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Creating and editing customers

Creating a customer

Section titled “Creating a customer”

The create form captures everything about a customer in a single flow, grouped into sections:

  1. Basic: name, company, type (Business or Individual), segment, sub-segment and region.
  2. Contact: at least one contact is required (name, designation, email, phone).
  3. Financial: currency, credit limit and payment terms / credit days.
  4. Tax: GSTIN and PAN.
  5. Billing and shipping addresses.

To create a customer:

  1. Open the Customers list and choose Add Customer.
  2. Fill in the sections above. Required fields are marked.
  3. Choose Save.

On success the customer is created with an Active status and a unique customer identifier, ready for use by every sales and finance module. The creation is recorded in the customer’s activity timeline and the audit trail.

Required vs. optional fields

Section titled “Required vs. optional fields”
  • Required (block save): name, type, segment, and at least one contact. You cannot save without these.
  • Invalid critical fields (block save): a malformed GSTIN or PAN is rejected with a field error, fix it before saving.
  • Missing non-critical fields (save with a warning): you can still save, and the system shows a warning listing what’s missing (for example, “shipping address missing”). Nothing is lost, you can complete it later.

Validation rules

Section titled “Validation rules”

The same checks run whether you create manually, edit, or import in bulk:

  • GSTIN: must be a valid 15-character format (state code + PAN + entity + Z + checksum). Invalid values are rejected.
  • PAN: must be 5 letters + 4 digits + 1 letter. Invalid values are rejected.
  • Required critical fields: name, type, segment and at least one contact must be present.
  • Non-critical fields: missing values produce a warning, not a block.

Editing a customer

Section titled “Editing a customer”

Open any customer and choose Edit. Change the details and save; the same validation applies, and every change is recorded in the activity timeline and audit trail.

Cloning a customer

Section titled “Cloning a customer”

Use Clone to start a new draft from an existing customer. The profile fields are copied, but transactions and history are not: you get a fresh record to adjust and save.

Activating and deactivating

Section titled “Activating and deactivating”
  • Inactivate is the safe alternative to deleting. It blocks new transactions but keeps all history and existing documents intact. Use it for customers you no longer trade with.
  • Reactivate at any time to resume trading.

Deleting a customer

Section titled “Deleting a customer”

Delete is allowed only when the customer has no linked transactions. If any quote, order, invoice or payment exists, delete is blocked with a clear message, inactivate instead. This protects your financial history from being broken.

Starting a transaction from a customer

Section titled “Starting a transaction from a customer”

From a customer’s detail page you can launch a new quote or order directly. The new transaction is pre-filled with this customer and their default terms and currency, so you don’t re-enter anything. This action is unavailable for inactive customers.