Everyday modules
Customers
The customer record: contacts, credit, opening balance, purchases and tax exemption.
What it is for
Customers, in the Sales group, keeps who you sell to: their tax ID, how to reach them, how much credit you give them and everything they have bought. You need a customer to sell on credit, to take an order with deposits and to invoice in their name. Counter sales go to the Walk-in customer, which exists in every company and cannot be edited or deleted.
Before you start
- The View customers permission to see the list and the records, and Manage customers to create and edit them.
- If your customers are already in a spreadsheet, import them in one go: Load your data.
The list
Each customer with their Document, Phone, Location, Credit limit and Status. Search with Search by name or document. Each row's menu has Copy number, Call, Send email and Copy document.
Create a customer
Click New customer. Fill in what you have at hand: everything can be edited later on their record. The dialog has tabs; these are the ones that matter.
Identification
Choose the Type, Individual or Business, and the Origin, Domestic or Foreign (it decides which ID is asked for). An individual has First names and Last names; a business, a Legal name and, if different, a Trade name. The Document is optional. Upload photo adds their picture.
Location and contact
The State (or Province), the City, the Address and a Reference: suite, floor, entrance. Then Phone, Phone 2, WhatsApp and Email.
Credit
- Credit limit: the most they can owe you across all their credit sales. 0 = no limit: they can buy on credit with no cap (the record says No limit). It is checked on every credit sale.
- Credit days: when their first installment falls due on a credit sale. At zero, the sale suggests 30 days.
- Price list: if you sell to them at special prices, choose their list; otherwise Catalog prices. It only shows once you have lists.
- Active customer and some Notes.
Create it
Click Create customer. If your company defined its own fields in Settings, they show up in the Extras tab.
When you edit, Review changes shows you a summary of what you changed before saving.
The customer record
At the top, their name, their tax ID and the date they became a customer, with WhatsApp, Call, delete and edit. Below, four figures: Purchased, Outstanding balance, Credit (their limit and days) and Last purchase.
The tabs:
| Tab | What it has |
|---|---|
| Details | Everything you filled in when you created them. |
| Documents | An ID, a contract, a promissory note: up to 10 documents, each with up to 5 images or one PDF, Word or Excel file of up to 8 MB. |
| Notes | What happened with this customer: a call, a promise to pay. Each note keeps your name and the date. |
| Contacts | Who you deal with on their behalf: Name, Role, Phone, Email. Added with New contact. |
| Purchases | Their invoices with the date, the Payment method, the total and the balance. |
| Quotes and Orders | What you quoted them and what they have on order, with the deposits. |
| Credits | Each credit sale with its installments, what was paid and what is left. |
| Activity | When the record was created or edited, or a note or contact was added. |
Depending on your business type, more tabs show up: Vehicles or Devices in a repair shop, Appointments or Clinical history with the schedule, and Membership in a gym or a school.
Their credits and the opening balance
The Credits tab lists the Active ones, each with its installments, what is Paid and the Next due, and below the History of the paid-off ones. They are collected from Accounts receivable and collections.
If the customer already owed you before you started with Pixel One, click Record opening balance in that tab: the Outstanding balance, the Installments, the Frequency and when the First installment due falls. It becomes a credit without an invoice, interest-free, and is collected like the others. The button shows for whoever has Configure the company.
By country
In Credit, the Exemption certificate (resale, nonprofit) and when it Expires. With a valid certificate their sales are tax-free; once it expires, tax is charged again on its own. See United States.
Common mistakes
- "The legal name is required." A business needs its legal name; a person, their name.
- "Invalid document." The number does not pass the country's check. Fix it or leave it empty.
- "I do not see the New customer button." You need the Manage customers permission.
- "I cannot edit the Walk-in customer." It is the counter sales customer and cannot be edited. Create the customer with their name.
- "I deleted a customer and their invoice still shows their name." That is how it works: deleting removes them from the list, but invoices that already mention them keep them.
Next step
Collect what your customers owe you: Accounts receivable and collections.