Customer Records Tutorials

Customers are often referred to as Debtors or Accounts Receivable. They represent individuals or businesses that owe money for goods or services provided.

All the relevant Customer information can be entered in BOS, including contact details, addresses, registration information, and credit terms. 

There are two Views in BOS. List View displays a list of Customers with names and key information. Edit View allows users to add or edit Customer information (if they have the required authority).

Navigation: Main Menu > Setup > Customers

These tutorials explain how to display customer lists and how to create, edit, and delete customer records.

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How to Display a List of Customers

This List View provides a brief summary of customers’ information, including their names, trade names, currency, and registration information.

1. Navigate to Customers.
2. Click Menu (button) > Default.
3. Apply any of the filters as needed.
4. Click View (button).

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How to Display Customers’ Accounting Information

This List View provides a brief summary of customers’ accounting information, including bank details, and credit terms.

1. Navigate to Customers.
2. Click Menu (button) > Accounting.
3. Apply any of the filters as needed.
4. Click View (button).

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How to Export a List of Customers 

1. Navigate to Customers.
2. Select the Default or Accounting View from the Menu (button).
3. Click View (button).
4. Click Output (button) > Export (.xlsx).
5. Type a name for the file.
6. Click Save.

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How to Display Recently Added or Updated Customers 

1. Navigate to Customers.
2. Select the Created or Updated radio buttons.
3. Next to Set, select Today or This Week.
4. Click View (button).

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How to Create a Customer Record

Creating a customer is the same as creating a Contact and selecting Entity. 

1. Navigate to Main Menu > Setup > Customers.
2. Click New (button).
3. Fill in the Header section as follows:
   1. Name = Type the full legal name of the customer.
   2. Known As = Type the customer’s trade name.
   3. Reg No. = Type the customer’s registration number.
   4. Groups = Click the ellipses (…) in the groups block and select the groups you want to add.
      • Note: Groups are created via Menu (button) > Edit Groups.
   5. Tel = Type a landline phone number, including any international dialling codes.
   6. Mobile = Type a mobile number, including any international dialling codes.
   7. WhatsApp = Type the customer’s number used for messaging services.
      • Note: WhatsApp is a setting. You can replace the name: WhatsApp with your preferred messaging service. 
   8. Email = Type the customer’s email address.
   9. Website = Type the customer’s website address.
   10. Postal address: This block is prefilled with the default postal address from Addresses (tab).
   11. Street address: This block is prefilled with the default street address from Addresses (tab).
4. Complete the Attributes (tab).
5. Complete the Addresses (tab)
6. Complete the Employees (tab).

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How to Edit Customer Records

The Edit (button) is greyed to indicate that Edit Mode is active. Buttons to add details are only available if Edit Mode is active. Clicking Edit (button) when it is greyed out will cancel edit mode.

1. Navigate to Customers.
2. Right click the applicable record and select Edit Contact from the context menu.
3. Click Edit (button).
4. Make any of the changes as described above.
5. Click Save (button).

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How to Delete Customer Records

If the customer account is included in any transaction or ticket, it cannot be deleted. In this case, change the Customer’s Status instead (e.g. to Cancelled).

1. Navigate to Customers.
2. Right click the applicable record and select Edit Contact from the context menu.
3. Click Actions(button) > Delete Contact.

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