Skip to main content

How to Add Customer

Overview​

Creating a customer record is the first step before processing any sales transactions. This guide walks through adding complete customer information including contact details, tax registration, addresses, and banking information.

Prerequisites​

Before adding customers:

  • Access to Sales > Customers module
  • User role with "Create Customer" permission
  • Customer's GST registration details (for business customers)
  • Payment terms defined in system settings

Step-by-Step Guide​

Step 1: Navigate to Add Customer​

  1. Go to Sales from the sidebar
  2. Click Customers
  3. Click Add Customer button (green plus icon)
  4. Add Customer form opens

Step 2: Select Customer Type​

Choose the customer classification:

Customer Type Options:

TypeWhen to UseFields Enabled
BusinessRegistered companies, partnerships, LLPsGST Number, Company Legal Name, Trade Name
IndividualRetail customers, sole proprietors, consumersCustomer Name only, simplified profile
Is GroupParent companies with multiple business unitsGroup relationship fields

Step 3: Fill Basic Information​

Complete essential customer details:

Required Fields:

  • Customer ID - System auto-generates (e.g., CUS-999) or manually enter custom ID
  • Customer Name* - Business name or individual's full name
  • Email* - Primary email address for communication

Optional Fields:

  • GST Number - 15-character GSTIN for registered businesses
  • Company Legal Name - Legal entity name as per registration documents
  • Trade Name - Brand name or doing-business-as name
  • Contact Number - Phone number with country code selector
  • Primary Contact* - Name of main contact person

Key Points:

  • Fields marked with * are mandatory
  • GST number validation happens in real-time
  • Customer ID must be unique across the system

Step 4: Configure Accounting Details​

Switch to Accounting tab to set financial parameters:

Accounting Fields:

FieldPurposeOptions/Format
PAN NumberTax identification for businesses10-character alphanumeric (e.g., ABEFA8497N)
Currency*Transaction currency for this customerINR (₹), USD ($), EUR (€), etc.
Payment Terms*Credit period allowedNet 30, Net 60, Net 90, Custom
TDSTax deduction at source applicabilityDropdown selection if applicable

Currency defaults to base currency from system settings but can be changed for international customers.

Payment Terms determines invoice due dates automatically when invoices are created.

Step 5: Add GST & Billing Address​

Switch to GST & Billing Address tab:

GST Configuration:

FieldDescription
GST TypeREGULAR - Normal registered taxpayer
COMPOSITION - Composition scheme dealer
CONSUMER - Unregistered customer
GST Number15-character GSTIN (e.g., 29ABEFA8497N1ZI)

Adding Billing Addresses:

Multiple billing addresses can be added by clicking the + button. For each address:

  • Address Line 1 - Building name/number, street
  • Address Line 2 - Locality or landmark
  • City - City name
  • State - State selection from dropdown
  • Zip Code - PIN code

Star icon - Click to mark an address as primary billing address

Actions:

  • Edit icon - Modify address details
  • Delete icon - Remove address from the list

Step 6: Add Shipping Addresses​

Switch to Shipping Address tab:

Click + to add delivery locations. Each shipping address includes:

  • Address Type - Head Office, Branch Office, Warehouse, Site, etc.
  • City - Delivery city
  • State - Delivery state
  • Zip Code - Delivery PIN code

Multiple shipping addresses allow you to deliver to different customer locations while billing remains centralized.

Step 7: Add Bank Details (Optional)​

Switch to Bank Details tab if customer will make electronic payments:

FieldPurpose
BeneficiaryAccount holder name
Account TypeSavings, Current, Cash Credit, etc.
IFSC CodeBank branch identifier for NEFT/RTGS
Bank NameName of the bank
Account NumberBank account number

Click + to add multiple bank accounts if the customer uses different accounts for different purposes.

Step 8: Upload Documents​

Switch to Documents tab to attach relevant files:

Document Types Available:

  • Customer PAN - PAN card copy
  • Customer COA - Certificate of Authorization
  • Customer Contract - Signed agreements
  • Others - Any other relevant documents

To Upload:

  1. Click Select a file dropdown
  2. Choose document type
  3. Click + icon
  4. Select file from your computer
  5. File uploads and appears in the list

Supported Formats: PDF, JPG, PNG, DOC, DOCX

Step 9: Save Customer​

After completing all required information:

  1. Review all tabs for accuracy
  2. Click Update button (bottom right)
  3. System validates all fields
  4. Customer record is created
  5. New customer appears in the customer list

Verification​

Confirm the customer was created successfully:

  • Customer appears in Sales > Customers list
  • Customer ID is visible and correct
  • Status shows as "Active"
  • All entered information is saved correctly
  • Customer can be selected in Quotation/Sales Order creation

Common Issues & Solutions​

Issue 1: GST Number Validation Failed​

Solution: Verify the GST number format is exactly 15 characters (2-digit state code + 10-digit PAN + 1-digit entity number + 1-letter Z + 1-digit check code). Check for spaces or special characters.

Issue 2: Duplicate Customer ID Error​

Solution: System prevents duplicate IDs. Either use auto-generated ID or choose a different unique identifier.

Issue 3: Cannot Save Without Required Fields​

Solution: Fields marked with * (asterisk) are mandatory. Fill Customer Name, Email, Primary Contact, Currency, and Payment Terms before saving.

Need help? Contact support at support@bizconnekt.com