How to Add a New Customer and Display Customer Data in Sales Invoice Templates

A customer may inquire about how to add a new customer to the system.

Procedures to follow:

Method 1 (from the main menu):

1. Go to: Sales > Customers > Add Customer.

2. An ‘Add Customer’ page will appear. Fill in the following data:

   • Reference Number: You can enter a reference number specific to the customer for easy tracking. The system also supports creating a reference number automatically based on settings (mandatory field).

   • Customer Name: Enter the customer’s full name and you can enter it in Arabic, English, or both together in the same customer name field (mandatory field).

   • Contact Information: Enter the primary and secondary contact numbers and email address.

   • Business Information: Enter the business name, website, and tax number if the customer is a commercial entity.

   • Status: You can set the customer status to:

     • Active: This is a customer you deal with continuously and will appear in the lists when creating invoices.

     • Inactive: This is a customer you no longer deal with and will not appear when creating a new invoice.

   • Billing Address: This is the address that appears on the sales invoice.

   • Shipping Address: This is the address used to deliver products or services. To simplify, you can select the ‘Copy Billing Address’ option if they are the same.

   • Bank Account Information: You can add the customer’s bank account details if necessary.

Method 2 (when creating invoices or quotes):

• You can add a new customer directly from the sales invoice creation page or quote page by clicking the ‘Add New Customer’ option from the customer list.

Explanatory video for how to add a new customer: https://www.youtube.com/watch?v=ouR6zkAvxAE&t=13s

Important Notes:

• The mandatory fields are customer name and reference number. The rest of the data is added if available.

• Duplicate Verification: When adding a customer, the system automatically checks for duplicate data (customer name, business name, tax number) and alerts you if there is a match.

• Customer Reference Number:

  • This number appears on the customer page and when exporting customer data, invoices, and quotes.

  • You can search for customers, invoices, quotes, and credit notes using this number.

  • You can control the reference number settings (automatic or manual) through: Settings > General Settings > Customer Settings.

• Deleting a Customer: You cannot delete a customer who has recorded transactions (such as invoices), but you can change their status to ‘Inactive’ to hide them and prevent them from appearing in invoices.

• Number of Customers: There is no maximum limit on the number of customers that can be added in any of the plans.

How to Display Customer Data in Sales Invoice

You can display the following customer data in the sales invoice design:

• Name (as added in customer data and can be added in Arabic, English, or both)

• Primary Phone

• Secondary Phone

• Primary Email

• Secondary Email

• Tax Number

• Billing Address

• Shipping Address

• Reference Number

• Additional Customer Identifiers (as added in the additional identifiers in customer data)

• Customer Business Name

This is done by following these steps:

1. Go to Settings

2. Then go to General Settings

3. And select Sales Invoice Settings from the top options

4. Then scroll down and select the tax invoice designer or simplified invoice designer

5. Then place your mouse pointer on the location where you want to add the required data

6. Then click on the (…) next to the toolbar

7. Then click on ‘Party’

8. And click on the required data to add it

9. Then click Save next to the designer

Notes:

• You can add a new customer through the Qoyod POS app by clicking the ‘+’ icon next to the customer name when creating a ‘Shopping Cart’ invoice and then add the customer data and save.

Keywords for Inquiry:

• How can I add a new customer to the system?

• In invoices the customer name appears in Arabic and I want it in Arabic and English

• What is the way to add a new customer in Qoyod?

• How do I add a new customer from within the invoices list?

• How can I add a new customer without going to the customers list?

• Is there a second way to add a customer other than the regular way?

• How do I add a new customer with all his data?

• What is the difference between an active and inactive customer when adding them to the system?