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Customer Management Guide

Module: Customers Roles: Admin, Sales Last Updated: July 2026

Overview​

The Customer module allows you to manage your customer database, track outstanding balances, generate customer statements, and monitor credit limits. All customer data is centralized and searchable, making it easy to manage your growing customer base.

Customer List​

Navigate to Customers in the main menu. All customers are displayed in a sortable, searchable, paginated DataTable.

Columns Explained​

ColumnDescription
CompanyThe customer's company name
ContactThe primary contact person's name
PhoneThe customer's phone number
EmailThe customer's email address
BalanceThe current outstanding balance (sum of unpaid invoices)
StatusActive or Inactive (see below)
ActionsView, Edit, Delete, View Statement

Adding a New Customer​

  1. Click the + New Customer button at the top of the customer list.
  2. The Create Customer form opens. Fill in the following fields:

Form Fields​

FieldRequiredDescription
Company NameYesThe legal or trading name of the customer's business
Contact PersonYesThe name of the primary contact at the company
PhoneYesThe primary phone number for the contact
EmailNoThe customer's email address (used for sending invoices and statements)
AddressNoThe street address of the business
CityNoThe city where the business is located
StateNoThe state (e.g., Lagos, Abuja)
Credit Limit (₦)NoThe maximum credit amount allowed for this customer in Naira
StatusYesSelect Active or Inactive (default: Active)
NotesNoAny additional notes about the customer
  1. Click Save to create the customer record.
  2. A toast notification confirms the customer was created successfully.

Tip: Ensure at least the Company Name, Contact Person, and Phone fields are filled in before saving. These are required fields.

Editing a Customer​

  1. Locate the customer in the list.
  2. Click the Edit (pencil) icon in the Actions column.
  3. The Edit Customer form opens with existing data pre-filled.
  4. Modify the fields as needed.
  5. Click Save to apply changes.

Deleting a Customer​

  1. Locate the customer in the list.
  2. Click the Delete (trash) icon in the Actions column.
  3. A ConfirmDialog appears asking you to confirm the deletion.
  4. Click Confirm to permanently remove the customer, or Cancel to abort.

Important: You cannot delete a customer that has linked sales or invoices. The system will display an error message. You must first remove or reassign all linked transactions before deleting the customer.

Customer Status​

StatusMeaning
ActiveThe customer is currently doing business. You can create new sales, invoices, and record payments for this customer.
InactiveThe customer is no longer active. Their record is kept for historical reference but you cannot create new transactions against them.

Tip: Set a customer to Inactive rather than deleting them to preserve transaction history and audit trails.

Customer Detail View​

  1. Locate the customer in the list.
  2. Click the View (eye) icon in the Actions column.
  3. The Customer Detail view opens with the following sections:

Contact Information​

  • Company Name
  • Contact Person
  • Phone
  • Email
  • Address, City, State

Financial Summary​

  • Credit Limit: The maximum credit amount set for this customer
  • Outstanding Balance: Total amount currently owed
  • Total Sales: Cumulative value of all sales to this customer
  • Total Payments: Cumulative amount of all payments received

Transaction History​

  • A chronological list of all sales, invoices, and payments associated with this customer
  • Each entry shows date, description, amount, and running balance

Customer Statements​

Customer Statements provide a formal summary of all transactions and the outstanding balance for a specific customer within a date range.

Generating a Statement​

  1. Navigate to the customer's detail view.
  2. Click the Customer Statement tab.
  3. Select a date range using the date range selector (start date and end date).
  4. The statement displays:

Statement Contents​

SectionDetails
Balance SummaryTotal outstanding balance as of the statement date
Aging BreakdownAmounts bucketed by age: Current, 1-30 days, 31-60 days, 61-90 days, 90+ days
Transaction ListIndividual transactions (sales, invoices, payments) within the selected date range

Aging Breakdown Explained​

Aging BucketMeaning
CurrentNot yet due
1-30 Days1 to 30 days past the invoice date
31-60 Days31 to 60 days past the invoice date
61-90 Days61 to 90 days past the invoice date
90+ DaysMore than 90 days past the invoice date (highest risk)

Exporting and Sending Statements​

  • Export as PDF: Click the Export PDF button to download a formatted statement as a PDF file.
  • Email Statement: Click the Email Statement button to send the statement directly to the customer's email address via the Resend API.

Credit Limit Management​

The system allows you to set and monitor credit limits for each customer.

Setting a Credit Limit​

  1. When creating or editing a customer, enter a value in the Credit Limit (₦) field.
  2. Click Save.

Monitoring Credit Usage​

  • The Outstanding Balance on the customer record shows the current amount owed.
  • Compare this against the Credit Limit to assess credit usage.
  • The Customer Detail view displays both values side by side for easy comparison.

Credit Limit Flags​

  • When a customer's outstanding balance approaches or exceeds their credit limit, this should be flagged during sale creation.
  • You can proactively review customer balances in the Customer list by sorting the Balance column in descending order.

Best Practice: Review customer balances weekly and follow up on overdue accounts to maintain healthy cash flow.

Using Search and Filters​

  • Use the search bar at the top of the DataTable to search by company name, contact person, phone number, or email.
  • Results filter in real time as you type.

Sort​

  • Click any column header to sort the table by that column.
  • Click again to toggle between ascending and descending order.
  • Sorting the Balance column is useful for identifying customers with the highest outstanding amounts.

Pagination​

  • Navigate between pages using the pagination controls at the bottom of the table.
  • Adjust the number of rows displayed per page using the page size selector.

Bulk Actions​

  1. Use the checkbox on each row to select multiple customers.
  2. A bulk action toolbar appears at the top of the table.
  3. Click Delete Selected to remove multiple customers at once.
  4. A ConfirmDialog appears to confirm the bulk deletion.
  5. Click Confirm to proceed, or Cancel to abort.

Note: The system will prevent deletion of any customers that have linked sales or invoices. Those records will be skipped with an error message.

CSV Export​

  • Click the Export CSV button at the top of the customer table.
  • The current filtered and sorted view is downloaded as a .csv file.
  • Open the file in Excel, Google Sheets, or any spreadsheet application for reporting or data migration.

Role Access Summary​

RoleAccess Level
AdminFull access — create, edit, delete, view statements, export
SalesFull access — create, edit, delete, view statements, export
ProductionNo access to Customer module
AccountantView-only access to customer data (for reference)