====== Customer Management ====== ===== Scenario 1: Create New Customer from the Sales / Invoice ===== * When in the sales or invoice screen * Click **Edit** button in the Header section * Click on the **+ button** next to the customer label * This will open a popup ==== Fill Customer Detail ==== **In the General tab** * **Account name**: Legal name required for accounting and printing in the invoice * **Address**: Address that is required for accounting, communication and printing, Provide street address, city, country and pincode as needed * **Title, First name, last name**: These are the details of the contact person * **Mobile, Email**: Important for communication with the customer, followups and maintaining relationship * **Is Company**: Select this if the Account name refers to a company The address and contact details provided here will be added as a default address, and default contact for that account. **In the Tax tab** * Provide the tax id applicable as per the government rules **In the Personal Details tab** * **Birth date**: This information is used by the system to notify about an upcoming birthday * Provide **other personal details**: Marriage date, zodiac, gender etc as necessary to provide a service to the customer **Note**: It is important to get the consent of the customer to record the personal details **Note**: The tax and contact details provided here are automatically linked to a new sales order ===== Scenario 2: Create New Customer from the Customer Menu ===== * Go to the **Customer Management** menu * Click **Quick Add** button in the search screen * This will open a popup * Provide the details in the same way as the steps given in the **Scenario 1 above** ===== Scenario 3: Add more contacts or change default ===== If a customer has multiple contact: example contact details of the accounts person, or the secretary, then follow the below steps to add more contact * **Go to** the **Customer Management** menu * **Search** for the customer that needs to be modified * **Open** the customer record You can **search using various filters**: Name, address, mobile, email, or customer id Customer name is also **displayed as a link in Sales order / Invoice**. You can **click on this link** to open the customer detail ==== Add more contact ==== After customer record is opened by following above steps * Go to the tab labeled Contact / Address * Find the button **Add Contact** and click * This will open a popup * Fill the following **information**: Contact type, Title, First name, Last name, Mobile, Email * Click **confirm** button in the popup * Click **Save** on top of the screen to save the changes made to the customer record ==== Edit existing contact ==== * Go to the tab labeled Contact / Address * Find the contact that you want to edit * Click on the **edit** button (looks like a pen) * This will open a popup * Make the necessary changes * **Change default contact**: If you want to change the default contact then click on **Set default** for that contact in the popup * Click **confirm** button in the popup * Click **Save** on top of the screen to save the changes made to the customer record Note: Default contact is used for display in the search screen and in the reports and prints ===== Scenario 4: Add more addresses or change default ===== If a customer has multiple address: example office address, home address, then follow the below steps to add more address * **Go to** the **Customer Management** menu * **Search** for the customer that needs to be modified * **Open** the customer record You can **search using various filters**: Name, address, mobile, email, or customer id Customer name is also **displayed as a link in Sales order / Invoice**. You can **click on this link** to open the customer detail ==== Add more address ==== After customer record is opened by following above steps * Go to the tab labeled Contact / Address * Find the button **Add Address** and click * This will open a popup * Fill the following **information**: Address type, Street address, city, country, pincode * Click **confirm** button in the popup * Click **Save** on top of the screen to save the changes made to the customer record ==== Edit existing address ==== * Go to the tab labeled Contact / Address * Find the contact that you want to edit * Click on the **edit** button (looks like a pen) * This will open a popup * Make the necessary changes * **Change default address**: If you want to change the default address then click on **Set default** for that address in the popup * Click **confirm** button in the popup * Click **Save** on top of the screen to save the changes made to the customer record Note: Default address is used for display in the search screen and in the reports and prints ===== Scenario 5: Provide personal details ===== * **Go to** the **Customer Management** menu * **Search** for the customer that needs to be modified * **Open** the customer record * Go to the tab labeled Profile * Provide the details as necessary * **Birth date**: This information is used by the system to notify about an upcoming birthday * Provide **other personal details**: Marriage date, zodiac, gender etc as necessary to provide a service to the customer **Note**: It is important to get the consent of the customer to record the personal details ==== Alternate option for quick edit ==== * **Go to** the **Customer Management** menu * **Search** for the customer that needs to be modified * In the account name column: Click on the **Edit button** next to the name * This will open a popup to edit: **General details, Tax and Personal details** * In the Personal Details tab: You can provide the birth date, and other personal details * Make changes as necessary and click **Confirm** to save ===== Scenario 6: Mark customer as duplicate ===== When a duplicate customer is created, or you find a duplicate entry from the past data Follow the below steps to mark the customer as duplicate: * Identify which customer record you want to be mark as duplicate and which will become the main * Search the customer you want to mark as duplicate * Click on the **Edit button** next to the name in the search screen to open quick editor popup * In the popup you will see the label: **Parent Id.** * In Parent Id, select the main customer. * Click on **Confirm** button Note: Duplicate entry will disappear from the main search screen and it will show under "Duplicate" section of the search screen ===== Scenario 7: Mark customer as inactive ===== If a customer is inactive for any reason and you do not wish to deal with it further. You cannot delete the record as it will affect existing sales / leads entry. Instead of deleting the customer the better way is to change the status of the customer. Follow the steps below to change the customer status: * **Go to** the **Customer Management** menu * **Search** for the customer that needs to be modified * **Open** the customer record * Go to the tab labeled General * Next to the label **Status**, there is an arrow, click on it * Choose the status that is appropriate: Inactive, Expired, Not interested, etc * and then Click **Save** button on top This customer will not appear while making a new Sales / Leads entry ===== Important Data Points ===== * Account Name should be correct as per the legal requirement * If Account Name belongs to company, set **Is Company** to yes * If the Account is company, then **tax id** is important. * Name of the Account must match with the name in Odoo, otherwise it will cause problem with synching with Odoo and with accounting reports. * Birth date is important to maintain a relation with the customer