Customers

Every confirmed sale belongs to a customer. The customer record holds contact details, addresses, the account balance, loyalty card and, for business buyers, VAT and CR numbers.

You can work with customers in two places:

• Customers in the side menu (permission menu.customers.main.access).
• The customer picker in billing (F3 in Finalize Order).

Customer list

Open Customers from the side menu.

*Customers: search as you type by name, email or phone, filter by balance; Layla Al-Harbi B2C with balance 0.00; View opens the profile; export and Add customer*

Find a customer

1. Type in Name, Email or Phone. Results update as you type.
2. Pick a Balance filter: All, Positive (+ve), Negative (-ve) or Zero (0).
3. Press Reset to clear the filters. Use Show filters / Hide filters to fold the filter box.

Columns

Other buttons:

• Add customer opens the Add New Customer form.
• Export to Excel exports the list with the current filters.
• Refresh customers reloads the list.

What the balance means

The balance is total credits minus total debits on the customer's ledger.

• Negative (red): the customer owes the store. Example: a credit sale of 300 leaves −300.
• Positive (green): the store owes the customer. Example: 42.00 kept as customer credit leaves +42.00.
• Zero: nothing is due. Layla's balance is 0.00 after her paid order.

Add a new customer

You can open the form from Customers → Add customer, or from the billing customer picker with Add New Customer.

The demo customer is Layla Al-Harbi.

1. Fill in Customer details.
2. Fill in the Address.
3. Fill in Business details (shown only when ZATCA Phase 1 is on).
4. Fill in Account: opening balance and payment type.
5. Press Submit.

*Add New Customer: customer details (phone is required and auto-formatted) and address with Pick on Map*

Customer details

The phone is formatted as 123-456-7890 while you type. The dashes are removed when saving. Layla's phone is typed as 055-123-4567 and saved as 0551234567.

Errors you may see: "Phone number is required", "Enter a valid phone number", "Enter a valid email address".

Address

*Add New Customer: state, city, pincode, and business details (B2C or B2B, CR number, VAT number)*

Business details

This section shows only when the ZATCA_PHASE_1 setting is on. Without it, every new customer is saved as B2C.

Why it matters: ZATCA clears B2B invoices and needs the buyer's VAT and CR numbers. B2C invoices are only reported. See ZATCA.

Account (opening balance)

• To Receive: the store will receive this amount from the customer (the customer owes it).
• To Pay: the store will pay this amount to the customer (the customer has credit).

*Add New Customer: opening balance with To Pay / To Receive, then Submit*

After Submit, the server creates the customer. Layla got customer ID 2767. If you came from billing, the new customer is selected at once.

*New customer Layla Al-Harbi selected automatically, showing her phone and SAR 0.00 balance*

Customer profile

Press View on a row to open Customer Profile. The left side has a profile card and these tabs:

*Customer Profile: tabs Information, Edit Details, Transactions, All Orders, Customer Address, Loyalty Card, Chat; contact, account (balance, payment type, loyalty points, member since) and store information*

Information

• Contact: Email, Phone, Alt Phone, Gender, Date of Birth.
• Account: Balance, Payment Type, Loyalty Points, Member Since, Total Orders.
• Store: Store Name, Company ID.
• Quick actions: Edit Customer, View Orders, Message.

Edit Details

1. Change the fields you need.
2. Press Save Changes. If nothing changed you see a "no changes" message.
3. Change Password sends the customer a password reset link (for the online store account).

When editing, First Name and Phone Number are required. The balance is shown without a sign; the payment type gives the direction.

Transactions (ledger)

The top strip shows Total credit (green), Total debit (red) and Net. Below it, each ledger line shows REFERENCE, DATE, TYPE, PAYMENT METHOD, AMOUNT, STATUS and ACTION (View). Filter by Date range.

*Customer Profile > Transactions: total credit, total debit and net, then each ledger line (invoice debit, receipt credits per payment method, sales return credit, refund voucher debit) with View*

Layla's ledger after the demo:

Total credit 878.00, total debit 878.00, net 0.00.

How to read it:

• A sale adds a Debit (the customer owes the invoice).
• A payment adds a Credit (one line per payment method).
• A sales return adds a Credit. A cash refund then adds a Debit.

All Orders

Lists the customer's orders with ORDER #, DATE, ITEMS, TOTAL, PAYMENT and STATUS. Open one to see its lines.

Customer Address

Saved delivery addresses. Each has an Address Type (Home, Office or Other), Address, Landmark, State, District, City and Pincode.

1. Add an address, fill the fields, press Save Address.
2. Edit one and press Update Address.

These addresses appear under Choose an address: when you pick Door Delivery in billing.

Loyalty Card

Shows Card Number, Membership, Membership Code, Valid From, Valid Until, Card Status, Loyalty Points, Min Redeemable Points and Price Per Point. If there is no card you see "No loyalty card information available".

The company prop PER_POINT_PRICE (default 100) sets how much spend earns one point.

Chat

A message thread with the customer. Type a message and press send.

Customers in billing

• The header shows the selected customer's name, phone and Balance.
• Finalize Order shows Previous balance in the order summary.
• When SHOW_CUSTOMER_LAST_BUYED_PRICE_LIST is on, each cart row has a history icon (or press H). It shows the last prices this customer paid for the product. Use This applies an old price.
• When AUTO_ASSIGN_DEFAULT_CUSTOMER is on, a walk-in customer is chosen for you. Purchase history is not shown for that customer.
• When SKIP_CUSTOMER_SELECTION is on, the customer step in checkout is skipped.

See Billing.

Other customer reports

• Party Accounts → Customer Transactions: every customer debit and credit across all customers. See Transactions and accounts.
• Reports → Customer Transaction Reports: total debit, credit and balance per customer. See Reports.

How it works

• The list and the billing picker both use customer/customer-searchbar. The search covers name, email and phone.
• New customers are created with customer/add-customer in the active store. The fields sent include phone (digits only), name (first + last), email, address, pincode, city (district id), state (state id), country, balance, payment_type (to_pay or to_receive), alt_phone, gender, dob, customer_type (B2C or B2B), cr_number, vat_number.
• Edits use customer/customer-edit and send only the changed fields.
• Addresses use customer/executive-add-address and customer/executive-update-address.
• States, districts and pincodes come from location/get-states, location/get-district and location/list-pincodes.
• The ledger comes from transaction/list-transactions?customer_id=…. Balance = sum of credits − sum of debits.
• The last purchase prices come from customer/customer-last-purchases.
• Customers are cached on the device for offline billing (Settings → Offline Data).

Related

• API: Customers
• API: Transactions, invoices and receipts
• API: ZATCA
• Billing
• Payments and tax
• Sales returns
• Transactions and accounts
• Reports
• ZATCA