What this page is for
This is one customer's own page: their contact details and KRA (Kenya Revenue Authority) PIN (personal identification number, the tax number), their house account if they have one, and their loyalty points if the loyalty feature is switched on. A verified KRA PIN carries a Verified by KRA tag; an unverified one shows a note that KRA's checker could not be reached when it was saved and will be checked again the next time it changes.
A deactivated customer shows a notice: their history is kept, but they cannot be chosen for a new sale. A record that is a suspected second entry for someone else shows a link to open the other one. A record you open that turns out to have been merged away shows which customer it was merged into, and that is the one actually shown.
Everyone whose role can view customers sees this page. Edit customer, Merge and Deactivate show only to people whose role can manage customers, and only while the customer is active.
Prices, stock and sales are not set or shown here beyond the house account's own statement; see Sales for a customer's orders.
How to…
How to change a customer's details
Press Edit customer. See New customer.
How to deactivate a customer
Press Deactivate and confirm. Their history is kept, but they can no longer be chosen for a new sale.
How to merge two records for the same customer
- Press Merge.
- Search for the other record by name, phone, e-mail or KRA PIN.
- Choose which of the two to keep.
- Confirm.
Everything the closed record held — payments, house account items, loyalty points, deliveries — moves onto the one you kept, and the closed one redirects here whenever it is opened again. This cannot be undone. If either record owes money or holds loyalty points, the merge needs a role that can approve customers rather than only manage them. Two house accounts in different currencies cannot be merged; settle and close one first.
How to record that a customer agreed to offers
Under Messages the customer agreed to, press Record agreement beside the channel, such as Text messages (SMS), and confirm. Do this only when the customer has told you they want offers. Campaigns go only to customers who agreed to offers by text. Press Withdraw agreement when they change their mind: they still get receipts, but no more offers. Each change keeps your name and the time. A customer who replies STOP shows Asked to stop.
How to open or amend a house account
Where the customer has none, press Open account; see Open house account. Where they already have one, press Amend limit and terms on the same page.
How to record a payment or see the statement
Press Record a payment or Statement beside the house account; see Record a payment and Statement.
How to block or unblock credit
Press Block credit or Unblock credit beside the house account, and give the reason. Blocking stops the till accepting a credit sale for this customer until it is unblocked; what they already owe is unchanged.
Worked examples
Restaurant and bar
The Acacia Grill & Bar opens Coastal Logistics Ltd, sees its house account reading Within limit at KES 42,000 (Kenyan shillings) of a KES 100,000 limit, and presses Statement before sending the month's invoice.
Supermarket
Tumaini Supermarket notices two records for the same corner shop, created a week apart with slightly different spellings of the name. The manager opens the newer one, presses Merge, searches for the older one, keeps the older one (which already holds a house account), and confirms. The newer record now redirects to the older one wherever it is opened.