CloudPOS Documentation

# Customers

Manage your customer database - add customers, track purchase history, and manage customer credit.

# What You Can Do Here

  • Add new customers
  • Edit customer information
  • View customer purchase history
  • Track customer balances/credit
  • Search and filter customers
  • Export customer data

# Viewing Customers

# Access Customers Page

  1. Click Customers in the sidebar (users icon)
  2. Customers list page opens

(Screenshot: Customers list with search and filters)

# Customer List Features

  • Search: Search by name, email, or phone
  • Filters: Filter by status (active/inactive)
  • Sort: Sort by name, date added, total purchases
  • View: List or card view

# Adding a Customer

# Step 1: Open Customer Form

  1. On Customers page, click "Add Customer" or "New Customer" button
  2. Customer form opens

# Step 2: Fill Basic Information

  1. Name (required): Customer's full name
  2. Email (optional): Email address
  3. Phone (optional): Phone number
  4. Address (optional): Street address
  5. City, State, Zip Code (optional): Location details
  6. Country (optional): Country

# Step 3: Additional Information

  1. Tax ID (optional): Tax identification number
  2. Credit Limit (optional): Maximum credit allowed (if credit sales enabled)
  3. Status: Active (can make purchases) or Inactive (disabled)

# Step 4: Save Customer

  1. Review all information
  2. Click "Save" or "Create Customer"
  3. Customer is created and appears in list

# Editing a Customer

# Modify Customer

  1. Go to Customers page
  2. Click on a customer or click "Edit" button
  3. Make changes to any field
  4. Click "Save Changes"

# Quick Edit

Some customer lists allow inline editing:

  • Click directly on name, email, etc.
  • Edit in place
  • Changes save automatically

# Viewing Customer Details

# Customer Details Page

  1. Click on a customer from the list
  2. Customer details page opens showing:
    • All customer information
    • Purchase history
    • Outstanding balance (if credit enabled)
    • Total purchases
    • Edit/Delete options

(Screenshot: Customer details with purchase history)

# Purchase History

On customer details, you'll see:

  • All Sales: List of all purchases by this customer
  • Sale Number: Unique sale identifier
  • Date: Purchase date
  • Amount: Sale total
  • Status: Payment status
  • Click on sale to view details

# Customer Balance (If Credit Enabled)

If your system supports customer credit:

  • Outstanding Balance: Amount customer owes
  • Credit Limit: Maximum credit allowed
  • Available Credit: Remaining credit available
  • Payment History: Record of payments made

# Selecting Customer at POS

# During Sale

  1. At POS, click "Select Customer" button
  2. Search for customer by name or phone
  3. Click on customer to select
  4. Customer name appears in cart
  5. Sale is linked to customer

Benefits:

  • Purchase history tracked
  • Can apply customer discounts
  • Invoice can be emailed
  • Credit sales possible (if enabled)

# Customer Credit (If Available)

# Enable Credit for Customer

  1. Go to Customers → Click on customer
  2. Set Credit Limit (e.g., $500.00)
  3. Save customer

# Credit Sales

  1. At POS, select customer with credit enabled
  2. Process sale normally
  3. Select "Credit" as payment method
  4. Sale is recorded, balance increases

# Customer Payments

To record customer payment:

  1. Go to Customers → Click on customer
  2. Look for "Record Payment" or "Add Payment" button
  3. Enter payment amount
  4. Select payment method
  5. Click "Record Payment"
  6. Customer balance decreases

# Tips & Common Mistakes

# ✅ Do's

  • Add customers at POS: Select customer during sale for tracking
  • Keep information updated: Update email, phone when changed
  • Use consistent naming: Use full names for easier search
  • Set credit limits carefully: Don't set too high
  • Track customer purchases: Review purchase history regularly

# ❌ Don'ts

  • Don't create duplicates: Search first before adding
  • Don't skip email/phone: Makes it harder to contact customers
  • Don't ignore outstanding balances: Follow up on overdue payments
  • Don't delete active customers: Deactivate instead if needed

# How to Confirm It Worked

# Verify Customer Created

  1. ✅ Customer appears in list: Go to Customers, see your customer
  2. ✅ Customer searchable: Search for customer name, it appears
  3. ✅ Customer selectable at POS: Go to POS, can select this customer

# Verify Customer Linked to Sale

  1. Process a sale with customer selected
  2. Go to Sales page
  3. Find the sale
  4. Verify customer name is shown
  5. Go to Customers → Click customer
  6. See sale in purchase history

# Troubleshooting

Issue: Can't find customer when selecting at POS

Solutions:

  1. Check customer status: Ensure customer is "Active"
  2. Verify spelling: Check name spelling matches exactly
  3. Try phone search: Search by phone number instead
  4. Refresh POS: Close and reopen POS page

# Duplicate Customers

Issue: Same customer created multiple times

Solutions:

  1. Search before creating: Always search first
  2. Merge customers: Contact administrator to merge duplicates
  3. Delete duplicates: Delete extra copies, keep one with most complete info

# Customer Balance Not Updating

Issue: Payment made but balance doesn't decrease

Solutions:

  1. Refresh page: Sometimes needs refresh
  2. Check payment recorded: Verify payment was saved
  3. Check credit sales: Ensure sales are marked as credit
  4. Contact administrator: If issue persists

Next: Learn about Sales & Invoices or Returns & Refunds.

← Sales & Invoices →