Add and manage customers
Keep your customers' details, contacts, tax numbers and account balance in one place.
Customers and suppliers are both "parties". Open CRM > Customers or go to Customers to see the customers you trade with. (Suppliers are covered in Suppliers.)
Add a customer
- On the Customers page click Add New Party.
- Under Basic Information, enter the Name (required). Set Party Type to Customer. Optionally choose a Client Type (Individual or Business), Country, a three-letter Currency code (leave blank to use your company default), Email, Phone and an Address (notes).
- Under Billing Address, enter the lines, city, state or region, and postal code. The state matters: it decides which tax applies in some countries. See How tax is calculated.
- Under Financial Details, set Payment Terms (days) and Credit Limit if you want to record them, and any Opening Balance the customer already owes you.
- Click Add Client.
The Opening Balance is for money the customer owed before you started using Legasum. Choose They owe us for a customer. It is booked once, dated the day you save, and the field is locked afterwards. If booking it fails, the customer is still saved and a warning is shown.
Find and edit customers
- Use Search parties and the Status filter (Any status, Active, Inactive).
- Click a name to open the customer, or the pencil icon to edit.
- Tick several rows and click Bulk Edit to change Phone, Payment Terms (Days), Credit Limit or Notes for all of them. You preview the change before it is applied.
- Import CSV loads many customers at once from a template, and Export downloads the list as CSV or Excel.
- The bin icon moves a customer to the recycle bin ("Move this client to the recycle bin?"). Their past documents stay in your books.
The customer page
Open a customer to see these tabs:
| Tab | What it shows |
|---|---|
| Overview | Details, payment terms, credit limit, opening balance and billing address. |
| Contacts | Contact Persons with name, designation, email and phone. Tick Primary contact for the main one. |
| Ledger | Every accounting entry for this customer with a running balance. The Outstanding (they owe us) card shows the total. |
| Tax Registrations | Tax numbers such as GSTIN (India), CVR or VAT number (Denmark), EIN or a resale certificate (US). |
| Documents | Files you upload. Each is Private until you click it to make it Visible in Portal. |
On the Tax Registrations tab, click Add, choose the country and type, enter the number and set the status to Registered, Unregistered or Exempt. A GSTIN must match the usual 15-character format and a CVR must be 8 digits, otherwise you get a message saying so. A resale certificate also asks for the State that issued it.
Good to know
- The Credit Limit is recorded for your reference. Creating an invoice does not check it.
- The Customers page lists parties whose type is exactly Customer. A party set to Both or Supplier does not appear there and is not offered in the customer drop-down on invoices. Use the plain parties list to find or edit a Both party.
- Customers also feed the Receivables Ageing report and reminders.