Customer Management

Customer reports show you data about all your registered customers and their opening and closing balances, sales transactions, contact information, tax information, etc. You can add new customers, manage the existing ones, and send them invoices and reminders via SMS and email. You can also see Aging Report (which tells when payments are due) about customers.

Date Filter

The information in the table shows according to the date range chosen here. When you click on the date range, a dropdown with date range options appears on screen. These options include date range for a month, quarter, year and so on. You can even define a custom date range. If you choose the Custom Range option, a calendar appears on screen. Select the start date and the end date from the calendar for viewing the data. The older date that you pick in the calendar will be considered the start date by the software.

Search for customers

You can search for the customers by their name, email address or mobile number from the search box. Simply enter the details and click on the magnifier icon (or press enter on the keyboard). The results are displayed on the page. You can perform all the mentioned below operations from the table.  

Enable / Disable columns

You can hide or display columns in the table as per your requirement. Follow these steps:

  1. Click on the Enable / Disable icon at the top left corner of the grid.
     
  2. Now select the checkbox for a column name by clicking in it. A tick mark represents that the column name has been selected. The selected column will appear in the grid. You can deselect a column by clicking in it again.
  3. The changes take effect immediately.


Sort in Ascending / Descending order

Some of the columns come with the option of arranging the data in the grid in ascending or descending order. Click on the up or down arrow key to sort the data in the grid according to that column’s data.

Up Arrow Key: Arranges data in ascending order (oldest to latest for dates, smaller to greater for numbers).

Down Arrow Key: Arranges data in descending order. (latest to oldest for dates, Greater to smaller for numbers).


Go to the ledger / Generate Invoice / Send SMS / Send Email

You can navigate to the customer’s ledger page, create an invoice, and send them SMS and email from this page.

To perform any of these actions from the Customer page, do the following:

  1. Locate the customer you want to make changes to. Use the filter options to spot them. 
  2. Once you locate the required customer on the list, hover the cursor over their row. A context menu (the three dots) appears on screen. Click on it.
  3. The following options appear on screen:
  • Go to ledger: Clicking on this option will take you to the customer’s ledger page. It opens in a new window.
  • Generate Invoice: Choosing this option takes you to the entry form of an invoice. You can enter the details and generate the invoice as required.  
  • Send SMS: Choosing this option opens an entry form. Enter the message in the message box. You can also insert opening and closing balance, credit and debit total, from and to dates, and other details directly from the ledger. You can even grant them access to the portal using the Magic Link option. Finally, click on the Send Email button at the bottom right corner of the page to send the email.
  • Send Email: Choosing this option opens an entry form. Enter the subject of the email and the message in it. You can also insert opening and closing balance, credit and debit total, from and to dates, and other details directly from the ledger. You can even grant them access to the portal using the Magic Link option. Finally, click on the Send Email button at the bottom right corner of the page to send the email.


Edit / Delete a customer

You can change the details of a customer like their account name, country, address, GSTIN, and other details from here. You can also delete the customer from the list. To edit or delete the customer details, do the following:

  1. Locate the customer in the table you want to make changes to. Use the filter options to spot it.  
  2. Once you locate the required customer on the list, hover the cursor over their row. A context menu (the three dots) appears on screen. Click on it.
  3. Now click on the pencil icon.
  4. A window containing the details of the customer opens on the right-hand side. You can do the following from here: 
  • Edit: Make the necessary changes in the entry form and click on the update button at the bottom of the window. A confirmation message is shown on screen.
  • Delete: To delete the customer from the list, click on the Delete button given at the bottom of the entry form. A popup will ask you to confirm your action. Once you confirm the action, the details will be deleted.


New Customer (Add a customer)

By adding a customer, you basically register them on the accounting software. A dedicated ledger gets automatically created and their name starts showing in the list of customers on the Sales invoice. The new customer can also be added while creating the sales invoice.

To add a customer to the portal, follow these steps:

  1. Click on the New Customer button given at the top right corner of the grid.
  2. Provide the necessary details in the entry form that opens on screen:
    • Select Group: Assign this customer to a group. If you have not created any groups so far, you can assign the customer to the Sundry Debtors group, which comes pre-created in the software.
    • Account Name: Provide a name to the Customer’s account. This is generally their registered name.
    • Country: This is the country to which the customer belongs to. Choose one from the dropdown list.
    • Currency: Choose the customer’s preferred currency.
    • Opening Balance: This amount can be the amount owed to or by the customer. For example, if the customer owes you Rs 1000, enter the amount and click on the Dr button.
    • Address: This can be the customer’s head office, branch office or any other address.
    • Add Address: You can add multiple addresses for a customer. You can remove or update them later.
    • Contact: The information you enter here (Attention To, Mobile Number and Email Id) will be used on the invoices.
    • Others: This option covers three fields. ‘Account Unique Name’ (field 1) can be anything that allows you to identify the customer in case of confusion. If you do not provide it, the software automatically generates a unique name. ‘Balance for Trigger’ (field 2) is the debit or credit amount beyond which the system will send an alert email to the administrator. This feature works only when the trigger is configured. Please contact our Support Team to know more. Description (field 3) is information about the customer that can be used to communicate important details to other internal users. 
  3. Save: Click on the Save button to store this information.

A confirmation message is displayed on screen.

Note: Fields marked with a red asterisk sign are mandatory. To save the form, you must enter their details.

Aging Report

Aging Report shows when payments are due, from whom and by what dates.

You can access the aging report for customers from the Customers page. Alternately, press the ‘Control + g’ or ‘Command + g’ keyboard shortcuts from anywhere on Giddh; type in Aging Report in the search field; click on the Aging Report option that appears in the window.

Here is how the aging report looks:


Change Due dates

You can set the due dates as per your requirement. Here are the steps to do so:

  • On the Aging Report page, click on the date range column header (for example, 0-30 days)
  • In the popup window that opens next, enter the intervals in the editable boxes.
  • All the other intervals in the table get automatically adjusted.
  • Click anywhere in the blank space in the popup window. The changes take effect immediately.


Sort in Ascending / Descending order

It works in the same manner as mentioned above in this document.


Search / Advanced Search

To shortlist the results, enter the name or amount and click on the magnifier button next to the search box. You can also use the advanced search option to narrow down the results.


Send Bulk SMS / Email; Download Customer Report

Other than sending SMS and emails to clients one at a time, you can use the bulk option as well. This becomes visible when you select multiple customers. Here are the steps:

  • Locate the records in the table. When you hover the cursor over them, a checkbox appears for each customer in their row.
  • Select the respective checkboxes and click on the ‘More’ button given at the top right corner of the table.
  • The following options appear:
  • Email: Choosing this option opens an entry form (refer to the image shown in the Send Email section above). Enter the subject and body content. In the From field, the configured email address (from Company Settings) will show. You can insert the latest information from the customer ledger by choosing the appropriate options given on the form. Finally, click on the Send Email button to send emails to the customers selected by you. A confirmation message is displayed on screen.
  • SMS: Choosing this option will open the SMS window (refer to the image shown in the Send SMS section above). You can insert the latest information from the ledger by choosing the appropriate options given on the entry form. Finally, click on the Send SMS button to send messages to the customers selected by you. However, SMS will be sent only if you have SMS balance in your account. To buy SMS, go to MSG91 website.  
  • Download CSV: Clicking on this option will download a file in CSV format containing details like opening and closing balance, parent group, etc of the selected customers.
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