Add and manage customers

Every quotation, order and invoice in OLY ERP is made for a Customer. Set the customer up once, with the right details, and the system fills them in on every document after that.

Before you start

• You need a role that can create customers (for example Sales User or Sales Manager). Ask your system admin if the Add Customer button is missing.
• Have the customer's legal name, TIN, address and phone number ready.

Steps

1. Go to Selling > Customer, or type "Customer" in the search bar (Ctrl+G).
2. Click + Add Customer. Click Edit Full Form to see all fields.
3. Enter the Customer Name exactly as it should appear on invoices, for example "Example Distributor PLC".
4. Choose the Customer Type (Company or Individual), the Customer Group (for example "Distributor") and the Territory (for example "Addis Ababa").
5. In the Tax section, enter the customer's TIN in Tax ID. The TIN prints on the invoice, so check it carefully.
6. Add the address and contact. Click New Address and New Contact, fill in the details and save.
7. Set the Default Price List if this customer buys at a special price list, for example "Distributor".
8. Set the Default Payment Terms Template, for example "30 days after invoice", if your consultant has set one up.
9. Under Credit Limit, add a row with your Company and the Credit Limit amount, for example 500,000 ETB.
10. Click Save.

Find and change a customer

1. Open Selling > Customer. Use the filters at the top, for example Customer Group = "Distributor".
2. Click the customer name to open it. Change the field you need and click Save.
3. Open the Dashboard area at the top of the customer to see its quotations, orders, invoices and payments.

Good to know

• If a new invoice would take the customer above the credit limit, OLY ERP stops the invoice from being submitted. A user with the right role (set up by your consultant) can approve it.
• Do not create the same customer twice. Search the list first. Duplicates split the customer's balance across two records.
• To stop using a customer without losing history, tick Disabled instead of deleting it.
• The payment terms set the Due Date on each invoice. The Accounts Receivable report uses that date to show overdue amounts.

Related

• Price lists and item prices
• Make a quotation
• Selling reports: what customers owe and what you sold