4.1.2 Customer

A “customer” is a person or entity that buys goods or services from a business. The customer is the party making a purchase, and their transactions are recorded in the accounting system. These records help track sales, revenue, and customer-related information. Understanding customer transactions is crucial for businesses to manage sales, provide customer service, and keep accurate financial records. Moreover, we’ve improved the way you see Supplier details so that you don’t have to wait too long to view them.

4.1.2.1 Add Customer Manually

1. Go to Sales, then click Customer.

2. To add a new Customer, click the Add button that can be seen on the Customer List.

3. Fill all the important fields for Customer Detail like:Note: Highlighted with Orange are required fields. If there is no value, just put NA. In addition, do not provide special characters like   ` ! @ # $ % ^ & * ( ) – _ + = { } [ ] | \ / : ; ” ‘ < > . ? .

• Customer (Name of the Customer)
• Contact Person
• Contact Number
• Email Address
• Proprietorship
• First Name
• Middle Name
• Last Name
• TIN
• TIN Branch Code
• Address lines (Street Barangay, City, Province, Region, Zip Code)
• Category
• Business Style
• WTAX

4. After filling up the important fields, click Save then Lock buttons.

4.1.2.2 Add Customer Via Import Function

5. Go to Sales, then select Customer.

6. Click the Functions button, then click Optimized Upload, and click Download Customer File Format.

7. An excel file is automatically downloaded for the Customer File Format. As your indicator, the file is named CustomerFileFormat.

8. Open the file. The file is used if you want to import multiple Customers in our system. Just keep in mind, we advise with a maximum of 500 Customers per upload.

9. As you can see on the file, it has sample data where you can see the following columns (all in all, there are 29 columns):

• ManualCode  
• Customer    
• Category    
• PWDorSCDNo  
• TIN
• Zipcode
• BusinessStyle  
• ContactPerson  
• ContactNumber  
• TermId  
• Term    
• CreditLimit
• EmailAddress    
• Particulars
• AddressLineStrtBarangay
• AddressLineCity
• AddressLineProvince
• AddressLineRegion  
• WTaxId  
• WTax    
• DiscountId  
• Discount    
• ReceivableAccountId
• ReceivablePayableAccount    
• Proprietorship  
• LastName    
• FirstName  
• MiddleName  
• TINBranchCode

10. If you have multiple Customers to be uploaded, we suggest copying first the sample data then pasting on the next row until it reaches out on the number of items to be uploaded. Take note, there is a limitation of the number of Customers to be uploaded. Better read the “Best Practices” section first.

11. Next, provide a correct value for each column especially on the following column(s):

1. Take note: Highlighted with ORANGE are the required column, otherwise put NA as value:

• Manual Code → should be unique, alphanumeric and should not exceed 255 characters. Example: ABC0000001
• Customer → should be unique, has no special characters and should not exceed 128 characters.  
• Category  → alphanumeric, should have no special characters (if none, default to NA)
• PWDorSCDNo → should have no special characters (if none, default to NA)
• TIN → format should be 000-000-000
• Zipcode → should be numeric
• BusinessStyle → should have no special characters (if none, default to NA)
• ContactPerson → should have no special characters (if none, default to NA)
• ContactNumber → should have no special characters (if none, default to NA)
• Term → you can select a Term value from the dropdown. Do not edit the TermId.
• CreditLimit → should be numeric, (if none, default to 0)
• EmailAddress → should be valid email address, (if none, default to NA)
• Particulars → if none, default to NA
• AddressLineStrtBarangay → should have no special characters (if none, default to NA)
• AddressLineCity → should have no special characters (if none, default to NA)
• AddressLineProvince → should have no special characters (if none, default to NA)
• AddressLineRegion → should have no special characters (if none, default to NA)
• WTax→ you can select a WTAX value from the dropdown. Do not edit the WTaxId.
• Discount → you can select a Discount value from the dropdown. Do not edit the DiscountId.
• ReceivableAccount → you can select an Account Receivable value from the dropdown. Do not edit the ReceivableAccountId.
• Proprietorship → just select Corporation or Individual
• LastName → should have no special characters (if none, default to NA)
• FirstName → should have no special characters (if none, default to NA)
• MiddleName → should have no special characters (if none, default to NA)
• TINBranchCode → should be numeric

12. 12. Once okay, save the file.
    13. Go back to the system, then go to Sales, then select Customer.

14. Click again the Functions button, then hover to Optimized Upload, then click Import Draft Customer.

15.  Look for the Customer file format, then double click.
16. Wait until it will successfully be imported. At this stage, the Customer(s) is not yet added to the Customer list. Instead, it will be added on the Draft Customer list. Meaning, the Customer(s) being imported are subject for a review.

17. To view the Customer(s) on the Draft Customer , click the Functions button, then hover to Optimized Upload, then click on the Draft Customer.

18. Review if the Customer(s) being imported are added on the Draft Customer list.
19. Once okay, click the Validate button. This is to validate first the Customer detail if everything is correct before it can be posted. Please refer to the following validation status:

2. No ManualCode provided → means that ManualCode column has no value.
3. ManualCode already exists. → means that ManualCode column value exists on the Customer list.
4. No Particulars provided → means that Particulars column has no value.
5. No Customer provided → means that the Customer column has no value.
6. Invalid TIN Format → means that the TIN column has an invalid format. Format should be: 000-000-000.
7. No TIN provided → means that the TIN column has no value.
8. No ZipCode provided → means that the ZipCode column has no value.
9. No BusinessStyle provided → means that the BusinessStyle column has no value.
10. No PWDorSCDNo provided → means that the PWDorSCDNo column has no value.
11. No ContactPerson provided → means that the ContactPerson column has no value.
12. No ContactNumber provided → means that the ContactNumber column has no value.
13. No Category provided → means that the Category column has no value.
14. No CreditLimit provided → means that the CreditLimit column has no value.
15. No EmailAddress provided → means that the EmailAddress column has no value.
16. Invalid EmailAddress → means that the provided email address is not in the format of email.
17. No AdddressLineStrtBarangay provided → means that the AdddressLineStrtBarangay column has no value.
18. No AdddressLineCity provided → means that the AdddressLineCity column has no value.
19. No AdddressLineProvince provided → means that the AdddressLineProvince column has no value.
20. No AdddressLineRegion provided → means that the AdddressLineRegion column has no value.
21. No Proprietorship provided → means that the Proprietorship column has no value.
22. InvalidProprietorship → means that the Proprietorship is not equal to Individual OR Corporation.
23. No LastName provided → means that the LastName column has no value.
24. No FirstName provided → means that the FirstName column has no value.
25. No MiddleName provided → means that the MiddleName column has no value.
26. No TINBranchCode provided → means that the TINBranchCode column has no value.
27. Customer already exists → means that Customer column value exists on the Customer list.
28. ReceivableAccountId not found → means that the ReceivableAccountId  column value does not exist on the database.
29. DiscountId not found → means that the DiscountId column value does not exist on the database.
30. TermId not found → means that the TermId column value does not exist on the database.
31. WTAXId not found → means that the WTAXId column value does not exist on the database.

20. Once validation is okay, it will update the ValidationStatus. Read the validationStatus on what issues are being found. To correct the Customer detail, double click on the column where it has an issue then enter a valid value, then press Enter. After that, validate again by clicking the Validate button.

• Once everything is okay (ValidationStatus is equal to Validated), click the Post button. A confirmation message will display, click the Confirm button. This will now add the validated Customer(s) on the Customer list.

21. To check if the Customer(s) are added on the Item list, click the Close button then look for the Customer on the Customer List.