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A customer is an individual or business that purchases the goods or services produced by a business. Since the customer has the ability to choose between different products and suppliers, attracting customers is the primary goal of most public-facing businesses, because it is the customer who creates demand for goods and services. Businesses often compete through advertisements or lowered prices to attract an ever-larger customer base.

The details of all B2B Customers are stored in this master and flow from it to all relevant transaction modules.

The Customer Master has multiple application operations - Add, Edit, Delete and Export to Excel. 


Expand
titleHow to Add or Create Customer
Pre-requisites

Prerequisites

  1. The user's role must have the Add application operation enabled for Sales & Distribution > Setup > Customers > Customer in Admin > Security > User > Roles .

Step-by-step guide

Following steps are used:

  1. Go to Ginesys Web > Sales & Distribution > Setup > Customer.
  2. List view of the already created customers will be shown.
  3. Click on the Add button.
  4. Add Customer window will open.

  5. This window allows the addition of new Customer by capturing the following details:


Field NameField Description

General 

Customer ID

Mandatory field which has to be manually entered by user. It cannot accept duplicate values, i.e. no two customers can have same ID .

NameCustomer name has to be entered in this mandatory field.
AliasOptional field where some kind of identifier may be put in to make identification of customer easier later.
Detail Information
General (Tab)

Information 

Company Type -

This displays the Business mode of the customer and should not to be confused with Mode of Operation.

This is a drop down list in which there are the following six options of which any one has to be selected:

  • Proprietorship
  • Partnership
  • Private Limited
  • Limited
  • HUF
  • Co-operative
  • Others
Industry Type -

This specifies the economic segment to which the customers' company belongs.

This is a drop down list in which there are the following five options of which any one has to be selected:

  • Small Scale
  • Large Scale
  • Government
  • Contractors
  • Others
Product TypeThis is an optional field where the user can specify the customer's product type i.e. what the customer deals in. For example, apparel or jewellery or books etc.
Brand NameThis is an optional field where the user can specify the product's brand name.
Director / Owner name

This is an optional field for the user to specify the company's owner name or director's name.

General 

Class Name

This is a mandatory field where value has to be selected from a drop down list.
The list displays class type 'Customer' which are not extinct.

Class TypeThis field automatically displays the class type of the customer once the Class Name is selected above.
AR LedgerThis is a mandatory field where value has to be selected from a drop down list.
The list displays those ledger type 'AR/AP' which are not extinct.
Transporter NameThis is an optional field where value can be selected from a drop down list.
The list displays ledger type 'Transporter' which are not extinct.

Mode of Operations


Mandatory field which must be selected from a drop down list with Fixed value set as below:

  • Consignment - Branch Transfer
  • Outright Sale


The default value for this field is Outright Sale.

Important information

For new entries, Mode of Operation remains enabled for selection, whereas modification is not allowed once saved.

While adding any new entries, change in Mode of Operation will clear any Sales Term and Form name specified.


In case of, Consignment mode being selected Specify Sales Posting Method is enabled and the following two options are provided, of which any one is to be selected:

  • Tax inclusive
  • Tax Exclusive
RemarksThis field allows the recording of any arbitrary information of the customer required to be recorded.

Communication 

Contact personThis has two related fields; Name (name of the contact person) and Mobile Number (mobile number of the contact person). These are mandatory fields.
Address

This has seven related fields:

  • Address - Number and name of building and road/street etc.
  • City - The city where the customer is located.
  • Std Code - Std code of the customer's location.
  • District - The district to which the customer's business is located.
  • State - The state to which the customer belongs.
  • Pin Code - The pin code of the customer's location.
  • Country - The country where the customer is located.

Address , City and Pin code are user inputs; however, City can be selected from the lookup.

Rest of the fields are automatically displayed on selection of City.

Phone NumberIn this section, three (3) Office numbers of customer can be recorded along with his Fax Number and his Residence Number.
EmailThis section has the option of recording 2 Email ids of the customer.
WebsiteThe customer's website link can be recorded here.

Procurement (Tab) - These details will be required if the customer is ever treated as a supplier

Item Settings - These settings are designed to help the user set pricing policies at the item creation level 

Create item with Retail Sale Price (RSP) as <user defined value> % Markup on Std Rate, <Round off basis, user defined> in Multiples of <user defined value>This field states how much markup on the current standard price is applied on the items' Retail Sale Price (RSP). User can also select applicable round off basis (i.e. if it would be Upper Round off , Lower Round off , or Nearest Value) and the multiples in which it will be rounded when purchased from this entity.
Create item with Wholesale Price (WSP) as <user defined value> % Markup on Std Rate, <Round off basis, user defined> in Multiples of <user defined value>This field states how much markup on the current standard price is applied on the items' Wholesale Price (WSP). User can also select applicable round off basis (i.e. if it would be Upper Round off , Lower Round off , or Nearest Value) and the multiples in which it will be rounded when purchased from this entity.

Price Settings - These settings are designed to help the user find the actual cost prices of the item 

Populate Item Basic Price

This is a drop down list with the following values of which any one has to be selected:

  • From Price Chart
  • As per definitions

If item not found in Price Chart, calculate Basic Price as Below:

Apply <User defined value>% Markdown on Item <User defined value from list of price types> <Round off basis, user defined> in Multiples of <user defined value>

In case cost of items purchased from the entity are not found in the Price Chart, then their rates will be derived from the calculations of the values in these fields.

e.g. Apply 20% Markdown on Item MRP(Maximum Retail Price); Nearest Value in Multiples 5

The various types of rates are -

  • Basic Rate (Last Purchase)
  • Effective Rate (Last Landing Cost)
  • Standard Rate (User Defined)
  • WSP (Wholesale Price)
  • RSP (Retail Sale Price) - Default selected
  • MRP (Maximum Retail Price)

Payment Settings - These settings are designed to help the user set parameters for discounts in purchase 

Allow Cash Discount in AP Voucher, on Full Payment of Purchase Invoice (Checkbox)

<User defined value>%, if paid within <user defined value>days

If selected, it allows a cash discount on full payment of invoice value; with a user set percentage of discount if the payment is made within a specified number of days.

Alert

  • The user input fields appearing below are only enabled on ticking the checkbox.
  • Once enabled, both percentage(%) and number days are mandatory.
  • Number of days must be within 1 to 999
  • Percentage has to be < 100

Document Settings - These settings are designed to help the user set the information required for the transaction. 

Tax Region

Optional field for which value has to be selected from the drop down list of non-extinct Tax Regions.

Trade GroupOptional field for which value has to be selected from the drop down list of non-extinct Trade Group.
Purchase Term

Optional field for which the value has to be selected from list of non-extinct Purchase Term.

If trade group is already selected the associated purchase term will be displayed in the lookup and must be assigned by selecting it; similarly selection of Purchase Term will also populate the trade group for the term as Customer Trade Group.

Purchase Form

Optional field for which value has to be selected from the drop down list of given non-extinct Purchase Forms.

Note: For Local trade group, the form is not applicable and the selection is disabled.

Order Settings - These settings are designed to help the user set the parameters for placing an order 

Purchase Order Booking CurrencyOptional field for which value has to be selected from the drop down list of given non-extinct currencies. By default, base currency will be populated.
Deliver the order <User defined value> daysThis field records the maximum number of days within which the delivery should be made. Optional field; can be any user defined value.
Buffer time allowed <User defined value> daysThis field records the extra number of days allowed over and above the Delivery days specified above. Optional field; can be any user defined value.
Purchase Order LimitThis field records the maximum limit of order amount. Optional field; can be any user defined value.

Incoming Logistics - These settings are designed to help the user set the logistics parameters for Procurement. 

Gate Entry Applicable (Checkbox)If selected, Procurement will require gate entry documents to be processed.
Logistics Applicable (Checkbox)

If selected, Procurement will require logistic documents to be processed, when goods are moving inward.

It enables several other checkboxes as below -


Field name
Description

If selected, goods moving inward would require a permit.

If selected, goods moving inward would have their quantity measured in bales.

If selected, goods moving inward would have Shipment tracked.

Alert


Shipment Tracking can be enabled Through separate Vendor Portal.



There is note at the bottom to draw attention of the user that Shipment tracking can be done through a separate portal.

Sales (tab)

Document Settings 

Trade GroupMandatory field for customers, in which value has to be selected from the drop down list of non-extinct Trade Groups.
Sales Term

Optional field for which the value has to be selected from list of non-extinct Sales Term.

If trade group is already selected the associated sales term will be displayed in the lookup and must be assigned by selecting it; similarly selection of Sales Term will also populate the trade group for the term as Customer Trade Group.

Sales Form

Optional field for which value has to be selected from the drop down list of given non-extinct Sales Forms.

Note: For Local trade group, the form is not applicable and the selection is disabled.

Price List Name

Mandatory field for Outright customers in which the value has to be selected from list of non-extinct Price List.
The list displays Price List Name, Price Type, Mode, Factor and Consider Tax.

IMPORTANT

  • Price List can only be selected when Mode of Operation has been provided in the General (Tab)
  • When Mode of Operation is Consignment then only pricelists where tax is not considered will be displayed in the list. Outright modes will display all price lists.
  • Price Type may be any one of the following values: MRP(Maximum Retail Price),  Wholesale Price (WSP), Retail Sale Price (RSP), Standard rate, Effective rate and FIFO rate

Credit settings 

Credit Rating

Optional field for which the value has to be selected from list of non-extinct Credit Rating.
The list shows Credit Rating and Description. User can rate a particular customer on his goodwill over here.

E.g. User with very good payment track record has a higher credit rating.

Invoice due date to be considered from <User defined value> days

Optional field with user defined value; the invoice will be considered as due from the number of days defined here.

E.g. If the value in this field for a particular customer is 2 days; then the invoice raised on 1st of any month becomes due on 3rd of that month.

Interest charged for delayed payment <User defined value>%

Optional field with user defined value; the buyer can be charged a penalty interest of the specified percentage on his due amount in case of delay in delivery, depends on user discretion.

Credit Verification 

Credit Rule violation depends on

Optional field for which the value has to be selected from list of rules. The rules are:

  • Credit Limit Only
  • Overdue
  • Credit Limit and Overdue
  • None

Important information

For Credit Rule - Credit Limit Only

The Credit limit amount and the Tolerance percentage will be checked for validation. In case of AP vouchers, only this Credit Rule is applicable. When this rule is applied Credit Limit field will become a mandatory field, but tolerance will remain as non-mandatory field. Only the Credit limit amount and the Tolerance percentage will be checked for validation. In case of AP vouchers, only this Credit Rule is applicable.

For Credit Rule - Overdue

When this rule is applied Overdue days field will become a mandatory field, but Overdue amount will remain as non-mandatory field. No.of Overdue days and Overdue amount will be checked for validation.

For Credit Rule - Credit Limit and Overdue

Both of the above-mentioned rules will be applied for validation purpose. The Credit limit amount, the Tolerance percentage, No. of Overdue days and Overdue amount will be checked for validation. However, in this particular credit rule, violation of any of the validations (Credit Limit or No. of Overdue days) will cause further related actions to be continued with warning or be suspended.

For Credit Rule – None

No validations will be applied, when none is selected as the rule.
In case of violation of any of the validations proper messages will be displayed and further DC / Invoice / AP Voucher creations will be allowed with warning or completely stopped based on the user’s profile setting. The user profile setting to be checked: “Credit Verification Failure Alert Method”.

Invoice credit limit set to Rs.<User defined value> with Tolerance of <User defined value>%

Credit Limit - The amount till which the customer can buy on credit. For example, Credit limit is defined as 5 lakhs, then the customer can make purchases up to this amount without making any payments.

Tolerance - A buffer value to the provided credit limit. For example, Credit limit is defined as 5 lakhs, and tolerance is 10%. The applicable credit limit will now become 5 lakhs and 50 thousand. 

No. of days Overdue date <User defined value>Overdue Date - Number of days beyond which if payment of any document is due for a customer, further delivery/sale process to be restricted for the customer. For example, Max overdue days is specified as 10 days and current date is 20th October. If there is any sales invoice which became due for payment before 10th of October, then user will be restricted to create any further delivery or sale document. 
Overdue Amount <User defined value>

Overdue amount - Buffer amount to be allowed even beyond overdue days.

Suppose overdue days is specified as 2 days and overdue amount is 10000. If there are only two documents of Rs. 4000 each, which became due 3 days back. Even then DC or Invoice creation would not be barred.

But if the overdue amount went beyond, like if there would have been 3 documents of Rs. 4000 each which became due 3 days back, then DC creation and Invoice creation would be barred for that customer only when the Overdue Amount limit has been crossed.

Note: In aforesaid example, profile setting for credit verification is considered to be set as ‘Stop’.

Agent Details 

Agent NameName of the agent referring the customer.
Commission <User defined value>%Percentage of sale value to be paid to the agent as commission.

Outgoing Logistics 

Logistics Applicable (Checkbox)If selected, Procurement will require logistic documents to be processed, when goods are moving outward.
Permit Applicable (Checkbox)If selected, Procurement will require permit documents to be processed, when goods are moving outward.
Finance (Tab)


Statutory (section) Image Modified


Registration Numbers
CIN No.Corporate Identity Number or Company CIN No. of the Customer's company is to be captured here
PAN No.The Permanent Account Number of the customer is to be recorded here.
GST Category Category of GST will be recorded here. This field is mandatory.
GST Identification No.GST Identification No. is to be recorded here.
GST StateState of GST is to be recorded here.
VAT No.

Value Added Tax or VAT registration number and the date of registration of the customer are noted here.

Since its a renewable document the date (calendar) field has been provided to capture the dates.

CST No.

CST = Central Sales Tax; The customer's registration number for payment of CST. The registration number and the date of registration are noted here.

Since its a renewable document the date (calendar) field has been provided to capture the dates.

Excise No.

Excise Control Code number is a PAN linked 15 digit alpha numeric registration number, the registration number and the date of registration of the customer are noted here.

Since its a renewable document the date (calendar) field has been provided to capture the dates.

Service Tax No.

The Service Tax Code Number is a 15-digit PAN linked number of the assessee. The customer's Service Tax registration number and the date of registration are noted here.

Since its a renewable document the date (calendar) field has been provided to capture the dates.

Service Tax CategoryThis field records the category of service the customer provides.
SSI No.Small Scale Industry Registration Number is provided by Ministry of Micro, Small and Medium Enterprises.
Micro & Small Establishment No.Micro & Small Establishment Number is provided by Ministry of Micro, Small and Medium Enterprises
Bank Details
Bank NameName of the Bank where the customer has the account used for transactions with the GINESYS user. For example, One customer may use a SBI account for transactions while another may prefer a private bank.
Account No.The transacting Account number of the customer.
MICR CodeMICR stands for Magnetic Ink Character Recognition, a technology which allows machines to read and process cheques in a short time. MICR code is usually a nine digit code.
IFSC Code

An IFSC or the Indian Financial System Code is an 11 digit code in alpha-numeric format used by the Reserve Bank of India to identify all the Bank branches within the NEFT (National Electronic Funds Transfer) network uniquely.

RTGS CodeReal Time Gross Settlement (RTGS) is an electronic form of funds transfer where the transmission takes place on a real time basis. The beneficiary account receives the funds transferred, on a real time basis.
Cheque LabelAccount name in favour of which cheque to be drawn for payment.
Ledgers (section) Image Modified

Purchase Ledgers

Purchase LedgerThe Purchase Ledger is the ledger where the financial posting related to that Customer happens. The drop down box will list all non-extinct General type of ledgers. The list will display Name, Nature, Type, SL Applicability and Site Applicability of the ledgers.
Sub LedgerIf the selected ledger is sub ledger applicable, then this field is enabled and becomes mandatory. The drop down box will list all non-extinct sub ledgers tagged to the selected ledger. The list will display Name, ID, Class Name and Ledger Name.
Purchase Return LedgerThe Purchase Return Ledger is the ledger where the financial posting related to that Customer happens. The drop down box will list all non-extinct General type of ledgers. The list will display Name, Nature, Type, SL Applicability and Site Applicability of the ledgers.
Sub LedgerIf the selected ledger is sub ledger applicable, then this field is enabled and becomes mandatory. The drop down box will list all non-extinct sub ledgers tagged to the selected ledger. The list will display Name, ID, Class Name and Ledger Name.
Outright Ledgers / Consignment Ledgers
Outright Ledgers
Sales LedgerThe Sales Ledger is the ledger where the financial posting related to that Customer happens. The drop down box will list all non-extinct General type of ledgers. The list will display Name, Nature, Type, SL Applicability and Site Applicability of the ledgers.
Sub LedgerIf the selected ledger is sub ledger applicable, then this field is enabled and becomes mandatory. The drop down box will list all non-extinct sub ledgers tagged to the selected ledger. The list will display Name, ID, Class Name and Ledger Name.

Sales Return Ledger

The Sales Return Ledger is the ledger where the financial posting related to that Customer happens. The drop down box will list all non-extinct General type of ledgers. The list will display Name, Nature, Type, SL Applicability and Site Applicability of the ledgers.
Sub Ledger

If the selected ledger is sub ledger applicable, then this field is enabled and becomes mandatory. The drop down box will list all non-extinct sub ledgers tagged to the selected ledger. The list will display Name, ID, Class Name and Ledger Name.

Consignment ledgers Image Modified
Sales LedgerThe mandatory Sales Ledger is the ledger where the financial posting related to that Customer happens. The drop down box will list all non-extinct ledgers which are General in nature and of Income and Expense type. The list will display Name, Nature, Type, SL Applicability and Site Applicability of the ledgers.
Sub Ledger (Sales Ledger)If the selected ledger is sub ledger applicable, then this field is enabled and becomes mandatory. The drop down box will list all non-extinct sub ledgers tagged to the selected ledger. The list will display Name, ID, Class Name and Ledger Name.

Transfer In Ledger

This ledger records the financial postings for the incoming goods in consignment sales. The list will display Name, Nature, Type, SL Applicability and Site Applicability of the ledgers.

Sub Ledger (Transfer In Ledger)If the selected ledger is sub ledger applicable, then this field is enabled and becomes mandatory. The drop down box will list all non-extinct sub ledgers tagged to the selected ledger. The list will display Name, ID, Class Name and Ledger Name.
Transfer Out LedgerThis ledger records the financial postings for the outgoing goods in consignment sales. The list will display Name, Nature, Type, SL Applicability and Site Applicability of the ledgers. .
Sub Ledger (Transfer Out Ledger)If the selected ledger is sub ledger applicable, then this field is enabled and becomes mandatory. The drop down box will list all non-extinct sub ledgers tagged to the selected ledger. The list will display Name, ID, Class Name and Ledger Name.
Transit LedgerTransit Ledger records the financial posting for goods that have been sent from one location and has not yet been accounted for at its destination, in other words it is still covering the distance. This field is mandatory only if the customer is a managed site. Otherwise it is optional. The drop down box will list all non-extinct ledgers which are General in nature and of Asset and Liability type. The list will display Name, Nature, Type, SL Applicability and Site Applicability of the ledgers.
Sub Ledger (Transit Ledger)If the selected ledger is sub ledger applicable, then this field is enabled and becomes mandatory. The drop down box will list all non-extinct sub ledgers tagged to the selected ledger. The list will display Name, ID, Class Name and Ledger Name.
Transit Difference LedgerThe difference in amount between valuation of goods sent from one location and the valuation of goods received at the destination - this is Transit Difference. This field is mandatory only if the customer is a managed site. Otherwise it is optional. The drop down box will list all non-extinct ledgers which are General in nature and of Asset and Liability type. The list will display Name, Nature, Type, SL Applicability and Site Applicability of the ledgers. 
Sub Ledger (Transit Difference Ledger)If the selected ledger is sub ledger applicable, then this field is enabled and becomes mandatory. The drop down box will list all non-extinct sub ledgers tagged to the selected ledger. The list will display Name, ID, Class Name and Ledger Name.
VAT Expense LedgerThis field is mandatory only if the sale posting method is Tax Inclusive. Otherwise it is optional. The drop down box will list all non-extinct ledgers which are General in nature and of Income and Expense type. The list will display Name, Nature, Type, SL Applicability and Site Applicability of the ledgers.
Sub Ledger (VAT Expense Ledger)If the selected ledger is sub ledger applicable, then this field is enabled and becomes mandatory. The drop down box will list all non-extinct sub ledgers tagged to the selected ledger. The list will display Name, ID, Class Name and Ledger Name.
General Ledgers (section) Image Modified
Allow to Transact with These Ledgers - Apart from AR/AP ledger, if the customer has to do other financial transaction, then the respective ledger needs to be tagged in this block.

Only the General type ledgers selected here will be allowed for transaction with the selected customer.

Add Row (Button)It adds a blank row at the bottom of the list.
General Ledger NameThe values in this field are selected from a drop down list, which displays the Name, Type and Site Applicable of the non-extinct General nature ledgers.
ExtinctIf selected, it will extinct the tagging of the respective General Ledger with the customer.

Applicable Sites 

Site NameThis displays the selected sites applicable for the selected General Ledger. Site can be selected through the Select Site button.
Site TypeThis displays site type of applicable sites.
ExtinctSince selected sites cannot be deleted, the extinct option has been provided. If required the General Ledger - Site tagging can be made extinct.
Select Site (Button)

On clicking, this button a window opens which lists all sites and site types from which user can select the sites for which the selected General Ledger will be applicable.

Clicking on the Populate button, populates the selected sites in the main window.


IMPORTANT

  • Applicable sites will be enabled only for the selected ledgers which are Site applicable.
  • Applicable sites are tagged to selected General Ledger.
  • At least one site selection is mandatory if site is applicable for the selected ledger.
  • Multiple site selection allowed.
TDS (section) Image ModifiedAlthough it is customary to deduct TDS for services rendered, yet jobbers and other service providers often apply and get certain relaxations on the TDS rate based on various criteria. These are attested by the exception certificates awarded by the government to a specific service provider for a particular financial year. Such details of a service provider is captured in the Exception Details section of the TDS tab.
TDS Applicable (Checkbox)If checked,it enables the entire section.
Specify TDS SourceThe source name for TDS calculation must be selected mandatorily from the drop down box. The source name is an identifier for the different TDS heads of Corporate and Non Corporate type. It is displayed from TDS Source Definition.
TDS Information -
Add Row (Button)It adds a blank row at the bottom of the list.
TDS NameName of the tax to be deducted from TDS Section Definition.
SectionDisplay field which is automatically populated once TDS name is selected.
Exception Details -
Date From

Calendar field, must take value within current financial year.

Only last date entry TDS Name wise can be modified.

Date To

Calendar field, must take value within current financial year.

Only last date entry TDS Name wise can be modified.

Note: Date From ≦ Date To

Certificate No.The Government of India issues a Certificate to some entities for Lower Deduction of TDS. The Certificate Number is an optional field to capture this detail if present. Duplicate number is not allowed.
Max Limit

The maximum amount till which the exception rate of TDS provided in the next column will be applicable.

For example the TDS Rate for commercial entity may be 5% for up to 200,000.00 and above that a general rate of 10% may be applicable.

TDS Rate

The rate at which the TDS will be deducted as long as the service amount is within the exception limit.

Important information

It cannot be :

  • Zero
  • Negative
  • Blank - if Maximum Limit has been provided

SaveThis button will save the Customer details.
CloseThis button will close the Add Customer window.



Expand
titleHow To Edit Customer
Pre-requisites

Prerequisites

  1. The user's role must have the Edit application operation enabled for Sales & Distribution > Setup > Customers > Customer in Admin > Security > User > Roles .

Step-by-step guide

Following steps are used:

  1. Go to Ginesys Web > Sales & Distribution > Setup  >Customer .
  2. Go to the Actions > Edit button or double click on the Customer to edit.
  3. Edit Customer window will open.

The user can edit any of the details in the window except Class Name and Class Type in the General tab . 




Expand
title How To Export to Excel

User can download an excel file of total record of the customers through Export to Excel. Steps are as follows:

  1. Go to Ginesys Web > Sales & Distribution > Setup > Customer.
  2. Go to the Action > Export to Excel.
  3. User will get a notification - "Excel Exported Successfully."
  4. One excel file will be downloaded containing the total record of the customers.

...

Info
  • Note: One time master creation for section 194Q has to be done manually with tagging of all eligible TDS source and their respective TDS rate.
Reflection in Customer Master

  • Under TDS Information block, a new column has been introduced for TDS Type in Vendor, Customer, Employee and Other sub ledger master.

  • The TDS Name can be quickly chosen by the new TDS Type column in the drop-down list.

  • Note: One time effort is to be applied to mark the eligible vendors for TDS Applicable and specify the Exception Limit for the year. 
    • Check: Sum of Invoice value already created during this year, needs to deducted from maximum exception limit, for respective vendors. 
    • Ex: If total value of Invoice raised till 30th June is 20Lacsfor a given vendor, then exception limit for that Vendor should be 30Lacs i.e.(50L - 20L). From next year Limit should be on full value i.e. 50Lacs.

...