation Dialog - Contact Information:

Field	Required	Description
Phone	Optional	Primary contact phone number
Alternate Phone	Optional	Secondary phone number
Contact Phone	Optional	Alternative contact phone
Fax	Optional	Fax number

Customer Creation Dialog - Address Information:

Field	Required	Description
Address 1	Optional	Primary street address
Address 2	Optional	Secondary address line (apartment, suite, etc.)
Address 3	Optional	Additional address information
City	Optional	City or municipality
County	Optional	County or district
State	Optional	State or province (searchable dropdown)
Country	Optional	Geographic nation (searchable dropdown)
ZIP	Optional	Postal code

Customer Creation Dialog - Business Information:

Field	Required	Description
Accounting ID	Optional	Internal accounting reference number
Resale Number	Optional	Resale or tax ID number
Price Group	Optional	Customer price group (searchable)
Default Location	Optional	Default warehouse/location for orders

Customer Creation Dialog - Credit Information:

Field	Required	Description
Credit Limit	Optional	Maximum credit allowed for customer
Credit Balance	Optional	Current credit balance
Credit Terms	Optional	Payment terms (searchable dropdown)
On Credit Hold	Optional	Checkbox to flag account on hold

Customer Creation Dialog - Tax Information:

Field	Required	Description
Tax Schedule	Optional	Tax rate schedule (searchable)
Tax Number	Optional	Tax identification number

Customer Creation Dialog - Other:

Field	Required	Description
Marketing Only?	Optional	Checkbox for marketing contact preferences

Customer Search Results display: - First Name, Last Name, Company/Full Name, Phone, Loyalty ID

Editing Customer Information

Who can edit: Store managers and administrators only

To update customer information:

1. Search for the customer.
2. Click Edit Customer (or press Alt+M).
3. The Edit Customer dialog opens with all current customer details.
4. Update the fields as needed:
5. Contact fields: Name, phone, email, address
6. Business fields: Company name, accounting ID, resale number
7. Location & pricing: Default location, price group
8. Credit fields: Credit limit, credit terms, credit hold status
9. Click Update Customer to save changes.

What can be edited anytime:

• Name, company, phone, email, address, contact information
• Accounting ID, resale number, default location
• Price group, tax information
• Marketing preference checkbox

What may require approval:

• Credit limit changes
• Credit terms modifications
• Credit hold status changes

Note

All fields visible in the Edit Customer form can be modified based on user permissions. Store managers have full access to editing customer information. Some credit-related changes may require manager or administrator approval depending on your store's policies.

User Permissions

Role	Can Create	Can Search	Can Edit	Can View History
Cashier	During sales only	✓	✗	✓
Manager	Anytime	✓	✓	✓
Admin	Anytime	✓	✓	✓

Having customer issues? See the FAQ for error messages and solutions.