Customers · User Manual

What is it and what is it for?

Each customer is a master record the rest of the system reuses: when you create a quote, a sales order or an invoice, the document automatically takes the customer's currency, price level, payment terms, standard discount, sales rep and fiscal sequence. Keeping the file complete and up to date prevents errors on every sales document.

The same record can be both a customer and a vendor (for example, a company you buy from and sell to), and it can also start as a prospect and become a customer when you close the first sale.

Screens in this area

Screen	What it does
Customer list	Lists all customers with Customers, Prospects and All tabs. You can filter by customer, parent company, class, sales rep, territory, price level and location; customize the visible columns and save your layout; and from here create, delete or open the printable report. On the Prospects tab the name search switches to a prospect search, and switching tabs clears that filter so you do not carry over a search that no longer applies.
Create / Edit	The customer form, organized into Contact, Finance and Profile sections, plus contacts, addresses, attached files and custom fields. It also lets you duplicate an existing customer to start from its data.
Details	The same file in read-only mode, with the history of activities and changes. If your company has the printing-formats-on-customers feature enabled, from here you can print the file using templates (for example, a statement with the pending documents).
Customer dashboard	A 360° view of one customer: pending accounts receivable, latest paid invoices, this year's sales by month, open projects, active service contracts, service requests in progress and open opportunities.
Georeference	Places the customer's addresses on the map and stores their coordinates — useful for sales routes and deliveries.
Addresses	General list of your customers' addresses: one row per address, showing the address, city, state, the georeference (links to the customer map) and the sales rep. You can filter by customer, customer class, sales rep and by Without Georeference (to find the addresses that still have no coordinates), search across any column, sort, and customize which columns are visible, saving your own configuration. Available when your company has the Transportation (TMS) module enabled.
Bulk sales-rep change	Reassigns a whole portfolio of customers from one sales rep to another at once, filtering by customer class, item class, territory or destination. The process runs in the background and requires a high level of the customers permission.
Inline editing	A grid to quickly correct the code, phone, email and tax ID of several customers without opening each file.

How to create a customer step by step

Open the list and click New. You need the "add" level of the customers permission; if you don't see the button, ask your administrator for access.
Fill in the contact data. The Name is required. Also register phone, email and addresses; you can mark one main shipping address and one main billing address.
Define the financial terms. Currency, price level, payment terms, credit limit and discount percentage. The system proposes the currency, price level and standard discount configured in your company preferences.
Enter the tax information. The tax ID (RNC, national ID or its equivalent depending on your country) and, if your country uses fiscal documents, the Fiscal sequence type their invoices will be issued with.
Complete the business profile. Customer class, assigned sales rep, sales territory, parent company (if it is a branch of a group) and acquisition source.
Save. If your company has automatic numbering for customers, the code is assigned automatically; otherwise enter a unique code. After saving you can open their dashboard directly or create documents for them.

Key fields

Field	What it is for
Name	Identifies the customer. It is the only strictly required field in every case.
Code	Short, unique identifier (shared between customers and vendors). It can be generated automatically if you configure numbering.
Tax ID	RNC, national ID or tax identification; the field label adapts to your company's country. It is used on invoices and fiscal reports.
Customer class	Groups customers for reports, filters and promotions.
Sales rep	The responsible sales rep; proposed on every sales document and feeds the reports by sales rep.
Payment terms	Define the due date of their credit invoices.
Credit limit	Maximum credit amount, expressed in your company's currency. The system validates it when invoicing on credit.
Currency	Default currency of their documents.
Price level	Price list that applies to this customer. It is required.
Discount %	Standard discount proposed on their documents. It must be between 0 and 100.
Fiscal sequence types	Which fiscal document type (for example NCF) is used for their invoices, credit memos and debit notes. Visible only if your country handles fiscal documents.
Parent company	Links branches or companies of the same group to consolidate their receivables.
Prospect	Marks the record as a potential customer; it appears in the Prospects tab until you convert it.
Subsidiaries	If your plan handles subsidiaries, controls in which of them the customer is available.
Custom fields	Extra fields defined by your company; they can be marked as required in custom forms.

Validations on save

Name required. For individuals, first and last names.
Unique code. It cannot repeat the code of another customer or vendor; if the name is already in use the system warns you as well.
Price level required.
Sales fiscal sequence required when your company uses fiscal documents and does not allow customers without a sequence (the latter is a company preference).
Email with a valid format, and required if the contact will have access to the customer portal.
Discount % between 0 and 100.
Only one main shipping address and one main billing address.
AdmCloud Xchange link (AdmCloud ID and AdmCloud Subsidiary): a given Directory company (and subsidiary) can be linked to only one customer. The AdmCloud Subsidiary is required when the linked company is published in the Directory, has more than one licensed subsidiary and has some subsidiary to choose from; the selector only offers the subsidiaries that company published in the Directory (or all of them, if it doesn't distinguish subsidiaries yet). The link is only validated when it changes or when the customer role is added.
Consistent GL accounts: if you assign specific receivable accounts, they must be of the right type and have a currency defined.
Attached-files limit according to the contracted edition (plan).

Customer information popup

On any screen where a customer name appears (invoices, orders, quotes, receipts, lists...), hovering over it opens an information popup with a summary: phone, e-mail, fiscal ID, assigned sales rep, balance, overdue amount and its contacts. The customer name inside the popup opens its dashboard in a new tab.

At the bottom of the popup you also get shortcuts to that customer's reports, which open in a new tab as well so you don't lose the document you are working on:

Sales report for this customer: the sales report already filtered by the customer. It opens on the current month; you can change the date range inside the report.
Accounts receivable report for this customer: the receivables detail by aging, already filtered by the customer.

If you work with subsidiaries, both reports are also filtered by the subsidiary set on the document you opened the popup from, so the report matches what you are looking at. If the screen has no subsidiary or you have not picked one yet, the report comes out without that filter.

ℹ️

Each link is only shown if you have the report permission: the sales one requires "Customer invoices" and the receivables one requires "Customer receivables", both at browse level.

Company research

If the customer has a web page on file, the system reviews it automatically overnight and builds a company summary: what the company does, its main products or services, its contact details and the names of its executives. The point is that you walk into the conversation prepared, without having to browse their site yourself.

The summary shows up on the Research tab of the card, read-only, along with the date it was last updated. The tab is only shown when the research has already been processed: if you just entered the web page, it will appear after the next overnight run.

You can also see it without opening the card: on any screen where you hover over the customer name, the information popup shows a "View research" link that opens the summary in a window.

⚠️

This information is generated automatically. It comes from what the company publishes on its own site, so it may be outdated or incomplete. Verify it before using it in a conversation or a proposal.

ℹ️

The research is redone on its own when you change the customer web page or when the existing one is more than two years old. If you delete the customer, its research is deleted with it.

Availability, permissions and conditions

Access is controlled with the "Customers" permission of the user group, with separate levels to browse, add, edit and delete.
If your user is linked to a restricted sales rep, you will only see the customers in your portfolio.
With subsidiaries enabled, customers can be limited to specific subsidiaries and the list respects the subsidiary you logged into.
The Addresses screen requires the Transportation (TMS) module to be active.
The fiscal sequence fields only appear if your company handles fiscal documents (according to the configured country).
The Prospect tab and field, the acquisition source and prices by destination depend on the capabilities enabled in your plan.
Printing with templates from Details requires the printing-formats-on-customers feature to be enabled.

Tips and common issues

💡

Use the customer dashboard before a collection or sales call. On a single screen you see their pending debt, latest payments, this year's sales and open opportunities: it is the best summary to prepare a visit or a collection follow-up.

⚠️

You will not be able to delete a customer with history. If the customer already has invoices or other documents, the system blocks the deletion to protect your accounting. Instead, mark it as inactive so it stops appearing in searches.

ℹ️

Does the same company buy from you and sell to you? Check the vendor box on their file instead of creating a duplicate record. To do so you also need the add-vendor permission.

ℹ️

Sales-rep change in batches. When a sales rep leaves the company, use Bulk sales-rep change instead of editing customer by customer: the process runs in the background and notifies you when it finishes.