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 the sale, navigate to Sell > 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 a customer.

To add customer information:

1. In the Contact tab, enter the customer's first and last name, email address, phone number, add a customer group if applicable, and click the toggle for marketing and promotional emails if the customer agrees to receive these.

   

2. Click the Details tab to add more detailed information about the customer:

   • Shipping address (formally Physical address): The delivery address where purchased items will be sent to the customer. Facilitates a smoother checkout and shipping experience, and allows for future shipping enhancements, such as automatically calculating shipping cost.
   • Billing address (formally Mailing address): The address associated with the customer's payment method. This may differ from the shipping address. You can click the checkbox beside Billing address matches shipping address if they are the same.

     

   • Additional information: Here you can enter information about the customer's company name, gender, date of birth, website and social media information, and any notes.

     

   • Settings: In this section you can set On account limits, enable Loyalty, and set a custom tax rate if required.

     

   • Custom fields: Can be used to capture other information if required.
3. Click Create new customer.

Adding customers in bulk

Customers can be transferred from an existing system, such as MYOB, Outlook, or SharePoint by importing them using a spreadsheet file.

Formatting your customer list for Retail POS

1. Navigate to Customers > Customers.
2. Click Export list.

   

3. Open your current MYOB, Outlook, SharePoint, or other system, and export your customers as a CSV file.
4. Open the CSV file you exported from Retail POS.
5. Copy the data from your current customer file into the Retail POS customer CSV export file. For example, map First Name to first_name and Last Name to last_name. Separate data with commas.

   Some of the customer fields on the Retail POS file are generated by sales activity and cannot be imported through the file, including YTD Balance and Loyalty Points.

Importing the customer list into Retail POS

Once you've transferred 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. On the Import customers page, upload the file by dragging and dropping it, or click Choose a file to upload to search for and add the file.

   

   Ensure your upload is a CSV or XLSX file.

4. Once you've attached the file, Retail POS will perform an error check. This could take a few minutes. If the validation is successful, your customer list will be updated.

Fixing upload errors

If any errors are detected during the file upload, you will be redirected to an error screen. Here you can review the cause of the errors and download new versions of your spreadsheet that includes notes on what to fix.

Once you've made the required changes, remove the Issue column from the spreadsheet file and reimport the file by either dragging it into the window or browsing for the file.

During the file upload, you may also receive warnings about how your spreadsheet data could be improved.

If there are issues like incorrect date of birth format or missing customer names, you'll see a warning message. Although not required for re-uploading, correcting these issues is recommended to ensure a smoother upload and an accurate customer database.

You can download the CSV file to correct the errors or click Continue anyway to import the spreadsheet as-is.

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 dialogue box, use the Contact and Details tabs to update the customer's information as required.
4. Once complete, click Save changes.

Updating a customer's information in bulk

Formatting your customer list for Retail POS

1. Navigate to Customers > Customers.
2. Click Export list.

   

3. Open the CSV file you exported from Retail POS.
4. Update the customer information as required.

   Customer code (customer_code) cannot be updated via spreadsheet imports and will create a duplicate customer. To update customer codes, you must edit the customer(s) individually in Retail POS.

Importing the customer list into Retail POS

1. Navigate to Customers > Customers.
2. Click Import customers.

   

3. On the Import customers page, upload the file by dragging and dropping it, or click Choose a file to upload to search for and add the file.

   

   Ensure your upload is a CSV or XLSX file.

4. Once you've attached the file, Retail POS will perform an error check. This could take a few minutes. If the validation is successful, your customer list will be updated.

Deleting customers

Customers with unfulfilled or service sales pending, or layaway or On account balance owing 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 the arrow to expand the details.
3. Click Delete.

   

4. Confirm 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 deleting.

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 deleting.

Deleting customers in bulk using the Retail Imports Team

To delete customers in bulk, you can submit a request to the Retail Imports Team:

1. Navigate to Customers > Customers.
2. Use the available fields and filters to find your customer or group of customers.
3. Click Export list. A CSV file will download.

   

   You can only download 1000 customers per CSV file. If needed, the Retail Imports Team can generate a special customer export for you, which may contain some additional data, including customer_id.

4. Open the file in Google Sheets or Excel. Make sure the export file contains only customers you want to delete. Remove any lines containing customers you want to keep.
5. Delete all columns except for customer_code, first_name, and last_name.

   

   You must include the customer_code for all the customers in your file. First and last names are required as a verification reference.

6. Save your file as an XLSX (preferred) or CSV.
7. Verify your file before submitting to avoid issues that may cause the data import to fail:
   • Remove special characters.
   • Erase cells with N/A so the field is blank.
   • Format scientific numbers (4.001E+11) as regular integers (40010000000).
   • Format all cells, including cells with numbers, as plain text. In Google Sheets, click Format > Number > Plain text.
   • Ensure the only fields are customer_code, first_name, and last_name.
8. Submit your file to the Retail Imports Team.

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