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 dropdowns rely on predefined values that must be created in their respective secondary masters.

Navigation Steps

1. Click on "Masters".
2. Click on "Create" under "Customer Master".

A new tab will open with fields to be filled in the Form

Customer Master Form

• Customer Name: Enter the Customer Name.
• Customer Alias: Enter the Customer Alias.
• Active Status: This is a toggle option that is enabled by default.

Note - Company Name are mandatory.

General

The General section captures key customer details such as ID, name, type, and address information. It also includes business and company-specific data like currency, sales manager, and shipping mode. Fields marked with dropdowns rely on predefined values that must be created in their respective secondary masters.

• Customer Type: Select the type of customer from the dropdown menu.
  • To create a new option, go to: Customer Type
• Segment: Choose the appropriate customer segment from the dropdown menu.
  • To create a new option, go to: Segment
• Type of Company: Specify the company classification (e.g., Pvt Ltd, Partnership).
  • To create a new option, go to: Type of Company
• Export Unit Type: Choose the export unit classification if applicable.
  • To create a new option, go to: Export Unit Type
• Address: Full street address of the customer.
• City, State, Country: Geographical details for the customer.
• Pin/Zip Code: Postal code for the address.
• Google Pin Location: Enter the latitude/longitude or Google Maps link.
• Board Number: Main contact number of the organization.
• Website: Customer's official website.
• General Email: Primary contact email for business communication.
• Currency select the Preferred transaction currency from the dropdown menu.
  • To create a new option, go to: Currency
• MSME: Indicate if the customer qualifies as an MSME.
• Sales Manager: Assign the responsible sales representative.
• Region: Define the territory or market region.
• Shipping Mode: Select the preferred method of shipping from the dropdown.
  • To create a new option, go to: Shipping Mode

Note - Company Type is mandatory.

Contacts

The Contacts section records customer representatives' details, including name, designation, department, and communication details such as phone numbers, email, and Skype ID.

• Salutation: Dropdown to select a salutation (e.g., Mr., Ms., Dr.).
  • To create a new option, go to: Salutation
• First Name: Enter the first name.
• Last Name: Enter the last name.
• Call Name: Enter the preferred name for communication.
• Designation: Enter the job title.
• Department: Enter the department name.
  • To create a new option, go to: Department
• Mobile Number: Enter the primary mobile number.
• Alternate Mobile Number: Enter an additional mobile number.
• Email: Enter the email address.
• Skype ID: Provide the Skype ID.
• Land Line: Enter the landline number.
• Extension: Enter the extension number.
• Time to Call: Select the preferred time for communication.
• Language: Specify the primary language.
  • To create a new option, go to: Language
• Primary: Toggle option to indicate If the contact Details are primary..
• Active: Status indicator for active/inactive status.

Add Button: Click on the Add button to save the entered contact details. The saved details will be displayed in a tabular format below.

Related Customer Link

This section establishes relationships between customers, allowing users to define connections using fields like Customer Alias and Nature of Relationship.

• Customer: Enter the customer name.
• Customer Alias: Enter an alternative name for the customer.
• Nature of Relationship: Describe the nature of the relationship with the customer.
  • To create a new option, go to: Nature of Relationship

Address

Stores billing addresses along with GST and PAN details. Users can verify the address with the General tab and mark it as active.

Address Verification: Check if the address matches the one in the General tab.

• Bill To Address: Enter the invoice address.
• GSTN Number: Enter the customer's GSTN number.
• PAN Number: Enter the customer's PAN number.
• Active: Toggle switch indicating whether the billing details are active.

Add Button: Click on the Add button to save the entered address details. The saved details will be displayed in a tabular format below.

Shipping Address

Captures shipping location details, including the Google Pin Location and activation status for each shipping address.

• Ship To Name: Enter the Shipping Name.
• Ship To Address: Enter Shipping Address.
• Google Pin Location: Enter Google Pin Location.
• Active: Toggle switch indicating whether the shipping details are active.

Add Button: Click on the Add button to save the entered shipping details. The saved details will be displayed in a tabular format below.

Banking

Stores customer banking details, including account number, IFSC, SWIFT, and IBAN codes. Users can specify a primary bank account for transactions.

• Bank Name: Select the bank name from the dropdown menu.
  • To create a new option, go to: Bank Name
• Branch: Enter the bank branch.
• Account Number: Enter the bank account number.
• IFSC Code: Enter the IFSC code.
• Swift Code: Enter the SWIFT code.
• IBAN Code: Enter the IBAN code.
• Primary: Toggle switch indicating whether the bank details are primary.
• Active: Toggle switch indicating whether the bank details are active.

Add Button: Click on the Add button to save the entered bank details. The saved details will be displayed in a tabular format below.

Dispatch

Defines dispatch preferences, including partial dispatch, drop shipment, packing, and shipment instructions. It also allows users to select preferred freight forwarders.

• Partial Dispatch: Toggle switch (default: disabled).
• Drop Shipment: Toggle switch (default: disabled).
• Packing Instructions: Select the the packing instructions From the Dropdown.
  • To create a new option, go to: Packing Instructions
• Special Instructions: Text Box to Enter any special instructions.
• POD Req: Toggle switch (default: disabled).
• Shipment Instructions: Select from the dropdown menu.
  • To create a new option, go to: Shipment Instructions
• Preferred Freight Forwarder: Select from the dropdown menu.
  • To create a new option, go to: Preferred Freight Forwarder

Terms

Captures payment-related terms, including advance percentage, INCO terms, payment conditions, and penalties (LD Applicable). Users can also define inspection requirements.

• Advance (%): Enter the advance payment percentage.
• Payment Terms: Select the payment terms from the dropdown menu.
  • To create a new option, go to: Payment Terms
• INCO Terms: Select the INCO terms from the dropdown menu.
  • To create a new option, go to: INCO Terms
• Special Terms: Enter any special terms.
• LD Applicable: Toggle switch (default: disabled). If enabled, enter the applicable LD details.
• Source Inspection: Toggle switch (default: disabled). If enabled, enter the source inspection details.

Statutory

Records regulatory compliance details such as GST, TIN, PAN, IEC, and Udhyam Certificate status, ensuring the customer meets statutory requirements.

• Incorporation: A toggle option. When enabled, it indicates that the customer is an incorporated entity and officially registered as a legal company.
• TIN: A toggle option. When enabled, it specifies that the customer has a Taxpayer Identification Number (TIN) used for tax-related transactions.
• GST: A toggle option. When enabled, it indicates that the customer is registered for GST and holds a valid GSTIN.
• IEC: A toggle option. When enabled, it specifies that the customer has an Importer Exporter Code (IEC) for import/export activities.
• PAN: A toggle option. When enabled, it indicates that the customer has a Permanent Account Number (PAN) for taxation purposes.
• Udhyam Certificate: A toggle option. When enabled, it specifies that the customer possesses a Udhyam Certificate, signifying registration under MSME.
• MSME: A toggle option. When enabled, it indicates that the customer qualifies as a Micro, Small, or Medium Enterprise (MSME). Certification details can be provided if required.

Details

Maintains business-specific data, including turnover, DNB number, ICRA ratings, headcount, production capacity, and ERP system details. It also tracks machinery and outsourced processes

• Turnover (3 Years): Enter the total revenue generated by the customer over the last three financial years. Specify in the applicable currency (e.g., USD, INR).
• DNB (Hoovers) Number: Enter the unique number assigned to the customer by Dun & Bradstreet, used for tracking financial and credit information.
• ICRA: Enter the ICRA rating (if applicable), representing the customer’s creditworthiness or financial assessment.

Note – Head Count: Used to record the total number of employees at the customer’s organization, categorized by their skills or departments. Enter the relevant skill/department, specify the number of people, and click Add to display the details in a table.

• Capacity: Enter the production or operational capacity of the customer (e.g., units produced per month, volume handled).
• UOM: Specify the unit of measure for the customer’s capacity (e.g., liters, kilograms, pieces).
  • To create a new option, go to: UOM
• Floor Space: Enter the total area available at the customer’s facility (e.g., sqft or sqm).
• Sqft: Specify the floor space in square feet, if applicable.
• Machines: List the key machines used at the customer’s facility in their operations or manufacturing process.
• Tools & Equipment: List the major tools and equipment available with the customer.
• ERP: Mention the ERP system the customer is using (if any, e.g., SAP, Oracle, GetAPCS).
• ESD Setup: Radio option – select the type of Electrostatic Discharge (ESD) setup available at the customer’s facility.
• Hazmat Setup: Radio option – select the type of hazardous material (Hazmat) setup available at the customer’s facility.
• OSP (Outsourced Processes): Provide details of any processes the customer outsources (e.g., machining, painting, packaging).

Customer Approval

Stores approval details such as scope of supply, customer category, approval date, and audit frequency. Users can manage re-audit schedules and upload necessary documents.

• Scope of Supply: Describe the range of products, services, or materials that the customer will supply. This defines the extent of the customer’s responsibilities in the agreement.
  • To create a new option, go to: Scope of Supply
• Customer Category: Specify the category the customer belongs to (e.g., Supplier, Distributor, OEM, Service Provider).
  • To create a new option, go to: Customer Category
• Basis of Approval: Describe the criteria or conditions on which the customer has been approved (e.g., quality certifications, past performance, audit results).
  • To create a new option, go to: Basis of Approval
• Approval Date: Enter the date when the customer or their product/service was approved, in the format mm-dd-yyyy.
• Approval By: Enter the name of the person, department, or authority who granted the approval for the customer.
• Upload: Select and upload any supporting file(s) relevant to the approval (e.g., certificates, audit reports, compliance documents).
• Re-Audit: A toggle option. When enabled, it indicates that the customer or their product/service requires a re-audit based on approval conditions or defined frequency.
• Audit Frequency: Specify how often the customer or their product/service needs to be audited (e.g., Annually, Biannually, Quarterly).
  • To create a new option, go to: Audit Frequency

Save Button: After entering all the required details, click the save button to record the information, which will then appear on the view/modify page.