Managing Customers
Supply'd embeds CRM technology to allow you to manage all your customers in one place. Assign contacts, locations, pricing and pantry lists, track orders, sales call logs, credits and more.
This document will guide you through how to manage:
Customers Page
Selecting Customers from the main menu will show you a list of all your customers, who their sales rep is, when they are due their next sales rep visit or call, the number of orders they have placed with you in Supply'd, and their current status. You can add customers by following the steps in the Adding Customers & Customer Groups document.
To view all the information about a particular customer, select them from the list. Clicking on the tabs across the top will show the various information as follows:
About
Information about this customer - Account number, ABN, payment terms, website, number of orders placed, etc. These fields are not able to be edited here (see further on in this document on how to edit these details).
Company Details
Account Number, ABN, Payments Terms, Website, Groups (if in any).
Custom Fields
Any custom field information you may have set up.
Next Call Dates
The next day for a call or visit to the customer.
Stats
The number of orders the customer has placed with you, amount spent, date of their last order.
Additional Options
Clicking on the 3 dots in the top right corner will bring up a menu.
Edit Customer
Opens the Edit Customer form.
To open or close the sections on this form, or any others, click the little arrows to the right of the titles.
See Edit Customer below for detailed information.
Actions >
Next Call Date
Apply Credit Hold
Merge Customer
Get Invite Link
See #actions-greater-than-1 below for detailed information.
Apply Credit Hold
To place a hold on any credit arrangements you may have with this customer.
See Actions > Apply Credit Hold below for detailed information.
Merge Customer
Two types of customers can exist in Supply'd. Customers who have their own account and those who you have created and manage yourself. Should a customer register on Supply'd and cause you to have duplicate customers in your list you can use this merge feature to merge your offline version with their Supply'd account.
See Actions > Merge Customer below for detailed information.
Get Invite Link
A link you can send to your customer inviting them to create a free Lite Supply'd account.
See Get Invite Link below for detailed information.
Export >
Customer Price List
Call Logs
Product Sales Report
See Export > below for detailed information.
Remove Customer
Will remover the customer. You will be asked to confirm.
Contacts
A list of contacts for this customer.
Clicking on a contact will open the details for that contact.
Contact Details
Details relating to this Contact - Email & Mobile Number.
Settings
Additional settings for the Contact, such as, any notifications that should be sent to this contact.
Clicking on the 3 dots on the top right-hand corner of the form, will bring up a menu.
Edit Contact
Opens the Edit Contact form allowing you to change contact details.
Remove Contact
Allows you to remove the contact. You will be asked to confirm.
Save
Locations
A list of locations for billing and shipping for this customer.
Clicking on a location will open all the details for the Location.
Location Details
Details relating to this location.
Opening Hours
The operating hours for this location when a delivery can be made.
Advanced
Advanced settings for this location, such as latitude, longitude and a map.
Clicking on the 3 dots on the top right corner will bring up a menu.
Edit Location
Opens the Edit Location form where you can change any required details for the location. For further information see the Locations document.
Help Guide
Opens the help page with guides and documents on using Supply’d.
Remove Location
Allows you to remove the Location. You will be asked to confirm.
Call Log
Lists any calls to this customer, including dates, locations, and any notes from those calls.
Clicking Add Call or Add+ int the top right corner, will open the Add Call Log form where you can log any details about a sales call or visit.
Customer
Automatically entered.
Location
Select the location of the call from any of the locations set for this customer.
Call Date* [required]
Call date and time. Clicking this field will open a calendar and a time section.
Call Type* [required]
Select Visit or Call from the drop-down, depending on whether it was an in-person visit or a phone call.
User
Select the name of the sales rep or person that made the call from the drop-down.
Next Call Date
Clicking this field will open a calendar for you to select the next call date.
Notes
Any notes taken from this call.
Images
Allows you to upload any photos applicable to this call.
Pantry
A Pantry List is a list of items this customer usually orders. Under the Pantry tab you can create and manage a pantry list for this customer, show products by category, or create a sales order visually.
Adding a Pantry Item
To add an item to the list click Add +.
Click on, or type in, the Products* field and select the products.
Click ADD to add them to the list.
The products will show on the list with images for easy ordering.
Removing a Pantry Item
To remove a product from the list, simply click the X beside that product. Click ADD+ to add more products.
Ordering from the Pantry List
Clicking on the Pantry List drop-down, you can view all your products in categories
You can add Pantry items to an order by simply clicking the plus beside the items.
Click Create Order to place the order.
Orders
A list of orders this customer has placed with you.
Clicking on an order on the list will open the order and show all the order details for that order.
Click Add+ to place an order for this customer
Channel
Automatically entered.
Reference
An optional customer reference for this order, eg. a purchase order number.
Order Number
Automatically entered.
Customer
Automatically entered.
Due Date* [required]
Clicking this field will open a calendar for you to select the due date for the invoice.
Delivery Date
Clicking this field will open a calendar for you to select the delivery date.
Product
Select products to be added the order.
Ship to
Automatically entered from the customer settings.
Payment Method
Automatically entered from the customer settings.
Order Notes
Any notes applicable to this order.
Click PLACE ORDER to place the order for this customer.
See the Sales Orders document for information on managing customer orders.
Quotes
Here is a list of quotes for the customer.
To add a Quote click Add+.
See the Quotes document for more information.
Standing
Here is a list of standing orders for the customer.
To add a Standing Order click Add+.
See the Standing Orders document for information on managing customer orders.
Credits
A list of credits this customer has applied to them.
Clicking the Apply Credit button will open the Add Customer Credit form and allow you to apply a credit.
Credit Amount* [required]
The amount you wish to allocate as credit to the customer.
Set Expiry
Whether or not this credit should have a set expiry date. Select Never or Yes from the drop-down. When Yes is selected, a field for you to enter the expiry date will show.
Notes* [required]
Details about what this credit is for. This will be used for you to reference the credit and will also be visible to the customer.
Notify Customer
Whether or not to notify the customer via email of the credit being applied. Select Yes or No from the drop down.
Pricing
Specific customer discounts or price overrides for this customer.
Clicking the Add Pricing button allows you to set this.
See the Customer Specific Pricing document for details on how to do this.
Editing a Customer
To edit any customer details, select the customer from the Customers list. Click on the 3 dots in the top right and select Edit Customer.
The Edit Customer form will open. Make any changes required as per the guidelines below:
Company Details
Company Name* [required]
Change the trading name of your customer's business.
Company Logo
Change or upload the customer's company logo.
Groups
Add or change any customer Groups you would like to assign to this customer. Click the field to select from the list of available groups.
Account Number
Change or add an optional account number for this customer.
ABN
Change the customer's company ABN.
Website
Change or add the customer's company/business website address.
Settings
Additional settings for the customer.
Payment Terms
Change or enter the payment terms to apply to this customer's invoices. Leave blank to use the default terms set in your supplier settings.
Shipping Zones
Change or set specific Shipping Zones & Rules that are allowed for this customer. Click the field to select from the list of available zones. Leave blank to not restrict zones.
Sales Rep
Assign or reassign a sales representative to this customer.
Sales Rep Can Sell
Define what products the rep is able to sell to this customer.
All Products: A sales rep can create orders for any product that is set to sell or allocated to this customer.
Only Items In Pantry List: A sales rep can create orders only with products from this customers pantry list.
Notes
Add or change any notes about this customer. For internal reference only, this is not visible to customers.
Xero Settings
Xero settings for this customer.
Xero Contact
Add or change a Xero Contact ID. If not set, the Contact ID will automatically be matched to the using the customer name or ABN.
Advanced
Advanced settings for this customer.
Order Alert
Add or change an internal alert to show when creating an order for this customer. This alert is not visible to customers.
Invoice Template
The invoice template to use when generating invoices for this customer. Select "Use Default" to use the default template set for this account.
Save
Additional Options
Actions > Next Call Date
Set a date and location for a sales rep call.
Customer
Automatically entered.
Location
Select the location of the call from any locations set for this customer.
Next Call Date* [required]
Clicking this field will open a calendar for you to select the next call date
Actions > Apply Credit Hold
To place a hold on any credit arrangements you may have with this customer. This will automatically set future orders from this customer to be on hold. You will be asked to confirm.
Actions > Merge Customer
Two types of customers can exist in Supply'd. Customers who have their own account and those who you have created and manage yourself. Should a customer register on Supply'd and cause you to have duplicate customers in your list you can use this merge feature to merge your offline version with their Supply'd account.
This will merge an offline or invited customer with a Supply'd customer. All settings, Orders, pricing & credits will be transferred to the Supply'd customer as a results of performing this action. The merge is irreversible
Actions > Get Invite Link
A link you can send to your customer inviting them to create a free Lite Supply'd account. The link is automatically generated. Clicking COPY LINK will allow you to then paste this link in an email to send to your customer.
Export > Customer Price List
You can select from All Products or Pantry. Clicking EXPORT will download the price list, in pdf format, to your computer.
Export > Call Logs
Allows you to export details of all calls from this customer into a spreadsheet, including customer, date, location and any relevant notes.
Export > Product Sales Report
Allows you to export details of all sales from this customer, within a selected date range, into a spreadsheet, including products, pricing, dates, etc.
Remove Customer
Will remover the customer. You will be asked to confirm.
Filtering & Searching the Customer List
The 3 lines beside the 3 dots in the top right corner on the Customers page allows you to filter the Customers list, while the magnifying glass lets you search for specific customers.
Clicking the three lines opens the Filter Customers form, where you can access all available filtering options.
Company Name
A company name to search for in your customer list.
Group
Clicking on this field will bring up a list of your Customer Groups. Select the group you would like to filter the list by.
Status
Clicking on this field will bring up a list of your Stauses. Select the Status(s) you would like to filter the list by.
Sales Rep
Clicking on this field will bring up a list of your sales reps. Select the Sales Rep(s) you would like to filter the list by.
Next Call Date Range
Clicking on this field will open a calendar for you to select a date range to filter by.
State
Select a state that you wish to filter you Customer List by from the drop-down menu.
Suburb
Enter a suburb that you wish to filter you Customer List by.
Postcode
Enter a postcode that you wish to filter you Customer List by.
Customer Status
Filter by Customer Status, either Active or Removed. Selecting Removed allows you to view and re-activate removed customers.
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