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How to Edit Customer

Overview​

Updating customer information keeps records current for accurate transactions, communications, and compliance. This guide covers editing all customer details including contact information, addresses, banking details, and documents.

Prerequisites​

Before editing customers:

  • Access to Sales > Customers module
  • User role with "Edit Customer" permission
  • Customer record must exist in the system

Step-by-Step Guide​

Step 1: Navigate to Customer List​

  1. Go to Sales from the sidebar
  2. Click Customers
  3. Customer list displays

Step 2: Locate the Customer​

Find the customer using:

  • Search Bar - Type customer name, ID, or email
  • Scroll & Browse - Navigate through the list
  • Column Filters - Filter by status, type, etc.

Step 3: Open Edit Mode​

Method 1: From List View

Click the pencil icon (Edit) in the Action column of the customer row.

Method 2: From Detail View

  1. Click eye icon to open customer detail panel
  2. Click Edit button at the top right
  3. Edit form opens

Edit Customer form displays with all current information pre-filled in tabs.

Step 4: Edit Basic Information​

Modify customer details as needed:

Editable Fields:

  • Customer Type - Change between Business, Individual, or Is Group
  • Customer ID - Usually locked after creation to maintain integrity
  • Customer Name* - Update business or individual name
  • GST Number - Add or update GST registration
  • Company Legal Name - Modify legal entity name
  • Trade Name - Update brand or DBA name
  • Contact Number - Change phone number (includes country code selector)
  • Email* - Update primary email address
  • Primary Contact* - Change main contact person name

Important Notes:

  • Fields marked with * remain mandatory
  • System validates GST number format when changed
  • Email changes affect system notifications
  • Customer ID changes may affect historical reporting

Step 5: Update Accounting Information​

Switch to Accounting tab to modify financial settings:

Editable Accounting Fields:

FieldWhen to Update
PAN NumberWhen customer provides tax identification or PAN changes
Currency*If customer switches to different transaction currency
Payment Terms*When negotiating new credit terms or customer's credit worthiness changes
TDSIf TDS applicability changes based on transaction type or regulations

Impact of Changes:

  • Currency changes affect future transactions only, not historical records
  • Payment Terms changes apply to new invoices, existing invoices retain original terms
  • PAN updates ensure compliance for future tax reporting

Step 6: Modify GST & Billing Addresses​

Switch to GST & Billing Address tab:

GST Details:

  • GST Type - Change between REGULAR, COMPOSITION, or CONSUMER
  • GST Number - Update 15-character GSTIN if registration changes

Managing Billing Addresses:

To Edit Existing Address:

  1. Click pencil icon next to the address card
  2. Modify address fields (Address Line 1, Address Line 2, City, State, Zip Code)
  3. Changes save automatically

To Set Primary Address:

  1. Click star icon on the desired address card
  2. Star turns gold indicating primary billing address
  3. Only one address can be primary at a time

To Delete Address:

  1. Click X icon on the address card
  2. Confirm deletion
  3. Address removes from the list

To Add New Address:

  1. Click + button at the bottom
  2. Enter new address details
  3. Save to add to the list

Note: You cannot delete the last remaining billing address. At least one billing address is mandatory.

Step 7: Update Shipping Addresses​

Switch to Shipping Address tab:

Managing Delivery Locations:

To Edit Shipping Address:

  1. Click pencil icon next to the address
  2. Update Address Type, City, State, or Zip Code
  3. Changes apply immediately

To Delete Shipping Address:

  1. Click X icon on the address
  2. Address removes from delivery options

To Add New Shipping Location:

  1. Click + button
  2. Fill in:
    • Address Type - Head Office, Branch Office, Warehouse, Site, etc.
    • City - Delivery city name
    • State - Select from dropdown
    • Zip Code - PIN code
  3. Save to add location

Use Case: Add new shipping addresses when customer opens new branches or warehouses requiring separate deliveries.

Step 8: Update Bank Details​

Switch to Bank Details tab:

Managing Bank Accounts:

To Edit Bank Information:

  1. Click on the bank account entry
  2. Modify fields:
    • Beneficiary - Account holder name
    • Account Type - Savings, Current, etc.
    • IFSC Code - Bank branch code
    • Bank Name - Name of the bank
    • Account Number - Bank account number
  3. Changes save on update

To Add New Bank Account:

  1. Click + button
  2. Enter all bank details
  3. Multiple accounts can be maintained for different purposes

To Delete Bank Account:

  1. Click delete icon next to the account
  2. Confirm removal

Note: Bank details are optional but helpful for reconciliation and payment tracking.

Step 9: Manage Documents​

Switch to Documents tab:

Viewing Attached Documents:

All uploaded files appear in a list showing document type and file name.

To Add New Document:

  1. Click Select a file dropdown
  2. Choose document type:
    • Customer PAN
    • Customer COA
    • Customer Contract
    • Others
  3. Click + icon next to the dropdown
  4. Select file from computer
  5. File uploads and appears in the list

To Delete Document:

  1. Locate document in the list
  2. Click delete icon
  3. Confirm removal

Best Practices:

  • Keep PAN card copies updated for compliance
  • Upload signed contracts for reference
  • Store COA (Certificate of Authorization) for B2B customers
  • Update documents when renewals occur

Step 10: Save Changes​

After completing all updates:

  1. Review all modified tabs
  2. Verify accuracy of changed information
  3. Click Update button (bottom right)
  4. System validates all fields
  5. Changes save to customer record
  6. Click Cancel to discard changes

Validation Checks:

  • Mandatory fields must be filled
  • GST number format must be correct
  • Email format must be valid
  • At least one billing address required

Verification​

Confirm changes were saved successfully:

  • Success message appears
  • Customer list reflects updated information
  • Detail view shows new data
  • Changes appear in Statement and Transaction tabs if applicable
  • New addresses appear in dropdown menus during transaction creation

Common Issues & Solutions​

Issue 1: Cannot Change Customer ID​

Solution: Customer ID is typically locked after creation to maintain transaction integrity. If ID change is critical, contact system administrator or create new customer record and mark old one as inactive.

Issue 2: GST Number Already Exists​

Solution: System prevents duplicate GST numbers. Verify the GST number is correct. If another customer record has the same GST, it may be a duplicate entry that needs to be merged or deactivated.

Issue 3: Cannot Delete Last Billing Address​

Solution: At least one billing address is mandatory for invoice generation. Add a new primary billing address before deleting the existing one.

Issue 4: Currency Change Warning​

Solution: Currency changes affect only future transactions. Existing invoices and orders retain their original currency. Confirm this is intended before proceeding.

When to Edit Customer Information​

Regular Updates:

  • Contact person changes in customer organization
  • Phone numbers or email addresses change
  • New delivery locations added
  • Payment terms renegotiated
  • GST registration status changes

Compliance Updates:

  • PAN card details received or updated
  • GST number activated or modified
  • Legal entity name changes due to restructuring
  • TDS applicability changes

Operational Updates:

  • New bank account for payments
  • Additional billing addresses for multi-location businesses
  • Shipping addresses for new warehouses
  • Document renewals (contracts, authorizations)

Need help? Contact support at support@bizconnekt.com