Adding a new customer

In Retail POS, you can add and save a new customer for future use directly during a sale or from the Customers page.

To add a new customer during a sale, navigate to the Sell screen > Sell and type the customer’s name in the Add a customer search box.

To add a customer from the Customers page, navigate to Customers > Customers and click Add customer.

To add customer information:

1. In the Contact information tab, enter the customer’s first and last name, company name, email address, and phone number. Select a customer group if applicable, and click the checkboxes for marketing SMS messages and promotional emails if the customer agrees to receive them.

   

2. Click the Addresses tab to add the customer’s shipping and billing addresses. Click the checkbox beside Billing address matches shipping address if they’re the same.

   

3. Click the Additional information tab to enter information about the customer’s gender, date of birth, website, and social media, as well as any notes.

   • Under Additional contact information, you can add additional phone numbers and email addresses, as well as any messaging accounts, social media profiles, websites, or other links. Click + Add additional contact info to create new entries.

   

4. Click the Customer settings tab to set On account limits, enable Loyalty, and set a custom tax rate if required.

   

5. Click Add new customer.

Adding and updating customers in bulk

Customers can be transferred from an existing system, such as MYOB, Outlook, or SharePoint by importing them using a spreadsheet file. You can also export your current customers list to update entries in bulk.

Customer code (customer_code) cannot be updated via spreadsheet imports. Attempting to do so will create a duplicate customer entry. To update customer codes, you’ll need to edit each customer individually in Retail POS.

Transferring your customer list

1. Navigate to Customers > Customers.

2. Click Import customers.

   

3. In the banner, click Need help? > Download a template to get you started.

   

4. Download the template to your computer.
5. Open your other system and export your customers into a CSV file.
6. Open the template you downloaded from Retail POS.
7. Copy the data from your current customer file into the Retail POS customer CSV export file.

Updating your existing customer list

1. Navigate to Customers > Customers.

2. Filter your customers, if required, and click Export list.

   

3. Edit your customer information as required.

Filling out spreadsheet field information

Once you have downloaded the template or exported your customer list, you can update information on the spreadsheet. No field is mandatory, but you must have at least one of the following: first name, last name, company name, or email.

• Spreadsheet columns:
  • First name: You can include letters, numbers, and most symbols, except for "#" (hashtag), "$" (dollar sign) and "&" (ampersand).
  • Last name: You can include letters, numbers, and most symbols, except for "#" (hashtag), "$" (dollar sign) and "&" (ampersand).
  • Company name: You can include letters, numbers, and most symbols, except for "#" (hashtag), "$" (dollar sign) and "&" (ampersand).
  • Customer group: The customer's customer group. Existing groups are matched (case-sensitive). If the group doesn’t exist, it will be created automatically when you import the spreadsheet.
  • Email: Must be a valid email address.
  • Mobile number: The customer’s mobile phone number.
  • Phone number: The customer’s phone number.
  • Fax number: The customer’s fax number.
  • Enable promotional emails: If the customer opted in to promotional emails, enter YES or 1. If the customer opted out, enter NO or 0. If left blank or set to any other value, it will default to 0.
  • Enable promotional SMS: If the customer opted in to promotional SMS, enter YES or 1. If the customer opted out, enter NO or 0. If left blank or set to any other value, it will default to 0.
• Spreadsheet columns:
  • Shipping address1: Street address of the customer’s shipping address.
  • Shipping address2: Apartment or suite of the customer’s shipping address.
  • Shipping suburb: Suburb of the customer’s shipping address.
  • Shipping city: City of the customer’s shipping address.
  • Shipping postcode: Postal or ZIP code for the customer’s shipping address.
  • Shipping province: Province or state of the customer’s shipping address.
  • Shipping country: ISO two-letter country code for the customer’s shipping address.
  • Billing address1: Street address of the customer’s billing address.
  • Billing address2: Apartment or suite of the customer’s billing address.
  • Billing suburb: Suburb of the customer’s billing address.
  • Billing city: City of the customer’s billing address.
  • Billing postcode: Postal or ZIP code for the customer’s billing address.
  • Billing province: Province or state of the customer’s billing address.
  • Billing country: ISO two-letter country code for the customer’s billing address.
• Spreadsheet columns:
  • Gender: The customer’s gender. Enter “W” for woman, “M” for man, or “N” for non-binary. Any other value will default to “No gender assigned.”
  • Date of birth: The customer’s date of birth, using date format YYYY-MM-DD.
  • Website: The customer's website URL.
  • Notes: Notes or comments about the customer. HTML is allowed. Do not include any credit card information. To save a customer’s credit card information, use the Saved payment methods feature.
• Spreadsheet columns:
  • On account limit: The customer’s On account sales limit. Enter the limit amount only with no currency symbols. If there’s no limit, leave blank. If On account is disabled for this customer, enter 0.
  • Enable loyalty: If the customer is a loyalty program member, enter YES or 1. If the customer is not a member, enter NO or 0. If left blank or set to any other value, it will default to 1.
  • Loyalty balance: The total value of loyalty bonuses the customer has currently accrued. Don’t include a currency sign, just put the number. If you use the Currency Conversion tool for eCom (E-Series), balances will be displayed in the local currency of your customer.
  • Loyalty bonus claimed: This field shows if the customer has claimed their Loyalty sign-up bonus. This column can be imported only if “Set sign-up bonus” setting is turned on in your Loyalty settings.
    • If the customer has claimed their Loyalty sign-up bonus, enter 1.
    • If the customer has not claimed their Loyalty sign-up bonus, enter 0.
    • If left blank or set to any other value, it will default to 0.

  • Loyalty email sent: This field shows if the Loyalty email has been sent to the customer. This column can be imported only if “Send welcome email” setting is turned on in your Loyalty settings.

    • If a Loyalty welcome email has been sent, enter 1.
    • If the Loyalty welcome email hasn't been sent, enter 0.
    • If left blank or set to any other value, it will default to 1.

    If Loyalty is enabled and this field is set to 0, the customer will receive a Loyalty welcome email once they complete their next transaction.

  • Tax exempt: If the customer is tax exempt, enter YES or 1. If the customer is not tax exempt, enter NO or 0. If left blank or set to any other value, it will default to 0.
  • Custom field 1, 2, 3, 4: Any additional information about the customer. Do not include any credit card information. To save a customer’s credit card information, use the Saved payment methods feature.

Importing the customer list into Retail POS

Once you’ve transferred or updated all the necessary information to your Retail POS customer spreadsheet, you’ll need to import it into your Retail POS customer database.

1. Navigate to Customers > Customers.

2. Click Import customers.

   

3. Drag and drop the file into the Upload a spreadsheet field or click Select file to upload to browse for the file.

   

   Ensure that your upload is a CSV or XLSX file.

4. Once you’ve uploaded the file, Retail POS will perform an error check. 

Fixing upload errors

If any errors are detected during the file upload, you’ll be redirected to an error page. From this page, you can review the cause of each conflict and download new versions of your spreadsheet that include notes on what to fix. Click Export list of conflicts to download a spreadsheet with notes on what to fix, or click Continue anyway to import the spreadsheet as-is. Depending on the issue, you may not be able to upload the spreadsheet, so correcting these conflicts is recommended.

Once you’ve made the required changes, remove the Issue column from the spreadsheet file, then re-upload the file by either dragging and dropping it into the Upload your new file field or clicking Select file to upload.

Mapping spreadsheet columns

After you’ve uploaded your spreadsheet, you can map columns from the file to the relevant Retail POS field. Any fields that aren’t mapped will show an Unmapped flag. Choose which column to map to in the dropdown.

Once you’ve mapped all the columns, click Next.

Converting Loyalty balances

You can upload Loyalty balances from another system if required. Loyalty balances must be in your store’s default currency to be imported. If your current loyalty is in another unit (like points), choose Loyalty balances are not in [currency], set the conversion value for your loyalty units, then click Next.

Importing the file

If there are any issues with your spreadsheet file that prevent the upload from completing successfully, you’ll need to correct them and re-upload the file to continue.

When your file is ready for upload, click Import customers.

Updating customer information on the Customers page

1. Navigate to Customers > Customers.

2. Locate the customer you want to update, click to expand, and click Edit customer.

   

3. In the Edit customer dialog box, use the different tabs to update the customer’s information as required.
4. Once complete, click Save changes.

Deleting customers

Customers who have unfulfilled sales, pending service sales, or unpaid balances (layaway or On account) can’t be deleted until all sales are completed and all outstanding balances are paid.

Deleting a single customer

1. Navigate to Customers > Customers.
2. Locate the customer you want to delete and click on the entry to expand it.

3. Click Delete.

   

4. Confirm that you want to delete the customer and click Delete.

All information associated with this customer, including sales history and reports, will display as Anonymous customer after the deletion.

Deleting customers in bulk on the Customers page

If you need to delete many customers at the same time, you can do so using bulk actions on the Customers page:

1. Navigate to Customers > Customers.
2. Locate the customers you want to delete and check the boxes next to their names.

3. Click Choose an action > Delete customers.

   

4. Confirm you want to delete the customers and click Delete.

All information associated with the customers, including sales history and reports, will display as Anonymous customer after the deletion.

What’s next?