Customer

‘Customer Master’ helps to create multiple numbers of customers with different Relations and groups, Contract Details, Taxes and credits and other details. This master is seamlessly integrated with other modules in Rujulerp.

Steps to Create Customer

User have TWO options to create Customers, they can opt any of these methods for Creating a Customer.

Options to create Customers:

  1.     Import from Excel File
  2.     Create Manually

1.1 Import from Excel File

  • Import Customer Details is a process in which user can import customer details by means of an Excel File using Import Utility Tool.

 Steps to Import Customer Data from Excel File manually:

In Excel File the details that need to be mentioned specifically are:

Customer Code, Customer Name, Multi-Currency (if applicable) and Ledger.

 

How to import Excel file?

To import ‘Excel File’ first Click the Customer Submenu of Sales Menu and then Click the Drop Down Arrow. It will display TWO option ‘Import Customers & List of Customers’. Click on Import Customer. Once it is clicked a new window will be displayed on screen named ‘Import Customer’. On the left side of this screen there is a separate section named ‘Browse File’. Here you will find a field named ‘File Name’. Click on the Browse Button in same field ‘File to Import’ window will appear, click on the file that you suppose to import.

 

Once the file is selected it will automatically return to the ‘Import Customers’ window. Now click on the ‘Import Button’. All the excel file data will be populated on the desired fields automatically.

 

1.1.2 Create Manually

Here the user needs to create Customer, Manually i.e. User needs to enter the details pertaining to Customers, manually in order to create a new Customer.

Steps to create a New Customer (Manually)

 

  1. Click on the Customer Submenu of Sales Menu. Once User will click on Customer, a new working window will be displayed on Users screen.

Here the user has to simply fill the details one by one as below here:

  • Salutation: Enter the salutation of customer here, to select click on the drop down arrow and select accordingly.
  • First name: Enter first name of Customer here
  • Middle Name: Enter the middle name of the customer here.
  • Last Name: Enter the last name of the customer here.
  • Display Name: The display name will be populated automatically once the name is entered.
  • Search Name: Enter the search name of the customer here.
  • Customer Type: Here user needs to enter the customer type, to select click on the search icon and select accordingly.
  • Contact Type: Contact type will be populated automatically according to the fields filled previously.
  • Default Executive: To assign any default executive to customer, select the executive by clicking on the search icon and select accordingly.
  • Pay To: This field will be populated automatically as per the customer name.

 

Note: The code will generate automatically if it has been predefined in the Code Configuration else User need to enter it manually.

  • Inactive: Click the box, if customer is inactive.
  • Credit Sale Allow: Click the box, if credit sale is allowed to customer
  • Is SMS Allowed: Click the box, if sending SMS is allowed to customer
  • Is E-mail Allowed: Click the box, if sending E-mail is allowed to customer

 

The user has to simply fill the details one by one as below in footer section of working window:

Address Details

Address: Address Tab is in the footer section of working window, here user can add the details related to customer address. Fill the details like Address, contact Details etc.

 

The user has to simply fill the details one by one as below here:

  • Address: Here user needs to enter the address of user
  • Area: Here user needs to enter the area name from which the customer belongs to.
  • City: Here user needs to enter the city name of customer
  • District: Enter the district name here
  • State: Here user needs to enter the state name
  • Country: Enter the name of country here
  • Pin Code: Enter the pin code of area here

Relations and Groups

This tab is adjacent to Address tab in footer section of working window. Here User can add details related to Relation and Groups of Customer. Relations like; Contact Executive, Contact Reference etc. can be tagged here. This screen is divided into three frames i.e. Relations, Contact Group & Contact Mixes   

Relations

The user has to simply fill the details one by one as below here:

  • Relation: Enter the relation with customer here, to enter; click on the drop-down arrow and select accordingly
  • Contacts: Enter the contact by clicking on the search icon and select accordingly
  • Mobile No: Enter the mobile number of customer
  • Phone No: Enter the phone number of customer
  • Email: Enter the email address of customer

Contact Groups

  • Contact Group: Tag the contact group of customer by clicking on the search icon and select accordingly
  • Group Type: Group Type will be populated automatically

Contact Mixes

  • Contact Mix: Select the contact mix by clicking on the search icon

 Taxes and Credits

This tab is adjacent to Relation and Groups tab in the footer section of working window User need to define the Taxes and Credits details of customer here.

The Taxes and Credits window is divided into two frames; Tax Details and Credit Limits

The user has to simply fill the details one by one as below in the Tax Details frame:

  • State: Here User needs to enter the state for which the Tax is applicable. To select, the user needs to click on the search icon and select accordingly.
  • Tax Type: Here User needs to enter the Type of Tax which is applicable. To select, Tax Type User needs to click on the drop-down arrow and select accordingly.
  • Description: If there is any description that further brief the information related to Tax can be enter here. (Not mandatory)
  • Effective from Date: Here User needs to select the date from which the tax is applicable
  • Effective to Date: Here User needs to select the date till when the tax is applicable

 The user has to simply fill the details one by one as below in the Credit Limits frame:

  • Company: Here User needs to enter the company name for which the User is allowing credit, to select, the user needs to click on the search icon and select accordingly.
  • Business Unit: Here User needs to define the Business Unit, to select, user needs to click on the search icon and select accordingly.
  • Credit Amount: Here User needs to enter the Credit Amount, to select, user needs to click on the search icon and select accordingly.
  • Credit Days: Here User needs to enter the Credit Days, to select, user needs to click on the search icon and select accordingly.

 Other Details

Here, User need to define any additional details related to the customer. This screen is divided into two frames i.e. Other details & Bank Details

 Other details

The user has to simply fill the details one by one as below in the Other Details frame:

  • Gender: Select gender by clicking on the drop-down arrow.
  • Marital Status: Select Marital Status by clicking on the drop-down arrow.
  • Date of Birth: Select Date of Birth by clicking on the drop-down arrow.
  • Date: Select Anniv. Date by clicking on the drop-down arrow.
  • Visit Day: Select Visit Day by clicking on the drop-down arrow.
  • Old Code: Enter old code here
  • Ref Code: Enter Ref Code here

The user has to simply fill the details one by one as below in the Bank Details frame:

  • Bank ID: Enter the bank ID by clicking on the search icon and select accordingly
  • Account No.: Enter customer account number here
  • Swift Code: Enter Swift code here
  • IFSC Code: Enter IFSC code here
  • MICR Code: Enter MICR here

 

  1. Press Ctrl S or click the Save icon on the Quick Access Toolbar to save the Customer.
  2. Click Yes button for the message ‘Are you sure you want to Save.’
  3. Click OK button for the message ‘Customer: ‘xxx’ has been saved successfully.’

 

1.1.3 List of Customers

  1. Click on the Customer Submenu of Sales Menu. Once Customer Submenu is clicked, a new window will be displayed as a tab in the workplace.
  2. The New Window is divided into two parts, the right-hand side, ‘Customer Details’ frame and the left-hand side ‘Customer’s’

Enter details on Filter Frame i.e. Left Frame of working window:

  • Name: Here the user needs to click on the Search icon to search the Contact Group of customer.
  • Search ContactGroup Window will be displayed on Users Screen. Now user needs to Double Click the Group Name. Once User select the Group Name, it will return to the Working Window.
  • Get Data: Click on the Get Data tab, List of Customers will be displayed on the ‘Main Reporting Frame’

1.1.4 Steps to Edit Customer

  1. Click on the Customer Submenu of Sales Menu. Once Customer Submenu is clicked, a new window will be displayed as a tab in the workplace.
  2. The New Window is divided into two frames, the right frame, ‘Customer Details’ frame and the left frame is ‘Customer’s’

On Filter Frame i.e. Left Frame user needs to fill the following details:

  • Name: Here the user needs to click on the Search icon to search the existing customer. Once the Customer is selected, user can Edit all the general details of Customer like; Name (first name, middle name, last name and display name), additional details like; Customer Type, Contact Type, Foreign Currency, Default Executive, Pay To, Credit Sale Allow, Is SMS allowed, Is E-mail Allowed. User is also allow to edit Address, Relations and Groups, Taxes and Credits, Contact and other Details of Customers as well.

Note: User can Check the ‘Inactive’ Check Box, if the Customer is Inactive

  1. Press Ctrl S or click the Save icon on the Quick Access Toolbar to save the Customer.
  2. Click Yes button for the message ‘Are you sure you want to Save.’
  3. Click OK button for the message ‘Customer: ‘xxx’ has been saved successfully.’

 

1.1.5 Steps to Delete Customer Permanently

If User wants to Delete any of the created Customer, here is what a User needs to do:

  1. Click on the Customer Submenu of Sales Menu. Once Customer Submenu is clicked, a new window will be displayed as a tab in the workplace.

On Filter Frame i.e. Left Frame user will find ‘Name’ field. Here the user needs to click on the Search icon to search and select the existing customer.

  1. Once the Customer is selected now move your cursor to ‘Quick Access Toolbar’ it is located in Upper-left corner of working window, next to the icon of RnR’s rujulerp
  2. Now User need to click on Click ‘Yes’ for the message ‘Are you sure you want to delete XYZ?’
  3. Once the user clicked on Yes, the Customer will be deleted permanently.

Note: If ‘Confirmation Window’ shows ‘You cannot delete, since it has been used in transactions.’ then you can’t delete that Customer Permanently. If transactions has been performed for Customer (single or multiple) then User can’t delete that Customer.    

1.1.6 Additional Info

At the right-hand side of ‘Working Window’ some buttons are present which helps to open quick links or reports related to Customer master.

  • Balance Info: This is a quick info panel on the top right-hand side of Working Window, which gives quick information related to the Balance of customer.
  • Links[F6]: This is a quick info panel on the Footer Section of Working Window. Once User will click on the tab options like; Additional Addresses, Create Installbase, Customer Installbase, Loyalty Card Details and Import Customer will be displayed. User can click any of them to get desired details.
  • Reports[F7]: This tab is located adjacent to Links[F6] tab. Once User click on this tab the options like Customer Ledger and List of Customers will be displayed on the screen. The user can click any of them to get the reports accordingly.