Customer Accounts

Understanding Customer Accounts

After you’ve set up a customer in our system, you can easily include all their previous invoice transactions, including their branch information. You can also upload any past acknowledged invoices for future use. All this information will be visible in your customer ledger and outstanding statement.

 

Adding a Customer Invoice

Adding a customer invoice in AntMyERP is easy! You just need to put in their important info into one place. You can add any number of customer invoice in AntMyERP. Here’s what you do.

You can add customer branch in two ways

• Creating Customer invoice from the Account Tab
• Importing Customer Invoice

 

Adding a Customer Invoice from the Account Tab.

Navigate to Left Menu > CRM Sales > Customer 

You will lands in Customer Listing Page

Locate the customer in the customer list and click on the Edit option from the Action dropdown menu. Alternately you can Right Click on the customer whose Invoice you want to add by clicking Edit.

Go to Accounts of that customer

Click the + Icon button on the top right corner of the page.

Select the Branch, and enter the Invoice Details like Invoice No. Invoice Date and Invoice Due Date. You can also upload the customer acknowledged invoice for future reference.

After entering all the details, click Save.

Note: You can add your old outstanding customer invoice and the same will be reflected in your Customer Ledger and Customer Outstanding Statements.

 

Adding a Customer Invoice from Import.

Navigate to Left Menu > CRM Sales > Customer 

You will lands in Customer Listing Page

Locate the customer in the customer list and click on the Edit option from the Action dropdown menu. Alternately you can Right Click on the customer whose Invoice you want to add by clicking Edit.

Go to Accounts of that customer

Click the Import Icon button on the top right corner of the page.

Read Instructions and Click Download Sample File ( CSV. ) for your reference by clicking sample file.

Ensure that all the fields are mapped and  filled correctly while adding your Customers.

Now go to the Top Right Menu navigate to Import Icon > Import Customer Invoice

Click on Upload Customer Invoice and select the Branch and Select the file to be imported. 

Click on Save.

All your invoice pertaining to this customers are imported in your AntMyERP.

Note: Only CSV. file is supported and you have to manually add the acknowledgement copy of the particular invoice

 

Editing / Deleting Customer Invoice

Navigate to Left Menu > CRM Sales > Customer 

You will lands in Customer Listing Page

Locate the customer in the customer list and click on the Edit option from the Action dropdown menu. Alternately you can Right Click on the customer whose Invoice you want to add by clicking Edit.

Go to Accounts of that customer

Select the Branch, and Edit / Delete the Invoice Details like Invoice No. Invoice Date, Invoice Due Date and uploaded invoice

After Editing / Deleting all the details, click Save.

Note: This edit will overwrite the past entry and your past entry records will not be available.

Customer Documents

Understanding Customer Statutory Documents

Customer Statutory documents are the official documents / certificates that show a business is allowed to operate legally.

They include things like a license to run the business, a special number for taxes, and papers that prove the company exists as a real, registered entity. These documents are important because they make sure everything is done by the rules and help businesses know who they’re dealing with is legitimate and trustworthy.

So, before starting any business with a customer, it’s important to have these papers in place.

 

Adding a Customer Statutory Documents

Navigate to Left Menu > CRM Sales > Customer 

You will lands in Customer Listing Page

Locate the customer in the customer list and click on the Edit option from the Action dropdown menu. Alternately you can Right Click on the customer whose Contact you want to add by clicking Edit.

Go to Documents of that customer

Click the + Icon button on the top right corner of the page.

Select the Branch, and enter the document Details. You can also upload the customer statutory documents for future reference.

After entering all the details, click Save.

Note: You can Enable the Checkmark if you want these document numbers to be visible in your Quotation, Contract, Delivery Note, Sales Order and Invoice.

 

Editing Customer Statutory Documents

Follow the above steps.

Open the Branch whose documents you want to change from the Customer Statutory Documents Listing View.

Make the necessary changes to the customer details.

Save the updated information.

Note: Any changes made will be visible to all the customers statutory past transactions

 

Deleting Customer Statutory Documents

Follow the above steps.

Open the Branch whose documents you want to change from the Customer Statutory Documents Listing View.

Make the necessary changes to the customer details.

Save the updated information.

Note: Any changes made will be visible to all the customers statutory past transactions

 

Field & Description: 

This section provides a comprehensive overview of the various fields and their descriptions when adding or editing Customer Statutory Documents details within AntMyERP.

 

Customer Contacts

Understanding Customer Contact

A Contact is just a person or a company that a business deals with. It’s like having a digital address book where you keep all the important info about your customers and clients. This helps businesses stay organized, remember who they’re talking to, and provide better service to their customers.

 

Adding a Customer Contact

Adding a customer Contact in AntMyERP is easy! You just need to put in their important info into one place. You can add any number of customer Contacts in AntMyERP. Here’s what you do.

You can add customer Contact in two ways

• Creating Customer Contact from the Creation Page
• Importing Customer Contact

Creating Customer Contact from the Creation Page

Navigate to Left Menu > CRM Sales > Customer 

You will lands in Customer Listing Page

Locate the customer in the customer list and click on the Edit option from the Action dropdown menu. Alternately you can Right Click on the customer whose Contact you want to add by clicking Edit.

Go to Contact of that customer

Click the + Icon button on the top right corner of the page.

Enter all mandatory fields along with all the details of your customer

After entering all the details, click Save.

Note: Duplicate customer Contact entries are not permitted within AntMyERP to maintain data integrity.

You can also create the hierarchy of your customers Contacts, whereby you can view all customer Contacts in Organisation Hierarchy View.

 

Importing Customer Contacts

Navigate to Left Menu > CRM Sales > Customer 

You will lands in Customer Listing Page

Locate the customer in the customer list and click on the Edit option from the Action dropdown menu. Alternately you can Right Click on the customer whose Contact you want to add by clicking Edit.

Go to Contact of that customer

On Top Right Menu navigate to Three Dot Icon > Import Customer Contacts.

Read Instructions and Click Download Sample File ( CSV. ) for your reference by clicking sample file.

Ensure that all the fields are mapped and  filled correctly while adding your Customers.

Now go to the Top Right Menu navigate to Three Dot Icon > Import Customer Contact

Click on Upload Customer Contact and select the file to be imported. 

Click on Save.

All your customers are imported in your AntMyERP to transact.

Note: You can upload 500 customer at a time. Only CSV. file is supported

 

Exporting Customer Contacts

Navigate to Left Menu > CRM Sales > Customer 

You will lands in Customer Listing Page

Locate the customer in the customer list and click on the Edit option from the Action dropdown menu. Alternately you can Right Click on the customer whose Contact you want to add by clicking Edit.

Go to Contact of that customer

Filter from the LIVE Search / Filter. Now you have filtered data which need to be exported 

Now go to the Top Right Menu > Three Dot Icon > Export Customer Contact > Save

All your customer Contact data will be exported as per the Search or Filter

All your customers are Exported from your AntMyERP to CSV. file

Note : Export can be done only by the users who have the permission from admin.

 

Editing Customer Contact

Navigate to Left Menu > Customer > Customer Listing Page > Select Customer > Contact

Locate the Contact in the Customer Contact list.

Click on the Edit option from the Action dropdown menu.

Make the necessary changes to the customer details.

Save the updated information.

 

Deleting Customer Contact

Navigate to Left Menu > Customer > Customer Listing Page > Select Customer > Contact

Locate the Contact in the Customer Contact list.

Select the Delete option from the Action dropdown menu.

Confirm the deletion in the pop-up window.

Note: If a specific customer Contact has completed any transactions, they cannot be deleted.

 

Managing Customers Contact: Active and Inactive

If someone from your customer’s contacts is no longer working there, you can mark them as Inactive. Just go to their profile, change the status to ‘Inactive,’ and Save the changes.

Once a customer Contact is inactive, nobody in your company can create any new transactions like sales orders, deliveries, service calls, or invoices for them.

You can see these Inactive Contact information in Inactive Contacts

If you need to start working with the customer branch again, simply go through the same process and mark them as ‘Active.’ Then you can start transacting with them as usual.

Permission: Keep in mind that this action requires permission, so users need to have the right authorization to make a customer active or inactive.

 

Customer Branch

Understanding Customer Branch

A branch office is like a second shop or office for a company in a different place. It helps the company serve customers in that area.

 

Adding a Customer Branch

Adding a customer branch in AntMyERP is easy! You just need to put in their important info into one place. You can add any number of customer branches in AntMyERP. Here’s what you do.

You can add customer branch in two ways

• Creating Customer Branch from the Creation Page
• Importing Customer Branch

 

Creating Customer Branch from the Creation Page

Navigate to Left Menu > CRM Sales > Customer 

You will lands in Customer Listing Page

Locate the customer in the customer list and click on the Edit option from the Action dropdown menu. Alternately you can Right Click on the customer whose Branch you want to add by clicking Edit.

Go to Branch of that customer

Click the + Icon button on the top right corner of the page.

Enter all mandatory fields along with all the details of your customer

After entering all the details, click Save.

Note: Duplicate customer branch entries are not permitted within AntMyERP to maintain data integrity.

You can also create the hierarchy of your customers branches, whereby you can view all customer branches in Organisation Hierarchy View.

 

Importing Customer Branches

Navigate to Left Menu > CRM Sales > Customer 

You will lands in Customer Listing Page

Locate the customer in the customer list and click on the Edit option from the Action dropdown menu. Alternately you can Right Click on the customer whose Branch you want to Import by clicking Edit.

Go to Branch of that customer

On Top Right Menu navigate to Three Dot Icon > Import Customer Branches.

Read Instructions and Click Download Sample File ( CSV. ) for your reference by clicking sample file.

Ensure that all the fields are mapped and  filled correctly while adding your Customers.

Now go to the Top Right Menu navigate to Three Dot Icon > Import Customer Branch

Click on Upload Customer Branch and select the file to be imported.

Click on Save.

All your customers are imported in your AntMyERP to transact.

Note: You can upload 500 customer at a time. Only CSV. file is supported

 

Exporting Customer Branches

Navigate to Left Menu > CRM Sales > Customer 

You will lands in Customer Listing Page

Locate the customer in the customer list and click on the Edit option from the Action dropdown menu. Alternately you can Right Click on the customer whose Branch you want to Export by clicking Edit.

Go to Branch of that customer

Filter from the LIVE Search / Filter. Now you have filtered data which need to be exported 

Now go to the Top Right Menu > Three Dot Icon > Export Customer Branch > Save

All your customer Branch data will be exported as per the Search or Filter

All your customers are Exported from your AntMyERP to CSV. file

Note : Export can be done only by the users who have the permission from admin.

 

Editing Customer Branch

Navigate to Left Menu > Customer > Customer Listing Page > Select Customer > Branch

Locate the Branch in the customer branch list.

Click on the Edit option from the Action dropdown menu.

Make the necessary changes to the customer details.

Save the updated information.

 

Deleting Customer Branch

Navigate to Left Menu > Customer > Customer Listing Page > Select Customer > Branch

Locate the Branch in the customer branch list.

Select the Delete option from the Action dropdown menu.

Confirm the deletion in the pop-up window.

Note: If a specific customer branch has completed any transactions, they cannot be deleted.

 

Managing Customers Branch: Active and Inactive

If you need to stop doing business with any of the customer branch for any reason, like if they haven’t paid their bills, you can easily make them Inactive. Just go to their profile, change the status to ‘Inactive,’ and Save the changes.

Once a customer branch is Inactive, nobody in your company can create any new transactions like sales orders, deliveries, service calls, or invoices for them.

If you need to start working with the customer branch again, simply go through the same process and mark them as ‘Active.’ Then you can start transacting with them as usual.

Permission: Keep in mind that this action requires permission, so users need to have the right authorization to make a customer active or inactive.

 

Customer Contract

Understanding Customer Contract

A customer contract is a legal agreement between a business (seller )and a customer outlining terms like goods or services provided, payment terms, responsibilities, and dispute resolution. It’s a written record to prevent misunderstandings and protect both parties legally.

 

Permissions for Creating a New Customer Contract

To Create, Copy, or edit the Customer Contract, you must have super admin privileges or the necessary permissions.

To initiate the Permissions, 

Navigate to left menu > Settings > Users and Roles

Search user or group to whom you want to give the permission.

Click on the Action icon against the user or group and select Edit.

Go to permissions and allow permission for :

Manage Proposal List

Create Proposal      

Edit Proposal

View Proposal

View Self created Proposal

Manage contract

Manage Self created Contract

Click on Save.

 

Customer Contract Convert to Contract From Quotation

Customer  contract is created after the Quotation is accepted by the customer.

Navigate to Left Menu > Sales > Quotation.

You will land on the Quotation Listing page.

Locate the Customer Quotation number in the Quotation list on Pending Tab.

Click on the Book  button on the Right.

This Quotation will now Auto direct to the Accepted tab of Quotation.

In the Accepted  Tab, locate the Customer Quotation number.

Click on the Convert to contract option from the Action dropdown menu. Alternatively, you can Right Click on the Quotation that you want to Convert to contract and select the option.

Enter the Credit days.

Contract period start and end dates.

Enter any other fields wherever necessary, and click Save.

Quotation will be converted into contract and will reflect in contracted tab of Quotation.

 

View Customer Contract

Navigate to Left Menu > Sales > Quotation.

You will land on the Quotation Listing page.

Click on the Contracted Tab 

Locate the Customer Contract number in the Quotation List and click on the same to view the contract.

 

Updating Customer Contract

Navigate to Left Menu > Sales > Quotation.

You will land in the Quotation Listing page.

Click on Contracted Tab

Locate the Customer Contract number in the Quotation and click on the Edit option from the Action dropdown menu. Alternatively, you can Right Click on the Customer Contract that you want to Edit and  select update Contract.  

Make the necessary changes to the Quotation details.

Save the updated information.

 

Deleting Customer Contract

You cannot delete the Contracted Customer Contract.