> For the complete documentation index, see [llms.txt](https://docs.xorosoft.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.xorosoft.com/xoroerp-1/sales/customer-section/customer-info/customer-info-module-fields.md). # Customer Info Module Fields The **Customer Info** module is the best way to overview all the information about a Customer quickly. You can view their Orders, Invoices, and balances and edit them from this module. ### Search Customer This interactive field allows you to navigate through customer details, enabling you to search and select customers. Once a customer is successfully chosen, the system provides a comprehensive view of their information. For parent customers, both individual and total balances are displayed, offering a holistic understanding of their financial standing.
#### Search Customer Fields These are the fields populated after a successful customer search result - | Field | Description | | ----------------- | ------------------------------------------------- | | **Customer** | This is the name of the Customer. | | **Balance** | This is the individual balance of the Customer. | | **Total Balance** | This is the total balance of the parent Customer. | Besides the above-mentioned fields, you can view other customer details including -
* Notes/Comments(if there are any) * Customer/Job * Customer Type (Individual or Company) * Company Name (if applicable) * First Name * Last Name * Payment Terms * Average Days to Pay * Bill Address * Ship Address * Email * Main Phone * Work Phone * Fax * Sales Rep * Credit Limit * Card(s) on File {% hint style="info" %} The above fields will be populated as per the details input during [customer creation](https://app.gitbook.com/o/Io6LXfHxKCbW4ooKqqMR/s/kf8DNCjEfcSm64PCPcmf/~/changes/536/modules/sales-order/customer-info/creating-customer). {% endhint %} #### AR Aging Summary In this section of the Customer Info module, you can view the Accounts Receivable Aging Summary for the selected customer. The Accounts Receivable Aging Summary specifically showcases unpaid invoices for the current period and categorizes them into aging brackets of 30, 60, and 90+ days. This categorization is instrumental in assessing the timeliness of payments and allows businesses to gauge how long invoices have remained outstanding. A notable feature is the flexibility to include or exclude deposits and credits from the analysis, providing users with tailored insights into the true outstanding receivables. **Table View** The **Table View** functionality meticulously displays key information, including the year, month, and net sales for each month. This intuitive representation allows customers to discern patterns, identify peak periods, and gain a nuanced understanding of their sales trajectory over time. A standout feature of this functionality is the ability to conveniently observe the cumulative impact, as the total net sales for the entire period are prominently showcased at the bottom of the table. This holistic view not only aids in trend analysis but also facilitates strategic decision-making by providing customers with a data-driven perspective on their sales performance.
### Customer Info Options The **Customer Info** module offers a variety of options at both the header and detail levels to efficiently manage and view customer info. #### Header Level Options For effective control and customization of customer-related details, the Customer Info module offers a diverse set of options at the header level. Located under the "**Options**" menu in the top right corner of the page, these options empower users to manage and edit customer information with ease. * **Balance Overview -** The Balance Overview feature provides an intricate analysis of a customer's financial status. This includes details such as Overdue Invoices, Credit Limit, Invoice Balance, Credit and Deposit Balance, Net Balance, and Order Balance. The **Order Balance** reflects the total value of Sales Orders that are in **Released** and **Partially Shipped** status. Orders in **Open** status and **Estimates** are not included in this calculation, ensuring a more accurate view of committed and in-progress orders. * **View Statement** - This allows you to activate the Customer Statement module to generate, print, and email a comprehensive statement report. This feature opens in a pop-up window for seamless accessibility. * **Create SO -** This allows you to instantly generate a Sales Order for the chosen customer. This action seamlessly directs you to the Sales Order module, providing a streamlined environment to create a Sales Order tailored to the customer's needs. * **Create Estimate** - This allows you to create an Estimate for the selected customer via the Estimate module. You can efficiently generate estimates for the selected customer via the dedicated Estimate module. This functionality facilitates accurate and transparent communication during the pre-sales phase. * **Create Invoice** - This allows you to initiate the creation of an Invoice for the selected customer. This process seamlessly directs you to the dedicated Create Invoice module, offering a user-friendly interface for crafting detailed and professional invoices. * **Create Sales Receipt** - This allows you to create a Sales Receipt for the selected customer. This feature empowers you to generate a Sales Receipt tailored to the selected customer, providing a convenient way to document completed transactions.
| Option | Description | | ------------------------ | --------------------------------------------------------------------------------------------------------------------- | | **Balance Overview** | This allows you to view important customer information like overdue invoices, pending orders, and defaulter statuses. | | **View Statement** | This opens the Customer Statement module which lets you generate a statement report. | | **Create SO** | This allows you to create a Sales Order for the selected customer. | | **Create Estimate** | This allows you to create an Estimate for the selected customer. | | **Create Invoice** | This allows you to create an Invoice for the selected customer. | | **Create Sales Receipt** | This allows you to create a Sales Receipt for the selected customer | {% hint style="info" %} The Customer Info module allows you to apply Customer Deposits directly. You will see a link in the **Customer Info Details that will take you to the Apply Credits and Deposits module.** If the chosen customer has a deposit amount that can be applied to their invoices, you can do so by clicking on the given link. Refer to the image below. {% endhint %}
### Line Level Tabs These tabs are located in the bottom half of the **Customer Info** module page. #### Transactions This tab allows you to view the transactions related to the selected Customer. You can further filter the transaction results using the following options. * **Transaction type** - Transaction Types serve as the classification backbone, allowing users to categorize Account Transactions systematically. This strategic classification imparts clarity to financial records and aids in the efficient organization of transactions. A spectrum of Transaction Types is at your disposal, ranging from Invoice and Credit Memo to Sales Receipt, Refund Receipt, Apply Customer Credit, Refund Payment, and more. These diverse options provide flexibility in aligning transactions with specific financial activities, ensuring a nuanced representation of your financial data. * **Date Filter**: The date filter allows you to narrow down the transactions to within a date range.
**Columns** * **Type** – Displays the type of customer transaction, such as Invoice, Credit Memo, Invoice Payment, Customer Deposit, Apply Customer Credit, Refund Payment, etc. * **Entity Number** – Displays the unique transaction number associated with the selected transaction. * **Customer PO** – Displays the Purchase Order number provided by the customer, if applicable. * **Date** – Displays the date on which the transaction was created or recorded. * **Account** – Displays the account associated with the transaction. * **Ref Number** – Displays the reference number associated with the transaction. * **Tracking #** - Clicking on the tracking number for a specific transaction allows users to track their orders shipped using third-party delivery services. Users can effortlessly monitor the progress of their orders, fostering a proactive approach to customer service, inventory management, and overall operational efficiency. * **Amount** – Displays the transaction amount. * **Status** – Displays the current status of the transaction. * **Due Date** – Displays the due date of the transaction, where applicable. * **Payment Term** – Displays the payment terms associated with the transaction. * **Memo** – Displays any notes or additional information recorded for the transaction. * **Payment Ref No** – Displays the value entered in the [**Reference#** field](/xoroerp-1/sales/payment/invoice-payment.md#invoice-payment-module-fields) when recording an Invoice Payment. * **Payment Ref No 2** – Displays the value entered in the **Reference 2 / Cheque No #** field when recording an Invoice Payment. #### Orders & Estimates Once you select a customer in the **Customer Info module**, you can navigate to this tab to see orders, including **Sales Orders**, **Transfer Orders**, and **Estimates** in one place. You may filter the results using the following options - * **Type**: Here you can select which type of order to view. Available options are Estimate, Sale, Transfer, or All. * **Status**: Here, you can select which status to view for the orders. Status can be Released, Partially Shipped, Shipped, Closed, or Open. * **Date Filter**: The date filter lets you narrow down the orders to within a date range. * **Ship Date:** Here, you can select the Ship date to view the orders. **Columns** * **Order#** – Unique number for the order or estimate. * **Store** – Store or sales channel of the order. * **Ref No** – Reference number linked to the order. * **Type** – Shows if it is an Order or Estimate. * **Status** – Current status (Open, Closed, Pending, etc.). * **Date** – Date when the order/estimate was created. * **Customer PO** – Customer’s Purchase Order number. * **Ship Date** – Planned date of shipment. * **Total Amount** – Total value of the order. * **Total Discount** – Total discount applied. * **Total Qty** – Total quantity of items. * **Total Deposit** – Deposit amount received. * **Terms** – Payment terms (e.g., Net 30). * **Project/Class** – Project or class linked to the order. * **Ship To Address** – Shipping street address. * **Ship To City** – Shipping city. * **Ship To State** – Shipping state or province. * **Ship To Country** – Shipping country. * **Ship To Postal Code** – Shipping ZIP or postal code. * **Order Type** – Type of order (Standard, Drop-Ship, etc.). * **Tags** – Tags for grouping or filtering orders. * **Allocation Status** – Shows if inventory is allocated. * **Date Shipped** – Actual shipment date. * **Approval Status** – Order’s approval stage. * **Memo** – Notes or comments about the order. * **Ship To First Name** – Recipient’s first name. * **Ship To Last Name** – Recipient’s last name.
**How to View Orders for a Customer:** * Select the customer using the **Search Customer** field and navigate to the **Orders & Estimates** tab to view related orders. * Use the **Type filter** to select Sale (Sales Orders), Transfer, or Estimate orders you want to view. * Apply additional filters like **Status** or **Date** if needed, and review all orders directly in the grid. {% hint style="info" %} You can also view all orders related to the customer using the reporting module. Navigate to **Menu → Reports → Sales → All Orders Report (By Order Date)**, then select the required customer in the **Customer Name** filter and run the report. This will display all sales orders placed by that customer in a report-style view for analysis or export. {% endhint %} #### Invoices This tab allows you to view the various Invoices linked to the selected customer. You may further filter the results using the following options: * **Select Status** - This allows you to view the Invoices as per their status. Available options are Open, Partially Paid, Paid, and Void. * **Invoice Number** - This allows you to view the Invoices as per their number. * **SO Number** - This allows you to view the Invoices as per the linked Sales Orders. * **From Date - To Date** - The date filter lets you narrow down the orders to within a date range.
#### Communications In the Customer Info module, the dedicated **Communications** tab serves as a hub offering users a comprehensive view of all communications sent to the selected customer. This includes a record of various emails, such as notifications for shipped orders and reminders for pending payments. It allows a consolidated view of all communication related to the customer in one accessible location. Users can conveniently review emails from various modules in a unified interface, presenting a holistic view of the customer's interaction history.
**Reference Number -** When you click on the **Reference Number** generated by the system after searching, a pop-up window promptly unfolds, revealing a preview of the corresponding email. This dynamic preview is tailored to the specific type of email, ensuring that the displayed information aligns with the nature of the transaction. For instance, if the email corresponds to a Sales Order, the preview includes crucial details such as the order's current status—whether it is confirmed, shipped, or partially shipped. In the case of an invoice, the preview includes comprehensive details of the invoice, including a convenient link for payment. For invoices, the system goes a step further, offering a seamless pathway to facilitate payments. Within the preview, you'll find a "**Make a Payment**" link. Clicking on this link effortlessly navigates you to the Record Payment page. Here, you can securely input your card details and proceed to make the payment for the associated invoice.
#### Contacts In the Customer Info module, the **Contacts tab** serves as a centralized repository for all customer-related contact records. It allows businesses to view, manage, and filter essential details of individuals linked with the selected customer. This ensures seamless communication, accurate billing and shipping, and a consolidated overview of all associated contacts. The tab displays the following columns, each providing specific information: * **Contact ID** – A unique identifier assigned to each contact for easy reference. * **First Name** – The given name of the contact person. * **Last Name** – The surname or family name of the contact. * **Email** – The email address used for communication with the contact. * **Phone Number** – The primary contact number for direct communication. * **Title** – The professional designation or role of the contact (e.g., Manager, Director). * **Entity Type** – Specifies the type of entity the contact is associated with, such as Customer or Vendor. * **Entity Name** – The name of the specific entity (company or organization) linked to the contact. * **Default Ship To Address** – Indicates if the contact is set as the default recipient for shipping. * **Default Bill To Address** – Indicates if the contact is set as the default recipient for billing. * **Create Datetime** – The date and time when the contact record was first created. * **Created By** – The user who created the contact record. * **Modified Datetime** – The most recent date and time the contact record was updated. * **Modified By** – The user who last updated or modified the record. This tab provides a structured and accessible interface to ensure that all customer contacts are well-documented, easy to track, and available for quick reference.
### Line Level Right Click Options The Customer Info module offers line-level functionalities to manage orders, estimates, deposits, and invoices efficiently. These options establish connections between the Customer Info module and other relevant modules in XoroERP, facilitating seamless processes related to customer transactions. #### For Orders & Estimates: * **Edit in New Window**: This feature redirects users to the Orders & Estimate window, enabling them to modify the details of the selected order or estimate. * **Show Deposit**: By selecting this option, users are directed to the Customer Deposit Centre, where they can access details regarding customer deposits associated with the selected order. #### For Invoices: * **Apply Deposits/Credits:** Users can apply deposits or credits linked to the customer to the selected invoice, streamlining payment processes. * **Pay Invoice**: This option navigates users to the Invoice Payment module, allowing them to settle unpaid or partially paid invoices for the customer. * **Show Credits Applied**: Users are redirected to the Customer Credit Centre to view the credits applied to the selected invoice. * **Show Deposits Applied**: This option directs users to the Customer Deposit Centre to view the deposits applied to the selected invoice. * **Edit in New Window:** Enables users to edit the details of the selected invoice on the Create Invoice page. * **Add to Email Queue**: Allows users to include the invoice in the Email Queue. They can specify the document, email template, recipients, and add the invoice to the Email Queue via a pop-up window. ### Line Level Important Icons The **Customer Info module** offers various features that facilitate the customer search or update process.
These features cater to diverse needs, providing users with a seamless experience while navigating and managing customer information 1. **Refresh:** * This functionality empowers users to refresh search results based on selected criteria, ensuring that the displayed information is always up-to-date. 2. **Save:** * Save feature enables users to preserve any updated user interface (UI) settings, ensuring a personalized and consistent experience during future interactions with the module. 3. **Advanced Search:** * The Advanced Search option elevates customer information retrieval to a sophisticated level. Users can delve into a nuanced search by specifying criteria such as Column Name, Operator, and Value, facilitating precise and tailored searches. 4. **Columns:** * Columns represent the customizable criteria available to users, enabling them to further refine their searches. The options within the column dropdown dynamically adjust based on the active tab, ensuring relevance and convenience for users. 5. **Download:** * This versatile feature allows users to export and download data in various file formats, providing a summarized overview for quick reference. Options include CSV, TXT, MS-Word, MS-Excel, PDF, and MS-Excel(.xlsx), catering to diverse user preferences and use cases. ### Edit Customer Info In case, you want to update or modify the Customer Info, you can click on the **Edit** button to do so.
### Add New Customer The module provides an extra feature for adding a new customer seamlessly. Simply select the "**Add New Customer**" option from the Customer dropdown menu, and you will be directed to the Create Customer module, where you can effortlessly create and save a new customer.
### Customer Message The module also features a message beneath the Customer Name field. Typically, this message includes details regarding available credits and deposits, along with a link to view them. However, if the customer has been placed on hold for any reason, the displayed message reads "**Customer On Hold,**" accompanied by the specific reason for the hold status.
### Additional Page Settings The **Customer Info** page provides several personalization and navigation options through the **three-dot menu (vertical ellipsis)** located in the top-right corner of the screen. The following options are available: * **Set As Start Page:** Allows users to set the Customer Info page as their default landing page after logging into XoroERP. * **Add to favourites:** Adds the Customer Info page to the **Favourites** menu, allowing users to quickly access the module without navigating through the Sales menu structure. This helps improve efficiency for frequently used pages. * **Page Defaults:** The **Page Defaults** option opens the **Default Configuration** window, where users can define default values for selected fields within the Customer Info module. * **Status** * Allows users to select a default status that will be automatically applied when accessing the module. * Available options include: Open, Partially Paid, Paid, and Void. After selecting the desired value, click **Save** to store the configuration. * **Global Search Settings:** The **Global Search Settings** option opens a configuration window that allows users to control which modules are included in the system-wide search. * **Limit Global Search To:** Select one or more modules that should be searchable through the global search bar. Available options include: * Account * ASN * Bank Deposit * Bill * Bill of Material * Bill Payment * Customer * Customer Deposit * Estimate * Inventory Adjustment * Inventory Transfer This configuration helps users narrow search results and improve search performance by restricting searches to relevant modules only. After making selections, save the configuration to apply the changes. * **Disable Confirm Popups:** When enabled, confirmation popups are suppressed for supported actions, reducing the number of prompts displayed during day-to-day operations. * **Fixed Sidebar:** Keeps the navigation sidebar fixed and visible while scrolling through pages, providing easier access to menu options. * **Log Out:** Signs the user out of the current XoroERP session. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://docs.xorosoft.com/xoroerp-1/sales/customer-section/customer-info/customer-info-module-fields.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.