Creating Customers

Creating Customers

Customers are essential for your business operations in EquiBillBook. This guide will walk you through creating customers to build your customer database.

What are Customers?

Customers in EquiBillBook represent the people or businesses you sell products or services to. Each customer contains information like name, contact details, address, payment terms, credit limits, and tax information that are used across sales transactions and reporting.

Accessing the Customers Module

To create a new customer:

1. Navigate to Customers from the main menu
2. Click on Customers or Customer List
3. Click the "Add Customer" or "Create New" button

Basic Customer Information

Fill in the essential details:

• Name: Enter the customer's full name (required)
• Mobile: Enter the primary mobile number (required)
• Email: Enter the customer's email address (optional)
• Alternative Mobile: Enter an alternate contact number (optional)
• Business Name: Enter the business name if it's a business customer (optional)
• Date of Birth: Enter the customer's date of birth (optional)
• Joining Date: Enter the date when the customer was added (optional)

Customer Address

Add customer address information:

• Billing Address: Enter the complete billing address including street, city, state, country, and PIN code
• Shipping Address: If different from billing address, enable the option to enter a separate shipping address
• Country, State, City: Select from the dropdown lists
• PIN Code: Enter the postal/PIN code

Customer Categories (User Groups)

Organize customers by category:

• Customer Category/User Group: Select a customer category to group similar customers together
• This helps in reporting and applying category-specific settings

Financial Settings

Configure financial details:

• Credit Limit: Set the maximum credit amount allowed for this customer
• Opening Balance: Enter any existing balance (receivable) at the time of creating the customer
• Payment Terms: Select the default payment terms for this customer
• Currency: Select the currency for transactions with this customer (for multi-currency setups)

Tax Information

Configure tax settings:

• Tax Preference: Select whether the customer is Taxable, Exempt, or Non-Taxable
• GST Treatment: Select the GST treatment type (if applicable in your country)
• Place of Supply: Select the place of supply for tax calculations
• Tax Exemption: Select tax exemption if the customer is exempt from certain taxes
• PAN Number: Enter the customer's PAN number (if applicable)
• GST Number: Enter the customer's GST registration number (if applicable)

Additional Customer Details

You can also configure:

• Profile Picture: Upload a customer profile photo
• Notes: Add any additional notes or comments about the customer
• Branch Access: Assign which branches can access this customer (for multi-branch setups)
• Status: Set customer as Active or Inactive

Saving the Customer

After filling in all necessary details:

1. Review all the information entered
2. Click "Save" or "Create Customer"
3. The customer will be saved and available for use in sales invoices, quotations, orders, and other transactions

Best Practices

• Use consistent naming conventions for customers
• Ensure mobile numbers are unique to avoid duplicates
• Organize customers using categories for better management
• Set appropriate credit limits based on customer history and risk assessment
• Keep contact information and addresses up-to-date
• Add complete tax information for accurate tax calculations
• Use notes field to track important customer information

Next Steps

After creating customers, you can:

• Organize customers into categories
• Set up customer credit limits and payment terms
• Configure customer tax information
• Use customers in sales invoices and quotations
• Import multiple customers using bulk import
• Generate customer reports and statements