How to create and edit customers and vendors

How to create and edit customers and vendors

Summary

This article describes how to create and edit customers and vendors. Since their screens are almost identical, the procedure described here works for both entities.


The information recorded in these sections is essential for several activities of the company such as buying and selling inventory. 



 Create a customer/vendors


From scratch


To create a new customer/vendor:

  1. Go either to Sales -> Customers or Purchases -> Vendors.


    OR



  1. Depending on the tab chosen, press the "Create customer" or "Create vendor" button at the top right.
  2. Enter the customer t/supplier information.
  1. Vendor name
  2. Company name.
  3. Code.
  4. Category.
  5. Language.
  6. Owner.
  7. Website.
  8. Currency.
  9. Price list (only for "customer" contacts).
  10. Carrier.
  11. Tax.
  12. Can be selected as carrier (yes or no).
  13. Payment Terms.
  14. Notes.
  1. Click on "Save" at the top right.
If ALIX is integrated with Zoho Books, the synchronization between the two apps is bidirectional.
"Currency" and "Tax" fields are read only after you save the contact information.

From an existing customer/vendor


It is possible to duplicate an existing customer/supplier. To do this: 

  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the customer/vendor to duplicate. The information of this customer/vendor will appear on the screen. 
  3. In the "More actions" menu at the top right, select "Duplicate".


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  1. The screen for creating a customer/vendor will appear. The fields will already be filled with the duplicate customer/vendor information. If necessary, modify the required information for the new customer/vendor.
  2. Click on "Save" at the top right.



 Edit a customer/vendors


  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the customer/vendor to modify. The information of this customer/vendor will appear on the screen. 
  3. Click on "Edit" at the top right.
  4. Make the desired changes, then click "Save" at the top right.


 Delete a customer/vendors

From the list of customers/vendor


  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. In the list, check the customer/vendor you want to delete.



  1. Click on "Delete". Note: this action cannot be reverted, click "Confirm" to confirm the deletion.


From the customer/vendor detail screen



  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the customer/vendor you want to delete. The information of this customer/vendor will appear on the screen. 
  3. In the "More actions" menu at the top right, select "Delete". 



  1. Note: this action cannot be reverted, click "Confirm" to confirm the deletion.



 File section

Add a file to the folder


  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the customer/vendor to modify. The information of this customer/vendor will appear on the screen. 
  3. At the bottom of the page, click on "Choose". 



  1. Select the file from your computer, then click "Upload".


View a file


  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the customer/vendor to modify. The information of this customer/vendor will appear on the screen. 
  3. At the bottom of the page, click on the file you want to view.
  4. If the format allows, the contents of the file will appear on the screen.
  5. Click on the "X" at the top right of the screen to exit this screen.


Upload a file


  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the customer/vendor to modify. The information of this customer/vendor will appear on the screen. 
  3. There are two options for uploading a file:
  1. At the bottom of the page, click on the desired file to view it. Click on the "Download" icon at the top right.
  2. At the bottom of the page, check the desired file. Click on "Download".


Delete a file


  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the customer/vendor to modify. The information of this customer/vendor will appear on the screen. 
  1. At the bottom of the page, check the file you want to delete. Click on "Delete". Note: this action cannot be reverted, click "Delete" to confirm the deletion.



 Contact Persons section


Add a contact


  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the desired customer/vendor. The information of this customer/vendor will appear on the screen. 
  3. On the right side of the screen, click on "+" in the "Contact persons" section.



  1. Enter the contact person's information.
  1. First Name.
  2. Last Name.
  3. Email.
  4. Phone.
  5. Mobile.
  6. Department.
  7. Designation.
  8. Skype.
  9. Is the main contact (yes or no).

Edit a contact person


  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the desired customer/vendors. The information of this customer/vendor will appear on the screen. 
  3. In the "Contact people" section, choose the person you want to edit with navigation.



  1. On the right side of the screen, click on the menu icon, then select "Edit".



  1. Make the desired changes, then click on "Confirm" at the bottom right.



Change the main contact


  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the desired customer/vendor. The information of this customer/vendor will appear on the screen. 
  3. In the "Contact persons" section, choose the person you want for the main contact with navigation.


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  1. There are two options for editing the main contact:
  1. On the right side of the screen, click on the menu icon, then select "Edit". Select "Is main contact", then click "Confirm".



  1. On the right side of the screen, click on the menu icon, then select "Mark as main".





Delete a contact person



  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the desired customer/vendor. The information of this customer/vendor will appear on the screen. 
  3. In the "Contact people" section, choose the person you want to delete with navigation.


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  1. On the right side of the screen, click on the menu icon, then select "Delete".





 Billing Address and Shipping Address section

The procedure is the same for a billing or shipping address.


Add a billing/shipping address


  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the desired customer/vendor. The information of this customer/vendor will appear on the screen. 
  3. On the right side of the screen, click on "+" in the "Billing address" or "Shipping address" section.


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  1. The address can be validated quickly with our integration with Google Map. Enter the address information in the first "Full address" field. 

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  1. Select the correct address from the results offered by Google Map. The fields will be automatically filled with the selection.
  2. If desired, enter the missing information:
  1. Attention
  2. Phone
  1. Click on "Create".



Delivery address – use the same as shipping adress


  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the desired customer/vendor. The information of this customer/vendor will appear on the screen. 
  3. In the "Billing address" section, choose the address you want to use for delivery.
  4. On the right side of the screen, click on the menu icon, then select "Copy to shipping address".





Change a billing/shipping address


  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the desired customer/vendor. The information of this customer/vendor will appear on the screen. 
  3. In the "Billing address" or "Shipping address" section, choose the address you want to change.
  4. On the right side of the screen, click on the menu icon, then select "Edit ".



  1. Make the desired changes, then click on "Confirm" at the bottom right.


Delete an address


​Note: It is not possible to delete a main address. Only a secondary address can be deleted.


  1. Go either to Sales -> Customers or Purchases -> Vendors.
  2. Click on the desired customer/vendor. The information of this customer/vendor will appear on the screen. 
  3. In the "Billing address" or "Shipping address" section, choose the address you want to delete.
  4. On the right side of the screen, click on the menu icon, then select "Delete".




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