Add and manage customers

Add, edit, search and delete customers, verify a GSTIN to fill details, and set the bill-to and ship-to addresses.

A customer is anyone you sell to. Create the customer once and pick them on every sales invoice, credit note and challan.

Before you start

If your business is registered under GST, keep GST registration switched on in GST Configuration. When it is off, the GSTIN, Reg. Type, GST Registration Type and State Code fields are hidden.

Steps

Open Masters > Customers.
Click New Customer (on a phone the button says New).
Type the Customer Name. This is the only required field.
If the customer has a GSTIN, type it in the GSTIN box.
Click the tick icon at the end of the GSTIN box (Verify GSTIN & auto-fill details). The state, state code and registration type fill in. The legal name, trade name, address and pincode also fill in, but only where those boxes are still empty.
Fill Phone and Email if you have them.
Under Bill To, type the Billing Address, choose the State from the list and type the Pincode.
Under Ship To, keep Same as Billing ticked if goods go to the billing address. Untick it to type a different Shipping Address, State and Pincode.
Click Save Customer.

The app also creates an account (ledger) for the customer in your books. You do not need to make it yourself.

Edit a customer

Open Masters > Customers.
Type part of the name, GSTIN, phone, email or address in the search box to find the customer.
Click the pencil icon on the customer's card.
Change the details and click Update Customer.

Delete a customer

Click the red bin icon on the customer's card.
Click OK when asked Delete this customer?

The customer disappears from the list and from the customer picker. If the customer's account was never used, it is removed too. If it already has entries, it is kept in your books (old invoices and reports stay correct) but hidden from pickers.

Fields

Field	What to enter
Customer Name	The name that prints on the invoice. Two customers cannot have the same name.
Trade Name	The shop or brand name, if different from the legal name.
GSTIN	15-character GST number. Letters are changed to capitals. A wrong pattern shows Invalid GSTIN under the box. Leave blank for an unregistered customer.
Reg. Type	B2B (registered business), B2C (consumer or unregistered), EXPORT or SEZ. It decides where the sale goes in GSTR-1. Verifying a GSTIN sets it to B2B.
GST Registration Type	The customer's type of GST registration (Regular, Composition, SEZ Unit and so on). It fills in when you verify the GSTIN and is used for e-invoices.
DOB / Anniversary	Optional dates, kept for your own records.
State	Choose from the list. The State Code fills in by itself. The state decides whether the sale is local (CGST + SGST) or inter-state (IGST).
Same as Billing	Ticked: goods are shipped to the billing address. Untick it to enter a separate ship-to address.

Common problems

Name is required — type the Customer Name before you save.
Invalid GSTIN format — the GSTIN does not match the 15-character pattern. Check each character, or leave the box blank.
Enter a valid GSTIN first — you clicked the verify icon while the GSTIN box was empty or wrong.
Verification failed — the GSTIN could not be checked online. Fill the state and address yourself and save.
Bad Request when you click Save Customer — usually a customer with the same name already exists. Search for the name; use the existing customer or change the new name slightly.

More in Masters

Add and manage suppliersAdd, edit, search and delete suppliers, verify a GSTIN to auto-fill name, address and state, and keep their address correct.Add and manage products and servicesCreate items you buy and sell: name, SKU, unit, HSN or SAC, GST rate, cess, rates, opening stock for a financial year, and barcode.Product groups and their stock ledgersCreate optional product groups so that the stock of raw material, finished goods or packing sits in its own ledger in your books.Chart of accounts: groups and ledgersSee all account groups and ledgers, create new groups and ledgers, set SAC and GST supply nature on income ledgers, and view a ledger's entries.Track returnable cratesSwitch on Crates, create crate types, record crates given and received on invoices and challans, and see each customer's crate balance.