Page Contents:

Points to note

Adding a New Customer

Details tab

Address tab

Contacts tab

Delivery tab

Quotes tab

Orders tab

Credits tab

Customer Pricing tab

Customer Pricing Tutorial

The Add Customer page enables you to add a new customer to Unleashed so that you can create Sales Orders for them. You can also import customers into Unleashed using a CSV template. For more details, see Import Customers.

Points to Note

• Ensure that each Customer Code is unique and avoid using '0' or '00' at the beginning of your Customer Codes.
• The Customer currency will default to your base currency. The currency cannot be edited once the Customer has been used on a Sales Order.

• If you have a customer using multiple currencies, you must have a different Customer Code and Name for each customer and each currency.

Adding a New Customer

To create a new Customer in Unleashed, for the below steps:

1. In the main menu, select Customers | Add Customer.
2. In the Details tab, advise the required fields: Customer Code and Customer Name.
3. In the Contacts tab, advise a First Name, Last Name and Email Address as a Primary contact
4. Complete the remaining fields of information for the Supplier across the following tabs:

Details tab

• The Customer Code and Customer Name (required). 
• Customer Type: The customer type value is used typically to group sales reporting by the types of customers you sell to. For more details, see Customer Types. 
• Salesperson: Associate a salesperson from your team with Customers and their subsequent Sales Orders. For more details, see Sales Persons.
• Default Delivery Address: Select the default delivery address for the customer's orders. The drop down menu populates from the Address and Delivery tabs (see below) in the customer's record.
• Delivery Method: Select the default method to be used for the customer. For more details, see Delivery Method.
• Default Warehouse - Select the default warehouse orders for this customer will be shipped from. For more details, see Warehouses.
• Notes: Advise any internal details or notes relating to the Customer.
• Obsolete: Toggle on if the customer record is to be obsoleted from use on future Sales Orders and Quotes. 
• GST/VAT Number: The Customer's tax number
• EORI Number: The Customer's EORI number for internationally shipped Sales Orders. For more details, see International Commerce Codes 
• Default Currency: The Customer's preferred currency, used for Customer transactions. The currency will need to be setup in your setting's Currency Rates before it can be allocated to a Supplier.
• Taxable: Select or clear this option based on whether the supplier is taxable or non-taxable.
• Tax Rate: If you have selected the Taxable option, you can also choose the Customer's default tax rate, if required. The tax rates are retrieved from the taxes setup in your setting's Taxes.
• Sales Account: If integrated with either Xero or Quickbooks, select the Sales Account invoices for this customer will export to once completed. 
• Bank Account Name: Your Customer's preferred bank details.
• Bank Account Number: Your Customer's preferred bank details.
• Payment Terms: Payment terms for the supplier, based on the terms setup in your setting's Payment Terms.
• Sell Price Tier: Select the Sell Price Tier applicable to your customer. For more details, see Sell Price Tiers
• Discount (%): Advise a percentage value discount to automatically apply to Sales Orders made for the customer. 
• Reminder: Add a reminder that will display each time the customer is selected for a new Sales Quote or Sales Order.
• Print Quote when accepted on Sales Quote page: Tick the check box to automatically print the accepted Sales Quotes using the selected Document Designer template. 
• Print Order when completed on Sales Order page: Tick the check box to automatically print the completed Sales Orders using the selected Document Designer template. 
• Print Packing Slip: Tick the check box to automatically print a Packing Slip using the selected Document Designer template. 
• Quote template: The default Doc Designer Template used when a Sales Quote's printed for this Customer.
• Order template: The default Doc Designer Template used when a Sales Order's printed for this Customer.
• Invoice template: The default Doc Designer Template used when an Invoice is printed for this Customer.
• Packing Slip template: The default Doc Designer Template used when a Packing Slip's printed for this Customer.
• Ship Note template: The default Doc Designer Template used when a Ship Note's printed for this Customer.
• Apply Credit Limit: If enabled in the Xero configuration's Advanced Features, apply a credit limit to a customer. For more details, see Xero Customer Credit Limits.
• Stop Credit: If selected, the specified customer will not be able to create any credit-related tasks, i.e. the customer will not be able to create Sales Orders.

Address tab

For each address that's advised for a Customer, ensure that you specify a unique Address Name.

• Postal Address: Typically advised as the invoicing address.
• Physical Address: Typically advised as the main delivery address.
• Ensure that you specify an Address Name and at least one other field (e.g. Address Line 1).

Contacts tab

A contact must have at least one of the following fields completed: First Name or Last Name or Email. The combination of First Name, Last Name and Email must be unique.

• First Name: The first name of your Customer contact.
• Last Name: The surname of your Customer contact.
• Email: The email address of your Customer (must be in a valid format).
• Delivery Address: Select a default delivery address for the contact, populated from the Delivery tab.
• Website: Your Customer's website address (must be a valid website URL).
• Toll Free No: Your Customer contact's toll free telephone number.
• Phone: Your Customer contact's main phone number.
• Fax: Your Customer contact's fax number.
• Mobile Phone: Your Customer contact's mobile phone number.
• DDI: Your Customer contact's Direct Dial In number.
• Office Phone: Your Customer contact's office phone number.
• Ordering: Tick the check box if the contact is to be included on Sales Orders emailed from Unleashed. For more details, see Automated Notifications. You can also, tick Ordering if the contact is to be invited to your B2B Store, see B2B Store - Customers.
• Invoicing: Tick the check box if the contact is to be included on Invoices emailed from Unleashed. For more details, see Automated Notifications. 
• Shipping: Tick the check box if the contact is to be included on Sales Shipments emailed from Unleashed. For more details, see Automated Notifications. 
• Primary: Your first contact added will be marked as your Primary contact. To identify a different contact as your Primary contact, add their contact details and then choose "Set as primary" from the action cog on the right.
• Default CC Email Address: Advise a default email address to be included on all emails sent from Unleashed for this Supplier.

For integration with Xero, your primary contact MUST have an email address to sync successfully. Xero will accept another 5 contacts as contact persons in Xero.
For integration with Quickbooks, your primary contact is your Customer in Quickbooks. Only the primary contact will sync with Quickbooks.

Delivery tab

You can specify a default Delivery Address in the customer's Details tab, or advise a default Delivery Address for a Contact within the Customer too. This address will then automatically populate in Sales Orders for the customer and if the Contact is specified. 

• Address Name: Ensure that you specify a unique Address Name per address.
• Address Line 1: Free text field
• Address Line 2: Free text field
• Suburb: Free text field
• Town/City: Free text field
• State/Region: Free text field
• Postal Code: Free text field
• Country: Select from the drop down menu available.
• Delivery Instruction: Free text field

NOTE: If one of the Delivery Addresses are selected in a Sales Order and the address fields are edited in the order, the changes will update the Delivery Address in the customer record to match. 

Quotes tab

The Quotes tab displays all the Sales Quotes that have been created for the Customer. The Action Cog on the right enables you to Edit, Email, Print or Clone each Quote. 

The Action Cog on the left of the Quotes tab allows you to bulk update the selected Sales Quotes with the following:

• Accept
• Cancel
• Email
• Print
• Delete 

Orders tab

The Orders tab displays all the Sales Orders that have been created for the Customer. The Action Cog on the right enables you to Edit, Print, Print Product Labels, Print Commercial Invoice, Print Packing Slip, Email or Clone each Sales Order. 

The Action Cog on the left of the Orders tab allows you to complete the following actions in bulk:

• Assign Oldest Batch Numbers
• Assign Oldest Serial Numbers
• Print Documents: Select to open a pop-up and choose which Sales document you want to print
• Complete Orders
• Complete and Print Invoices: Completes the selected Sales Order and prints their Invoices.
• Create Shipments
• Change Status
• Email Orders
• Email Invoices
• Export to 3PL
• Delete

Credits tab

The Credits tab displays all the Credit Notes that have been created for the Customer.

Customer Pricing tab

If you want to provide a special price or discount for products or product groups for a specific customer, use Customer Pricing. 

For more details, see What is the Customer Pricing Hierarchy?

To setup Customer Pricing, follow the below steps:

1. Use the Product field to search a specific Product or select a Product Group from the drop-down menu available:
   • If applying to individual products, the Default Sell Price for the selected product is displayed.
   • If applying to a Product Group, no default price is shown
2. Enter either a value that will either be the new price or percentage discounted from the Product or Product Group in Price / Discount %.
3. Select the Price Type from the drop-down list that will apply to the value given in Price / Discount %. The value will be applied only to this customer.
   • Fixed price: If you want to offer a fixed price discount. 
   • Discount %: If you want to offer a discount percentage. You can enter any number between 1 to 100 only in the Price / Discount % field. 
4. Complete the following details as required:
   • Show Discount: Tick the check box if you want the discount applied to show on your Orders and Quotes.
   • Min Quantity: If you want to specify a minimum quantity for the discount to apply, type the required value.
   • Valid From: Date the discount will be applied from. 
   • Valid To: Date up to which the price/discount will be applicable.
5. Add comments for reference.
6. Click Add.

You can edit and delete the Customer Pricing details at any time. To edit, click on the field and update as appropriate or use the bin icon on the right to remove it. 

You can also update Customer Pricing in bulk using the Import/Export functions. The Import and Export buttons available in the Customer Pricing tab will direct you to the Customer Import/Export page, where you can download an Import template or Export the current Customer Pricing lists.

NOTE: You will need to delete ALL CUSTOMER PRICING before an update can be imported. For more details, see Import Customer Pricing Field Definitions and How to Update Customer Pricing in Bulk.