Customer Records

Customer Records

Customers are critical to every business, regardless of size, type, or location. OpSuite provides the users with a powerful customer relationship management tool in its Customers   module. Each customer record holds valuable information about each of the users customers, from contact information and sales history, to activities and promotions. In this section,   we will review the customer record, how to add and edit a customer, and few ways in which the user can interact with the users customers using the tools provided within the   Customer module.  
The Customer Record is structured similar to other records throughout OpSuite, in that the user finds the top section with the basic information and as the users scrolls down the user finds that Customer Cards along with the Customer Details.  In Customer Details the user has information of contacts, sales and custom fields.  

If the user is not already on a customer record, follow the steps in the Records and Searches section of Login and Navigation to find a customer and open its record.  
Basic Customer Information 

The Basic Customer Information is found at the top of the Customer Record.  Let’s go
through the fields on the basic customer information section: 
  • Account Number - The Account Number of the Customer. This is the unique identifier for each customer that is used to reference or locate the customer at the point of sale, as well as throughout OpSuite. This number can be automatically generated (sequential) or it can be manually created, but must be unique.  
  • Name - The Name field is two lines for first and last name.
  • Company - The Company the Customer is with, if applicable.
  • Primary Address - The main address for the customer, also the billing address (where the customer receives invoices or statements, if applicable).
  • Line 1 - First line of address.
  • Line 2 - Second line of address (usually Suite or Apartment number), if applicable.
  • Line 3 - Third line of address, if applicable.
  • Line 4 - Fourth line of address, if applicable.
  • City - The customer’s primary address city.
  • State - The customer’s primary address state.
  • Zip Code - The customer’s primary address zip code.
  • Telephone - The customer’s main telephone number (and Fax, if applicable).
  • Email - The customer’s main email address.


** Required Fields are shown in bold.  All customers must be assigned to a Home Location, and a Location Group which can be found under Customer Details / Settings. The Location Group tells the system in which locations this particular customer will be available.


Once the customer's basic information has been added, you can add more options to personalize the customer's experience.

  • Active will be enabled for all customers automatically.  To deactive a customer, uncheck the box.  The customer will no longer appear in the main lookup table nor at the Point of Sale.
  • If the customer is a business, and has a Tax or Resale ID, it can be entered and saved in their customer profile. 
  • If utilizing an item's multiple Price Levels (A, B and C), you can select which price you'd like this customer to have when purchasing the item.
  • Also, you can set up the customer to automatically receive a discount on all purchases at the Point of Sale.


Next on the page you will see the customer's sale and visit counts, along with Campaign Points.  



If your Company Setup includes Accounts Receivable, you can enable a customer's AR account within their record.  here you can select the account type and the credit limit.  RMS and OpSuite POS will have different Available Credit and Balances, as they are not integrated to work together.  If you utilize both RMS and OpSuite POS, please contact your account representative for instructions. 


To better identify your customers in OpSuite and OpSuite POS, you may upload a photo of your customer.  The image is saved in the customer record and is sent to the POS.  This allows you to confirm the customer is who they say they are when using a customer account.


To add a photo, click the Browse button and search for the photo you wish to use.  Once you have uploaded the photo, click Save. 


Note:  OpSuite POS must sync to OpSuite for the customer photos to appear at the POS.







Customer Contacts 

The customer Contacts tab contains a list of all of the contacts that have been added to the customer record. This includes the primary contact information and primary address information or contact. The user can use this feature to record specific data about a customer’s spouse, children or colleagues who are authorized to purchase under the account.  

To Add or Edit a Contact, select the Edit or Add New Contact button at the bottom of the table.


Customer History


The Customer History tab shows all transactions associated with the customer.  This includes purchases and returns.  Each transaction's details can be viewed by clicking on the Transaction number.  If no Start or End date are selected in the table, the chart will display the customer's history since the customer was created and their first transaction was performed.





The Settings tab has slightly more detailed information for the customer, including their Location Group and Home Location (location where the customer was created).  You may also select if the Customer is Tax Exempt (please refer to your state's regulations on tax exemptions), or if the Customer is an Employee. 




If your Company Setup includes orders (Work Orders, Backorders, Special Orders or Layaway), you can view an individual customer's orders here.  You will see the date the order was placed, the order number, location it was placed, order type, the status (pending, completed), the amount due, and the date the order was closed.  This will be discussed more in Work Orders, Backorders, Special Orders or Layaway


Credit Account


If your Company Setup includes Accounts Receivable, you can view a customer's individual account history, including all transactions, payments and adjustments to the account. 

Adding payments, adjustments and all other Accounts Receivable actions will be discussed further in the Finance section of this documents.

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