Creating Customers
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In XoroERP, the process of creating a customer involves capturing essential information, including the Customer Name, Contact Info, Payment Terms, Tax, and Account details. The system offers additional customization by allowing users to include vital details such as Customer Type, Company Name, and Sales Rep. Once added to the customer card, these crucial details are automatically retrieved whenever the customer orders, streamlining the ordering process. The Customer Info module is a centralized hub to view and manage these comprehensive customer details, ensuring seamless and efficient customer relationship management within the ERP system.
To initiate the customer creation process, it is essential to complete specific fields such as Customer Type, Company Name, and Sales Rep. The inclusion of these critical details on the customer card ensures seamless order processing, as the system automatically retrieves and applies them whenever the customer places an order.
To create a customer, you need to fill in the following fields.
This tab allows you to fill in the primary details of the Customer.
Customer Type
This is the type of the customer. A customer can be an individual or a company.
Individual - If you're purchasing goods for yourself and don't have a company (B2C).
Company - If you're a business (B2B).
Company Name
This is the name of the customer or Company (if the customer is a company).
First Name
This is the first name of the customer
Last Name
This is the last name of the customer
Customer Number
This is the number of the Customer
Customer Name
This is the company's name if the Customer Type is a business, organization, or company.
An Individual Type Customer is automatically populated with the combination of First Name and Last Name.
In the case of a Company Type Customer, it is automatically filled with the Company name.
Sales Rep
When creating a customer, you can assign a default Sales Rep. The Sales Rep is created in the User Centre and is available for selection in this tab in the form of a dropdown.
CSR (Customer Service Rep)
This is the Customer Service Representative responsible for interacting with the customer to handle and resolve complaints, process orders, and guide general. It is optional to fill in.
Currency
This is the home currency of the customer. This can be selected based on the country of the Customer.
Customer Job
Select Customer
This tab allows you to populate the contact details of the customer. It includes all the important contact details regarding the customer. By populating the Contact Info tab, businesses ensure that key stakeholders within the organization have easy access to accurate and current customer contact details. This facilitates seamless communication, helps in resolving issues promptly, and supports personalized engagement with the customer.
The Contact Info page comprises two sub-tabs: Contact Info and Address Info.
Contact Info
This sub-tab allows you to populate email addresses, phone numbers, and additional contact info of a customer.
Default Billing Address
This is the default billing address registered for the customer.
Main Email
This is the main email for the customer. This represents the primary email address associated with the customer. It is the designated email for sending or requesting deposit/payment links.
CC Email
This is the secondary email if available.
Billing Email
This is the billing email for the customer. This email address serves as the designated billing contact for the customer. Customers can utilize this email field if they prefer to utilize a distinct email specifically for billing requests.
Shipment Update Email
This is the shipment update email. This email is used for shipping updates including confirmation for shipped orders.
Main Phone
This is the main phone number of the Customer.
Work Phone
This is the work phone of the Customer.
Mobile
This is the mobile phone number of the Customer
Fax
This is the fax number of the Customer.
Job Title
This is the Job Title of the Customer.
Other Contact Info
This is additional information, if any, regarding the customer's contact details.
Address Info
XoroERP provides users with the capability to input multiple "Bill to" and "Ship to" addresses.
This functionality proves valuable for companies with diverse stores or establishments situated in various locations. For instance, a hotel chain with distinct locations can be managed as a single entity in XoroERP, while allowing for the specification of different delivery locations for goods supply.
Contacts
The Contacts Tab, within the "Contact Info" parent tab in both the Customer and Vendor modules, provides a centralized space to store and manage contacts directly linked to a specific customer or vendor. This enhancement improves data organization, reduces manual entry, and ensures seamless communication tracking.
Users can view all linked contacts, eliminating the need to navigate separately to the Contacts module. They can also add new contacts, ensuring that each customer or vendor has updated and accurate details, including phone numbers, emails, and addresses. Existing contacts can be edited or modified to reflect the latest information, preventing outdated details from being used in transactions. If a contact is no longer needed, users have the option to delete it, provided it is not linked to an existing transaction or record.
Bill To Address Fields
Clicking on the Add New button will open up a pop-up window where you need to fill in the following details.
Name
This is the First Name and Last Name of the customer.
Company Name
This is the Company Name of the customer.
Address1
This is the main address line of the customer that includes apartment number, house number, etc.
Address2
This includes the lane number or a landmark.
City
This is the City of the customer.
Country
This is the Country of the customer. For example, the US, Canada, etc.
State
This is the State of the customer. For example, California.
Zip/Postal Code
This is the Zip/Postal Code of the customer's address.
Phone
This is the Phone no. of the customer.
This is the Email of the customer.
Save Address As
This is the name with which you can save the address and the system will populate it.
You can Save the above Bill to details as default by checking the Set As Default box.
Ship To Address
Clicking on the Add New button will open up a pop-up window where you need to fill in the following details.
Name
This is the First Name and Last Name of the customer.
Company Name
This is the Company Name of the customer.
Address1
This is the main address line of the customer that includes apartment number, house number, etc.
Address2
This includes the lane number or a landmark.
City
This is the City of the customer.
Country
This is the Country of the customer. For example, the US, Canada, etc.
State
This is the State of the customer. For example, California.
Zip/Postal Code
This is the Zip/Postal Code of the customer's address.
Phone
This is the Phone no. of the customer.
This is the Email of the customer.
Shipping Account
This field allows you to enter shipping account number associated with the customer. Please note that this field is only enabled if "Enable Address Level Shipping Account Number" app config is enabled. If the customer shipping account is entered, this is given the highest priority.
Save Address As
This is the name with which you can save the address and the system will populate it.
Important Icons
Add New - This allows you to add a new Bill To or Ship to address.
Edit - This allows you to make changes to an already saved address.
Remove - This allows you to remove an address.
Copy - This allows you to copy the Bill To address to the Ship To address and vice versa.
Address Instruction - This allows you to enter any additional address instructions such as address type and address name.
Search - This allows you to search for a specific address.
Under the Payments tab, you can set up the payment information for the customer including default accounts and payment terms. Setting up default accounts involves associating specific financial accounts with the customer, and streamlining the recording and tracking of financial transactions. This ensures that payments made by or to the customer are accurately reflected in the appropriate accounts, contributing to the overall financial accuracy of the system.
Opening Balance
This is the Opening Balance of the customer. If needed, you can enter a positive or negative amount here for the starting balance. It's useful when setting up customers who already have an existing balance.
Opening Balance Date
This is the Opening Balance date of the customer.
Account Number
This is the Account Number of the customer in case you have set up an account for the same.
Default Payment Terms
These are the payment terms set up for the customer. For example, COD, Cash in Advance, etc. You can specify the agreed-upon terms of payment for the customer, defining when and how the customer should make the payment.
Default Payment Method
This is the default Payment Method for the customer. For example, cash, credit card, or cheque.
Put Customer Account On Hold
Enable the toggle button to put the customer on hold.
On Hold Message
Enter any message explaining why the customer has been put on hold. In the Customer Info, this message is displayed as an alert just below the Customer Name in the following format: “This customer is currently put ON HOLD due to following reason – On-Hold Message”
Deposit Account
This is the default Deposit Account.
Liability Account
This is the default Liability Account.
Default Account Receivable
This is the default Accounts Receivable of the customer. When this customer is chosen, their Account Receivable will automatically populate in the relevant modules.
Credit Limit
This is the Credit Limit of the customer. This will be used to calculate the customer’s defaulter status.
Require Advance Payment
This allows you to set up Advance Payment conditions. You can select an absolute amount or percentage of the order. You can utilize this field to restrict the order from waving or shipping if the payment is not recorded in the system.
Default Payment Method - In case you select the default payment method as a credit card, the system will display another option Auto-Select Process Card.
When opting for the default payment method as a credit card in XoroERP, a valuable feature comes into play—the Auto-Select Process Card option. This option is specifically designed to streamline and automate credit card transactions, ensuring a seamless and efficient payment process.
If the "Auto-Select Process Card" option is configured as true for a customer, the system brings forth a significant enhancement in the Payment modules, including Invoice Payment and Customer Deposit. In these modules, the Customer's Default Payment Method is automatically populated in the Payment Method field, simplifying data entry.
Additionally, the Process Card option is automatically checked, eliminating the need for manual intervention and expediting the payment workflow. This integration ensures a smooth and error-free handling of credit card transactions within our system.
Credit Card Info
You can also add or update the customer's Credit Card or Debit Card info via the Payments tab. This option allows you to save the credit card details of a customer, so you do not have to enter the details every time when making the payment. Enter the credit card details (card holder name, card number, expiration date, and CVV) and click "Confirm" to save the credit card info. So, the next time you try to take payment for the customer, you can select the saved card, saving you time and efforts.
You can delete the credit card details by clicking on the "Bin" icon next to the saved card.
Direct Debit Info
This allows you to view the Customer Direct Deposit Centre.
The Shipping tab provides a dedicated interface for configuring shipping details and associated parameters specific to a customer within the ERP system. This comprehensive functionality allows users to define key elements such as the default shipping method and shipping type, facilitating precise and tailored management of shipping-related information for individual customers.
Default Ship Method
XoroERP provides three options to be selected as shipping method - Pick Up - Select this if the customer is picking up the goods by themselves.
Delivery(Own Truck) - Select this if your company’s truck is being used for the delivery. Delivery(Third-Party) - Select this if an external company ships the goods for you.
Default Carrier
This is the Default Carrier of the customer. This field gets populated when the Default Ship Method is selected as Delivery(Own Truck/Third Party).
Default FOB
This allows you to set up the Default Freight On Board for the customer. You can select either Origin or Destination.
Default Service
This is the Default Shipping Service of the customer responsible for delivering the order to the customer. If Delivery (Own Truck) is selected, the company’s carrier can be selected. If, however, Delivery (Third Party) is selected, you can choose another company’s carrier for shipping (FedEx, UPS, etc.).
Default Shipping Terms
These are the Default Shipping Terms set up for the customer. Available options - Prepaid, Collect, Prepaid & Billed, Collect & Allowed, Third Party Billing
Shipping Account Number
This is the Shipping Account No. (if available) of the customer.
Shipping Notes
This field allows you to add any notes related to shipping.
The Sales Tax tab facilitates the configuration of the customer's tax structure based on their location. This functionality is particularly valuable for businesses operating in diverse regions with varying tax regulations. Users can utilize this tab to set up and customize tax-related parameters specific to each customer, ensuring accurate and compliant taxation practices.
If the tax applies to a customer, mark the checkbox labeled "Is Customer Taxable on Sales."
Default Tax Code
This field may remain unspecified, as XoroERP's system-dependent functionalities automatically compute the tax. Nevertheless, if the customer's address is provided, you have the option to pre-select the applicable tax.
Force Default Tax Code
Enabling this feature allows you to enforce the Tax Code specifically for the customer. By checking this box, address-based taxes will be bypassed and not applied.
Tax Number 1
This is the tax number of the customer.
Tax Number 2
This is the secondary tax number of the customer.
Canada Sales Tax Exemption Rules
This section allows you to set the exemption rules for the following four provinces of Canada:
Is Customer BC PST Exempt?: If this option is selected, the sales order qualifies for exemption from British Columbia PST tax.
Is Customer SK PST Exempt?: If this option is selected, the sales order qualifies for exemption from Saskatchewan PST tax.
Is Customer MB RST Exempt?: If this option is selected, the sales order qualifies for exemption from Manitoba RST tax.
Is Customer QC QST Exempt?: If this option is selected, the sales order qualifies for exemption from Quebec QST tax.
Please note that this section will only be available if the "Home Currency" of your instance is Canadian Dollar.
The "Other Info" tab allows you to populate additional information about the customer within XoroERP. It provides a designated space for crucial details such as the Business Number, Customer Tags, Default Project Class, and Default Customer Message. The inclusion of these fields enables businesses to organize and manage specific information relevant to individual customers efficiently. For instance, the Business Number allows the association of unique identifiers, while Customer Tags facilitate categorization.
Business Number
This is the Business Number of the customer.
Customer Tags
This is the assigned Customer Tag. For example, wholesale, retail, E-comm, etc.
Customer Groups
This is the assigned Customer Field. You can select this in case you want further categorization.
Default Project Class
This is the customer's Project Class, utilized primarily for reporting purposes. For example, within an organization with distinct segments like Beauty and Lifestyle, the assigned Project Class enables tracking the customer's sales and income history for analytical and reporting needs.
Default Order Type
This is the Order Type of the customer used for further classification based on the order type.
Default Wave Template
This is the Default Wave Template of the customer.
Default Customer Message
This is the Default Message of the customer. This default message self-populates when you create a S O for the created customer.
Alert Note
This is the alert note of the customer. When your team creates an Estimate, SO, or PO for the customer, this alert note will pop up as a notification.
Website
This field captures the customer's business website URL, if applicable.
Customer Since Date
This is the date when the customer has signed up with you.
UPC Company Prefix
This is the Universal Product Code Company Prefix. A Company Prefix helps to identify your company as the owner of your UPC barcode and the product that it's on. When retailers check your UPCs in the GS1 database, they will see your company name associated with that product.
Permission Group
Select the permission group to assign to the customer.
Is VAS Required?
Enable this option to make VAS mandatory for the customer.
VAS Instruction
If the VAS is marked as required for the customer, this field allows you to add instructions related to VAS.
Attach Images
This allows you to attach any images for the customer such as their company logo.
Clicking Edit Wave Template will take you to the Wave Template module where you can edit the Template and add it.
This tab allows you to enable/disable the following notifications for a customer:
Restrict Auto Release SO email: Enable this option to disable the automatic email notifications sent when a sales order is released. Enabling this restriction ensures customers do not receive these emails.
Restrict invoice overdue reminder email: Enable this option to stop the system from sending reminder emails to customers when their invoices are overdue.
Restrict due invoice reminder email: Enable this option to prevent reminder emails for upcoming due invoices from being sent to customers.
Restrict auto ship confirmation on pack and ship email: Enabling this option prevents automated emails from being sent when an order is packed and shipped. You might enable this if your customers prefer to receive shipment updates through another channel or if they only need to be notified once the package is delivered.
Restrict daily ship confirmation emails: Enable this option to stop email notifications confirming shipped orders from being sent to customers. Enabling this restriction prevents daily shipping confirmation emails.
This tab allows you to populate the Portal no in case the customer is a portal user.
Who is a Portal User?
To make use of the Xoro B2B functionality, it is essential to designate the customer as a portal user. Upon registration with Xoro, access to XoroERP is granted, and in addition, customers can benefit from the Xoro B2B portal. When establishing a B2B portal and deciding to provide access to your customers, you take on the role of a portal user. This role provides you with the ability to set up a portal email for logging into Xoro B2B.
To populate this tab, check the box labeled Is Portal User.
Deselecting the aforementioned checkbox will unlink the portal account associated with the customer. Checking this box, however, will mark this customer as a portal user and display the following customizable fields:
Show Invoices, Credits, and Deposits: Selecting this checkbox activates the visibility of invoices, credits, and deposits associated with the customer within the portal.
Portal Account: This field is automatically assigned after the portal account is set up for the customer.
Allow Credit Card Payments in B2B: By checking this box, you grant permission for credit card payments within the B2B portal.
Brands: To restrict customers to viewing only certain brands within the B2B module, you can choose the desired brand from the drop-down menu. If the Brands field is left empty, customers will have access to view all available products.
Restrict the above-selected brands in B2B ordering - If this setting is enabled, the selected Brands in the above dropdown will not be available for customers to order in the B2B module.
This tab gives the ability to map Default Document Templates Mapping with Customers, where the Default PDF Template/Email body and the “Send From Email” can be defined.
Select Document - This field enables you to choose the document associated with the customer for which you wish to associate the Email Template.
You can define the following:
Document (PDF) that will be attached in the email,
Email Template(Email Template Body) is to be used, and
“Send From” Email (Company/user).
This tab allows you to populate additional fields such as Scope of Business. This feature provides the flexibility to capture and store additional information relevant to the customer, tailoring the system to your unique business requirements. You can create Custom Fields in the Custom Fields module.
The Create Customer module in XoroERP incorporates a powerful functionality that provides users with the ability to toggle the Advanced Configuration setting named "Disable Sell Package Allocation." This feature plays a crucial role in optimizing order allocation processes and is designed to enhance flexibility in warehouse management.
When the App Config Setting under the Warehouse tab of the App Config module is enabled and the Customer setting for "Disable Sell Package Allocation" is turned OFF, coupled with a predefined Sell Package Quantity for an Item, the system will intelligently allocate (wave) orders in multiples of the specified Sell Package Quantity available at different locations.
The intricate sequence of this allocation process is contingent upon the "Wave Template" selected. This ensures that the system aligns with specific business requirements or preferences, providing a tailored approach to order allocation. The interplay between the Customer module's advanced configuration and the App Config Setting under the Warehouse tab ensures a dynamic and efficient order allocation process within XoroERP.
This tab allows you to populate the Default Income Account and Default Income Return Account.
In XoroERP, managing customer relationships is streamlined through the parent and child customer functionality. This feature allows businesses to establish hierarchical connections between customers, providing flexibility in handling customer credits and payments.
To assign a parent to a customer, navigate to the customer module and open the customer's profile. In the primary tab, enable the "Customer Job" option.
This will prompt you to select a parent customer from the dropdown menu. Choose the desired parent customer and click "Update" to apply the changes. The selected customer will then become the parent customer/job of the current child customer.
Once the parent-child relationship is established, you can leverage the credit of one customer to pay invoices for the other. For instance, if the parent customer has available credit, you can use it to pay off an outstanding invoice for the child customer, and vice versa. This feature simplifies the payment process and provides greater flexibility in managing customer accounts.
For efficient management of Customer Info, the Customer Info module offers a range of options at the header level.
Create Duplicate - XoroERP allows you to create duplicate entries for customers. This feature facilitates the generation of a duplicate entry, allowing users to create a new customer record mirroring the details of an existing customer. It serves as a time-saving solution for instances where identical customer information needs to be replicated within the system.
Create Estimate - This allows you to create an Estimate with the Customer details inputted in the system when creating the customer. This functionality directs users to the "Estimate" module, where they can effortlessly generate estimates with accurate customer information, enhancing efficiency in the estimation workflow.
Create SO - This allows you to directly create a Sales Order for the customer using the details inputted when creating the customer. Utilizing the details entered during customer creation, this feature directs users to the "Create Sales Order" module, where the system auto-populates customer details from the Customer Info module, streamlining the process of creating sales orders.
Create Sales Receipt - This enables users to directly generate sales receipts for customers, leveraging the customer details inputted during customer creation. This functionality seamlessly directs users to the "Sales Receipt" module, where the system auto-populates customer details from the Customer Info module, ensuring accuracy and efficiency in creating sales receipts.
Create Invoice - This allows you to directly create an Invoice using the details inputted when creating the customer. This option efficiently navigates users to the "Create Invoice" module, where the system auto-populates customer details from the Customer Info module, facilitating prompt and accurate invoice creation.
Send Portal Invitation - This allows you to send Portal invitations to the selected customer. This option is valid only once the customer's portal is activated.
Send Direct Debit Request - Additionally, the "Send Direct Debit Request" feature enables users to seamlessly send direct debit requests to specified customers, streamlining communication and financial transactions.
The "Create Customer" page additionally provides the capability to modify the existing information for the chosen customer.
The customers created in the system can be merged if required. Merging customers involves combining or consolidating multiple customer records or profiles into a single, unified customer entry.
Xoro gives you the ability to merge more than 100 Customers in one go.
You can merge the customer from the Customer Centre by following the steps mentioned below:
Navigate to the “Customer Centre” and select the Customers you want to merge.
Under “Options” click on “Merge”.
In the "Merge Customer" screen, select the “Primary Customer” under which you want to merge all the other selected Customers and hit "Merge".
All the customers will be merged into the one selected “Primary Customer”.
You will get a success notification at the bottom of the page once the customers are successfully merged.
Only the saved credit cards of the primary customer will be preserved. The saved cards of the merged customers will be deleted. **This may cause issues when refunding the secondary customers where saved cards were used to pay.
If you want to preserve the data of the secondary customer, enable the "Preserve Merge Customer Date" toggle on the Merge Customers screen. This will preserve the following data from the customer being merged:
Name, Main Email, and Main Phone will be appended to the other contact info field of the primary customer.
Addresses of the merged customers will be appended to those of the primary customer.
XoroERP provides you with the ability to automatically send customer statements to the customers. Please note that this option will only be available for customers with "Enable Automatic Monthly Statements" option turned ON.
You can use the batch update option in the Customer Centre to enable automatic monthly statements.
This feature is app config based and is determined by the following configurations:
Auto-Send Monthly Customer Statements: If this setting is on it will automatically send statements to customers covering the previous month's activity. This will dispatch statement emails to those customers with the "Enable Automatic Monthly Statements" option activated in the Customer module.
Customer Statement email intervals in days: This app config is multi-select and has three options specifying from and up to what dates we want to send a statement. If this setting is enabled it will send the email notification of customer statements to the customer automatically based on value provided. For example: When option "First day of month" is selected it will send statement from previous month's first day to last day. If the option"15th day of month" is selected, it will send current month's first day to fifteenth day. Similarly, if the option"Last day of month" is selected, it will send statement from current month's first day to last day of month.
Customer statement Email Time: This will allow you to specify the time at which the email will be sent to customers.
Enable this option if the customer being created is a .
This dropdown field allows you to select the for the current customer.
To know the sequence in which Customer Emails are used to send the SO-related Emails, click .
Enable Automatic Monthly Statements: Enabling this option allows you to generate and send monthly statements to your customers automatically. To know more about this feature, click .
