How to View Customer
Overview
Viewing customer details provides access to complete profile information, account statements, and transaction history. This helps track customer relationships, outstanding balances, and business activity.
Prerequisites
Before viewing customers:
- Access to Sales > Customers module
- User role with "View Customer" permission
Step-by-Step Guide
Step 1: Navigate to Customers List
- Go to Sales from the sidebar
- Click Customers
- Customer list displays with all records
Step 2: Find the Customer
Search Options:
- Search Bar - Type customer name, ID, or email in the search box at the top
- Scroll - Browse through the list using pagination at the bottom
- Filter - Use column filters if available
Customer List Columns:
| Column | Information |
|---|---|
| Customer Id | Unique identifier (e.g., CUS-999) |
| Customer Name | Business or individual name |
| Contact Number | Primary phone number |
| Primary email address | |
| Customer Type | Business or Individual |
| Status | Active (green badge) or Blocked |
| Tax Number | GST registration number |
| Tax Treatment Type | REGULAR, CONSUMER, etc. |
| Action | Quick action buttons |
Step 3: Open Customer Detail View
Method 1: Expand in List
Click the ▶ arrow icon at the left of any customer row. The row expands to show:
- Accounting - PAN Number, Currency, Payment Terms, TDS
- GST & Billing Address - GST Type, GST Number, Address List
- Shipping Address - Delivery locations with address type, city, state, zip code
- Bank Details - Beneficiary, Account Type, IFSC Code, Bank Name, Account Number
- Documents - Attached files
Click ▼ to collapse the expanded view.
Method 2: Open Detail Panel
Click the eye icon in the Action column. A detailed side panel opens on the right showing complete customer information.
Step 4: View Customer Overview Tab
The Overview tab displays all customer information in collapsible sections:
Basic Information Section:
- Customer Type (Business/Individual)
- Customer Id
- Customer Name
- Contact Number
- GST Number
- Company Legal Name
Collapsible Sections:
Click ▶ next to any section name to expand and view details:
- ▶ Accounting - Financial settings
- ▶ GST & Billing Address - Tax registration and billing locations
- ▶ Bank Details - Banking information
- ▶ Documents - Attached files
- ▶ Shipping Address - Delivery locations
Click ▼ to collapse any open section.
Quick Actions:
- Edit button - Opens edit form
- ⋮ (three dots) - Additional options menu with "Mark as blocked" and "Attach"
- ✕ - Close the detail panel
Step 5: View Customer Statement
Click the Statement tab to see financial account activity:
Time Period Selection:
Use the dropdown at the top to filter statement by period:
- Today - Transactions from current date only
- This week - Current week's activity
- This Month - Current month's transactions
- This Quarter - Current quarter activity
- This Financial Year - Current FY transactions (default)
- Yesterday - Previous day's transactions
Click Run button after selecting period to refresh the statement.
Account Summary Box:
| Field | Meaning |
|---|---|
| Opening Balance | Balance at the start of selected period |
| Invoiced Amount | Total invoices raised during the period |
| Amount Received | Total payments collected during the period |
| Balance Due | Current outstanding amount owed by customer |
Transaction History Table:
| Column | Details |
|---|---|
| Date | Transaction date in DD-MM-YYYY format |
| Transactions | Transaction type (Payment Received, Invoice, etc.) |
| Details | Transaction reference number (e.g., PAYREC-1004) |
| Amount | Transaction amount (blank for opening balance) |
| Payments | Payment received amount |
| Balance | Running balance after each transaction |
Understanding the Statement:
- First row shows "Opening Balance" with starting balance
- Each subsequent row shows a transaction with running balance
- Negative balances indicate amount owed by customer
- Positive balances indicate credit in customer's favor
Export Options:
- Click Excel icon (green) to download statement as Excel file
- Click PDF icon (red) to download statement as PDF file
Step 6: View Customer Transactions
Click the Transaction tab to see all business activity:
Transaction Type Tabs:
| Tab | Shows | Count Badge |
|---|---|---|
| Sales Orders | All customer orders with SO#, dates, amounts, status | Number of orders (e.g., 2) |
| Invoices | All invoices raised with invoice#, dates, amounts, status | Number of invoices (e.g., 8) |
| Quotations | All quotes sent with quote#, dates, amounts, status | Number of quotations |
| Delivery Challans | All delivery notes with DC#, dates, status | Number of challans |
| Payments Received | All payment receipts with receipt#, dates, amounts | Number of payments |
Sales Orders View:
| Column | Information |
|---|---|
| SO# | Sales Order number (e.g., SO-1005) |
| SO DATE | Order creation date |
| DUE DATE | Expected delivery date (- if not specified) |
| AMOUNT | Total order value |
| BALANCE DUE | Uninvoiced amount remaining |
| STATUS | Partial Fulfilled (orange) / Fully Fulfilled (green) |
Invoices View:
| Column | Information |
|---|---|
| INVOICE# | Invoice number (e.g., INV-0007374) |
| INVOICE DATE | Invoice generation date |
| DUE DATE | Payment due date based on terms |
| AMOUNT | Total invoice amount |
| BALANCE DUE | Unpaid amount remaining |
| STATUS | Open (cyan) / Partial Paid (orange) / Paid (green) |
Add New Button:
Click + Add New to create a new transaction of the currently selected type directly from this view.
Understanding Status Colors
Customer Status:
- Active (green badge) - Customer can be used in transactions
- Blocked - Customer cannot be used in new transactions
Sales Order Status:
- Partial Fulfilled (orange) - Order partially delivered
- Fully Fulfilled (green) - Order completely delivered
Invoice Status:
- Open (cyan) - No payment received yet
- Partial Paid (orange) - Some payment received
- Paid (green) - Fully paid
Common Use Cases
Check Outstanding Balance
- Open customer detail panel
- Click Statement tab
- View Balance Due in Account Summary
- Negative balance = customer owes money
- Positive balance = customer has credit
Review Payment History
- Open customer detail panel
- Click Statement tab
- Scroll through transaction history
- Look for "Payment Received" entries
- Check payment dates and amounts
Find Specific Invoice
- Open customer detail panel
- Click Transaction tab
- Click Invoices sub-tab
- Browse list or use search
- Note invoice number and status
Related Functionalities
- Add Customer - Create new customer records
- Edit Customer - Update customer information
- Create Sales Order - Process orders for this customer
Need help? Contact support at support@bizconnekt.com