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 their next sales rep visit or call is scheduled, when they placed their last order with you in Supply'd, and their current status. You can add customers by following the steps in the Adding Customers, Leads & 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, Purchase Order Inbox*, Website, Groups (if in any).
Purchase Order Inbox: This inbox is automatically created for each customer, allowing them to send their purchase orders directly to it. You can share this inbox with the customer to streamline order processing.
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.
Actions >
For Supply'd type customers:
Next Call Date
Apply Credit Hold
For Custom type customers:
Next Call Date
Apply Credit Hold
Merge Customer
Get Invite Link
See Actions > below for detailed information.
Set Next Call Date
Set a date and location for a sales rep call.
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 (Custom Customers only) 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
Credit Summary
See Export > below for detailed information.
Remove Customer
Will remove 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.
Editing & Removing a Contact
When the contact is selected, clicking on the 3 dots on the top right 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
After entering all the required details click 
to update the contact.
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.
This option is only available for those customers marked as 
.
Edit Location
Opens the Edit Location form where you can change any required details for the location. For further information see the Locations document.
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+ in 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.You also have the option to display the customer's last ordered items.
Select either Pantry List or Recently Ordered from the drop-down menu.
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 
to add them to the Pantry List.
The products will show on the list with images for easy ordering.
The Pantry List is also an excellent tool for sales reps to introduce new products to customers. By adding items that may be relevant or of interest, reps can highlight potential additions to the customer’s regular orders. These suggested products appear when the rep is creating an order, making it easy to recommend new offerings, encourage upselling, and tailor the ordering experience to the customer's preferences and needs.
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 Managing 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 Sales Orders document for information on managing customer orders.
Credits
A list of credits this customer has applied to them.
Clicking the 
button, or Add + in the top right corner, will open the Add Customer Credit form and allow you to apply a credit. Credits will be automatically applied to the customer’s next order, based on the expiry settings.
Credit Details
Details about the credit.
Credit Amount* [required]
The amount you wish to allocate as credit to the customer.
Location
The location this credit is applicable for, if any. Select from the drop-down menu.
Credits can be allocated to a specific location. When an order is placed for that location, the credit will be automatically applied. If no location is selected, the credit will be used as a general credit for the customer’s next order.
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.
Credit Expiry
Details about when the credit expires.
Set Expiry
Whether or not this credit should have a set expiry. Select Yes or Never from the drop-down menu.
When Yes is selected an additional field - Expiry Date - will appear.
Expiry Date
The date you wish for this credit to expire.
Click 
to apply this credit. The credit will then show on the Credits list for this customer.
Pricing
Specific customer discounts or price overrides for this customer.
Clicking the 
button, or Add + in the top right corner, 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 customer's 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. For more information on templates, refer to the Templates document.
Save
Click 
to apply the new information.
Additional Options
When a customer is selected, clicking on the three dots in the top right corner will open a menu.
Edit Customer
Opens the Edit Customer form as explained above in Editing a Customer.
Actions
The options under Actions will vary depending on the customer type.
Custom Customers (Those not on Supply'd that you have added to your account and have
beside their name.)
Supply'd Customers (Those already using Supply'd and have
beside their name.)
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 (Custom Customers only)
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 > Convert to Lead (Custom Customers only)
You will be asked to confirm.
Actions > Get Invite Link (Custom Customers only)
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
Selecting this will open the Generate Price List form.
Customer
This field is automatically populated when a customer is selected. However, you can change it by clicking the "X" next to the name. Clicking on the field will display a list of your customers to choose from.
Template* [required]
The template to use to generate the document. (See Templates for more information.)
Products* [required]
The products to include in the price list.
Sell On Supply'd Products: Products that you sell on Supply'd.
All Sell Products: All products that you sell.
Supply'd Marketplace Visible: All products that you sell that are visible in the Supply'd Marketplace.
Pantry Items: Products that are in the customer's Pantry List.
Split By Categories* [required]
Whether or not items on the price list should be broken up into categories. Select Yes or No from the drop-down menu.
Fields
The fields you would like to include in your price list.
Clicking 
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.
Export > Credit Summary
Downloads a summary of all credits that have been applied to this customer's account.
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 Statuses. 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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