Customer
Create and manage all customer (outlet) records across four structured tabs.
Table of Contents
- 1. Overview
- 2. Understanding the Screen
- 3. Creating a New Customer
- 4. Editing an Existing Record
- 5. Deleting a Record
- 6. Related Modules
1. Overview
The Customer module manages all customer and outlet records in QBS. Each customer can be assigned a business type, geographic location, chart of account, and compliance documents. The Add form is organised into four tabs — Basic Information, Location, Documents, and Additional.
Navigation
📍 Path: Customer Management → Customer
2. Understanding the Screen
Data Table Columns
| Column | Description |
|---|---|
| SL | Auto-generated serial number. |
| District Name | The district where the customer is located. |
| Division Name | The division where the customer is located. |
| COA Name | Chart of account linked to the customer. |
| Area Name | The area assigned to the customer. |
| Business Type | Business category (e.g., Modern Trade, Horeka). |
| Customer Name | Full name of the customer or outlet. |
| Code | Unique customer code (e.g., A-00001). |
Each column header includes a Filter button and a sort toggle. A Clear Filters button resets all active filters.
Action Buttons (Per Row)
| Button | Colour | Function |
|---|---|---|
| Edit | Yellow / Orange | Opens the edit form across all tabs. |
| Delete | Red | Deletes the record if not referenced in any transactions. |
If a customer is referenced in sales orders, invoices, or other transaction modules, the system will block deletion.
3. Creating a New Customer
Click “New Customer” in the top-right corner. The Add modal opens on the Basic Information tab.
Tab: Basic Information
| Field | Required? | Guidance |
|---|---|---|
| Customer Name | Yes * | Full official name of the customer or outlet. |
| Customer Code | Yes * | Unique code (e.g., A-00001). |
| Party Type | No | Classifies the customer category. |
| Ownership Type | No | Ownership structure (e.g., Sole Proprietorship, Partnership). |
| Business Type | No | Select from dropdown (e.g., Modern Trade, Horeka). |
| Chart of Account | No | COA to link this customer for accounting purposes. |
Tab: Location
| Field | Required? | Guidance |
|---|---|---|
| Division | No | Select the division — filters available districts. |
| District | No | Select within the chosen division — filters available areas. |
| Area | No | Select the specific area within the district. |
| Address | No | Full street or postal address. |
| Latitude | No | Geographic latitude coordinate. |
| Longitude | No | Geographic longitude coordinate. |
Division, District, and Area dropdowns are cascading — selecting a Division filters Districts, selecting a District filters Areas.
Tab: Documents
| Field | Required? | Guidance |
|---|---|---|
| BIN Number | No | Business Identification Number for VAT. |
| NID Number | No | National Identity Card number. |
| Trade License No | No | Trade licence number. |
| Company Registration No | No | Company registration number. |
| Documents Received | No | List of physical or digital documents received. |
💡 Enter all available document references even if physical copies are yet to be collected.
Tab: Additional
| Field | Required? | Guidance |
|---|---|---|
| Remarks | No | Additional notes or internal comments. |
| Is Active | No | Toggle to enable or disable the customer. Inactive customers are hidden from transaction dropdowns. |
Click Save to create the record, or Close to discard.
💡 Complete all four tabs before saving to ensure the customer record is fully populated.
4. Editing an Existing Record
- Locate the customer → click yellow Edit button → update fields across all tabs → click Save.
Editing the Customer Name, Customer Code, or Chart of Account may affect existing sales transactions, invoices, and financial reports.
5. Deleting a Record
When Deletion is Allowed
- Created by mistake with no associated sales orders, invoices, or transaction history.
When Deletion is Blocked
- Referenced in sales orders, delivery notes, invoices, payment records, or ledger entries.
🔒 The system will prevent deletion and display an error if the customer is in use.
6. Related Modules
| Module | Relationship |
|---|---|
| Business Type | Customers are classified under a business type. |
| Area / District / Division | Customer location links through the cascading geographic hierarchy. |
| Chart of Accounts | Each customer can be linked to a COA for receivables tracking. |
| Sales Management | Customers are recipients of sales orders, delivery notes, and invoices. |