CUSTOMER MASTER (CREATE)

The Customer Master module allows users to store and manage customer-related information, including general details, contacts, addresses, banking information, and approval records. This module helps maintain a centralized database for seamless operations and customer interactions.

Prerequisites

Fields marked with dropdown menus depend on predefined values. Ensure these values exist in their respective secondary masters before proceeding.

Navigation

1. Navigate to Sales and Marketing.
2. Click Create under the Customer Master menu.

Customer Master Form

Upon accessing the page, the Form tab is displayed.

• Customer Name: Enter the full legal name of the customer.
• Customer Alias: Enter an alternate name or short code for internal identification.
• Active Status: Toggle to enable or disable the customer record. Enabled by default (Active).

General

The General section captures key customer details such as ID, name, type, and address information.

• Customer Type: Select the customer classification.

  To create a new type, visit: Customer Type

• Segment: Select the market segment.

  To create a new segment, visit: Segment

• Type of Company: Select the legal structure (e.g., Pvt Ltd, Partnership).

  To create a new type, visit: Type of Company

• Export Unit Type: Select the export unit classification, if applicable.

  To create a new unit type, visit: Export Unit Type

• Address: Enter the full physical address.
• City: Enter the city.
• State: Enter the state or province.
• Country: Select the country.
• Pin/Zip Code: Enter the postal code.
• Google Pin Location: Enter the latitude/longitude or Google Maps link.
• Board Number: Enter the primary contact number.
• Website: Enter the official website URL.
• General Email: Enter the primary business email.
• Currency: Select the preferred transaction currency.

  To add a new currency, visit: UOC

• Sales Manager: Select the responsible sales representative.
• Region: Select the territory or region.
• Shipping Mode: Select the preferred shipping method.

  To configure modes, visit: Shipping Mode

• MSME: Toggle if the customer is an MSME. Disabled by default.

Contacts

Manage customer representatives' details and communication channels.

• Salutation: Select the appropriate title.

  To create a new salutation, visit: Salutations

• First Name: Enter the first name.
• Last Name: Enter the last name.
• Call Name: Enter the preferred nickname.
• Designation: Enter the job title.
• Department: Select the associated department.

  To create a new department, visit: Department

• Mobile Number: Enter the primary mobile number.
• Alternate Mobile Number: Enter a backup mobile number.
• Email: Enter the email address.
• Skype ID: Enter the Skype ID.
• Land Line: Enter the landline number.
• Extension: Enter the extension number.
• Time to Call: Enter the preferred time for communication.
• Language: Select the primary language.

  To create a new language, visit: Language

• Primary: Toggle to set as the primary contact. Disabled by default.
• Active: Toggle to set the profile as active. Enabled by default.

Actions: Click Add to save the entry to the list.

Related Customer Link

Link the customer to other organizations.

• Customer: Select the related customer.
• Customer Alias: Enter an alternative name or alias.
• Nature of Relationship: Select the relationship type.

  To create a new relationship, visit: Nature of Relationship

Address

Manage billing addresses and tax details.

• Bill To Address: Enter the invoice address.
• Address Verification: Check if the address matches the General tab.
• GSTN Number: Enter the 15-digit GSTIN.
• PAN Number: Enter the Permanent Account Number (PAN).
• Active: Toggle to set the address as active. Enabled by default.

Actions: Click Add to save the entry to the list.

Shipping Address

Manage shipping locations.

• Ship To Address: Enter the shipping address.
• Google Pin Location: Enter the geolocation details.
• Active: Toggle to set the address as active. Enabled by default.

Actions: Click Add to save the entry to the list.

Banking

Maintain bank account details for transactions.

• Bank Name: Select the bank name.

  To add a new bank, visit: Bank Name

• Branch: Enter the branch name.
• Account Number: Enter the bank account number.
• IFSC Code: Enter the 11-character IFSC code.
• Swift Code: Enter the SWIFT/BIC code.
• IBAN Code: Enter the IBAN.
• Primary: Toggle to set as the default account. Disabled by default.
• Active: Toggle to set the account as in use. Enabled by default.

Actions: Click Add to save the entry to the list.

Dispatch

Define dispatch preferences and instructions.

• Partial Dispatch: Toggle to allow partial shipments. Disabled by default.
• Drop Shipment: Toggle to allow drop shipments. Disabled by default.
• Packing Instructions: Select the packing requirements.

  To create new instructions, visit: Packing Instructions

• Special Instructions: Enter any specific handling instructions.
• POD Req: Toggle if Proof of Delivery is required. Disabled by default.
• Shipment Instructions: Select the shipment instructions.

  To create new instructions, visit: Shipment Instructions

• Preferred Freight Forwarder: Select the preferred logistics provider.

  To add a new forwarder, visit: Preferred Freight Forwarder

Terms

Define payment, shipping, and inspection terms.

• Advance (%): Enter the required advance payment percentage.
• Payment Terms: Select the agreed payment conditions.

  To create new terms, visit: Payment Terms

• INCO Terms: Select the international commercial terms.

  To create new terms, visit: INCO Terms

• Special Terms: Enter any non-standard agreements.
• LD Applicable: Toggle if Liquidated Damages apply. Disabled by default.
• Source Inspection: Toggle if source inspection is required. Disabled by default.

Statutory

Record legal registration and compliance status.

• Incorporation: Toggle if the customer is legally incorporated. Disabled by default.
• TIN: Toggle to enable TIN tracking. Disabled by default.
• GST: Toggle if registered for GST. Disabled by default.
• IEC: Toggle if holding an Import Export Code. Disabled by default.
• PAN: Toggle if holding a PAN. Disabled by default.
• Udhyam Certificate: Toggle if registered under Udhyam (MSME). Disabled by default.
• MSME: Toggle if qualified as an MSME. Disabled by default.

Details

Capture operational data and capacity metrics.

• Turnover (3 Years): Enter total revenue for the last three years.
• DNB (Hoovers) Number: Enter the Dun & Bradstreet tracking number.
• ICRA: Enter the ICRA credit rating.
• Head Count: Select department/skill and enter the employee count. Click Add to save.
• Capacity: Enter operational capacity.
• UOM: Select the unit of measure for capacity.
• Floor Space: Enter total floor area.
• Sqft: Specify area in square feet.
• Machines: List key machinery.
• Tools & Equipment: List major tools and equipment.
• ERP: Specify the ERP system in use.
• ESD Setup: Select the ESD setup status.
• Hazmat Setup: Select the Hazmat setup status.
• OSP (Outsourced Processes): Enter details of outsourced processes.

Customer Approval

Manage approval status and audit requirements.

• Scope of Supply: Select the product or service range.

  To create a new scope, visit: Scope of Supply

• Customer Category: Select the business category.
• Basis of Approval: Select the approval criteria.

  To create a new basis, visit: Basis of Approval

• Approval Date: Select the approval date.
• Approval By: Enter the approver's name.
• Upload: Attach relevant documents.
• Re-Audit: Toggle if re-audit is required. Disabled by default.
• Audit Frequency: Select the audit interval.

  To create a new frequency, visit: Audit Frequency

Save Configuration

Click Save to complete the Customer Master creation. The record will be available in the View/Modify section.