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Managing Customers

Managing Customers

Publicado el
Published on
September 6, 2023
Actualizado en
Updated on
December 8, 2023

To begin selling, we must first add our customers to Cashflow. The Customers area allows you to manage their information. This involves adding, editing, viewing transactions, and mass importing customer data. Below, we'll show you step by step how to use each part of the "Customers" feature.

Add a Customer

The system allows you to add new customers and keep their records up to date. The steps to add a new customer are as follows:

  1. In the main menu, go to Masters, then click on Customers.
  2. In the list of clients, click the (+) button.
  3. In the contextual menu, click New Customer.
  4. Define the Type (Company or Individual), group, name, display name (business name), document type, and number.
  5. In the terms section, you can set Sales Terms and the assigned Credit Limit for this customer.
  6. In the dispatch section, you can set the Dispatch Priority (Deliveries) and whether the customer accepts Partial Dispatches (Deliveries)
  7. To add a customer's address, click the (+) button under the address section and enter the details.
  8. To add a contact for the customer, click the (+) button in the contact section and enter the details.
  9. Once you've completed all the information, click the Save button at the bottom of the page.

Tip: Keep customer information as up-to-date as possible to ensure accurate tax management and effective communication.

[5] Credit Limit
The credit limit option allows you to define the available credit amount for a customer. By setting this value, the system will issue an alert when billing if the credit limit for this customer is exceeded. This alert considers the total sum of all outstanding invoices for this customer.
[6] Partial Shipments
The option for partial shipments allows you to define whether merchandise can be delivered to the customer in parts or partially from a sale.

Example: If a customer orders 1,000 units of an item, but we only have 500 in stock at the moment, enabling this option will allow the system to ship 500 units initially and, when available, ship the remaining units and close the order.

2. Editing a Customer

Customer information can change over time, so Cashflow makes it easy to update. To edit a customer, follow these steps:

  1. In the main menu, go to Masters, then click on Customers.
  2. On the customer list screen, locate the customer you want to edit.
  3. Click on the action menu (three horizontal dots) associated with that customer.
  4. In the contextual menu, click Edit.
  5. Update the necessary fields.
  6. Click Save.

3. Deleting a Customer

Sometimes, you may need to delete a customer from your system, such as when you created one by mistake or if there's a duplicate entry. Here are the steps to delete a customer:

  1. On the customer list screen, locate the customer you want to delete.
  2. Click on the action menu (three horizontal dots) next to that customer.
  3. Click Delete.
  4. You will be asked to confirm the deletion.
[2] Delete
Please note that "Cashflow" will not allow you to delete a customer with linked transactions. If the 'Delete' option is not visible for a customer, it means the customer is associated with transactions and cannot be deleted.

4. Customer Transactions

It's useful to be able to view all of a customer's transactions in one place, whether you want to verify a payment or simply review their purchase history. With Cashflow, you can do this as follows:

  • On the customer list screen, locate the customer whose transactions you want to view.
  • Click on the customer's name link.
  • A window will appear with four main tabs: Transactions, Addresses, Contacts, and Terms.
  • Click on the Transactions tab. Within this tab, you will find the following sub-tabs: Quotes, Orders, Shipments, Accounts Receivable, and Accounts Payable, which contain the corresponding transactions.
  • To exit this window, click on the "X" icon in the upper right corner of the window.

5. Bulk Import

If you have many customers to add, you can save time by using the import function in Cashflow. This feature allows you to upload a file with all your customers, instead of adding each one manually. Here's how to use this helpful function:

  1. In the main menu, go to Customers under Masters.
  2. In the list of Customers, you can click the (+) button and then choose Import.
  3. You can also do this via the Import from Excel option located below the list.
  4. Once you are on the import screen, choose Customer in the Transaction Type field and Create in the Action field.
  5. Click on Upload File, and in the window, click on Browse File to select your import file from your computer. Then click Continue.
  6. In the Match Columns window, link each Cashflow column (on the left) with the corresponding column in your file (on the right). Then click Continue.
  7. Review your data and make any necessary adjustments. If any required data is missing, the row number will be marked in red, and a red arrow will point to the column that needs correction.
  8. To facilitate review and corrections, you can filter the list to show all rows, validated rows, or rows with errors.
  9. If needed, you can add or remove a row by clicking the Add or Delete button. You can also download the file for later use by clicking the Download button.
  10. When you finish reviewing your data, click Save and Upload.

Note: The import process is queued and usually takes less than a minute. For larger files, it may take hours.

Import Processing
When you click "Save and Upload" for your file, the system will place it in an import queue. The import process typically takes less than a minute, but it could take much longer depending on the number of records you are importing.

Common Issues

Experiencing problems with the Customers function? Here are some common issues and their solutions:

  1. I can't save a new customer
    Make sure that all required fields in the general section are filled out. Mandatory fields are typically marked with an asterisk (*). If some fields are left empty, the system won't allow you to save the customer.
  2. I can't delete a customer
    The delete option won't appear for customers linked to transactions. To maintain accurate records, you cannot delete customers with associated transactions. If you want to stop doing business with a customer, consider deactivating them instead of deleting.
  3. Bulk import isn't working
    Ensure that your import file is in the correct format and that all mandatory fields are filled. If there are missing fields, the row will be marked in red, and a red arrow will point to the column that needs correction. Consult the import template to ensure your spreadsheet is configured correctly. If the file is too large, consider splitting it into smaller files and uploading them separately.
  4. The import is taking too long
    The import process duration depends on the file's size. If the file is large, it may take several hours to import all the data. Be patient and wait for the import to complete. If it's been several hours and it's still not finished, consider contacting customer support.
  5. I uploaded a file for bulk import, but some data is missing or incorrect
    When you upload a file, the system maps the columns from your file to the fields in the Cashflow system. If the data doesn't appear correctly, review the field mapping to ensure that each Cashflow field corresponds to the correct column in your file.

Remember, if you ever get stuck or something doesn't seem right, don't hesitate to contact us for further assistance.